HomeMy WebLinkAbout5/17/2000 - STAFF REPORTS (23) DATE: May 17, 2000
TO: City Council
FROM: Director of Facilities and Procurement Manager
AWARD OF BID FOR LANDSCAPE MAINTENANCE SERVICE FOR PARKWAYS,
ASSESSMENT DISTRICTS AND MISCELLANEOUS LANDSCAPED AREAS
RECOMMENDATION:
It is recommended that the City Council award Bid (IFB) 00-07 for landscape
maintenance of parkways, assessment districts and miscellaneous landscaped
areas located within the City of Palm Springs, to Environmental Earthscapes,
Inc., dba The Groundskeeper, Thousand Palms, California, at the unit prices on
file in the office of the City Clerk, total sum of all unit prices at an annual amount
of$234,883, and award contract in a form acceptable to the City Attorney.
Background:
The City of Palm Springs committed to privatization of maintenance services for
its various parkways, assessment districts and miscellaneous landscaped areas
in 1995 in an effort to reduce General Fund operating and maintenance costs.
This was the first significant effort in privatizing City services by the City. Over the
term of the initial agreement, City staff has learned a great deal about both the
positive and negative aspects of privatization of City services and has incorporated
this knowledge into the proposed agreement.
The previous agreement, although perceived to be comprehensive at the time,
was somewhat lacking in its performance specifications and deficient in its
enforcement capabilities. Staff spent a considerable amount of time reviewing,
modifying and, hopefully, improving upon the original document in the past year
based upon the previous inadequacies of the document adopted in 1995. The
proposed contract has more detailed specifications and standards to reduce
confusion. It provides for unit pricing of all applicable tasks to make potential
modifications easier and incorporates provisions for the possible assessment of
liquidated damages, if the contractor fails to perform its duties as described.
Essentially, staff feels the form and content of the proposed contract is more
highly detailed in its requirements and provides the needed enforcement
mechanisms absent from the previous agreement.
The Procurement Division solicited bids for landscape maintenance service for
Parkways,Assessment Districts and Miscellaneous Landscaped Areas within the
City of Palm Springs, advertising in the Desert Sun on March 18" and March 251h
2000. A copy of the advertisement was mailed directly to 46 Landscape firms and
a Mandatory Pre-Bid Conference was conducted by the City on March 291h, 2000.
Representatives from thirteen (13) firms attended the mandatory pre-bid
conference. By the closing date of April 27, 2000, four bids were received as
follows:
Z0
AWARD OF BID FOR LANDSCAPE MAINTENANCE SERVICE OF PARKWAYS
DATE: May 17, 2000
PAGE: 2
VENDOR *LUMP SUM BID FOR
ANNUAL CONTRACT
Environmental Earthscapes Incjdba
The Groundskeeper, Thousand Palms, CA $234,883.00
Tru Green Land Care, Anaheim, CA $283,760.56
PacWest Land Care, Vista, CA $328.669.00
Azteca Landscape, Pomona, CA $465,054.00
Copies of the complete Bids are located with the City Clerk for review. The entire
Bid package includes the annual costs for each of the 47 locations to be
maintained, as well as the unit costs for individual tasks within these locations (47
pages).
The City's Standard Contract Services Agreement was distributed with the Bid
documents and will serve as the basis for the Agreement. It is requested that City
Council authorize the Interim City Manager to execute the Agreement in a form
acceptable to the City Attorney.
Staff recommends that the Bid be awarded to The Groundskeeper as the lowest
responsible, responsive Bidder. Names and titles of the principal officers are:
Mark Couch, Regional Vice President
Tom Rex, Chief Financial Officer
Funds are available for this purpose in Account Nos 001-2451-43240, 001-2451-
43500,001-2451-43510,001-2451-43560,001-2451-43570,and 001-2451-43580.
OTT MI ESELL HAROLD E. GOOD
irector of Facilities Procurement Manager
APPROVED:
C�G City Manager
Attachment: (1) Minute Order
REVIEWED BY DEPI:OF FINANCE
,onr�Lriyi ,L,
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1-D KAR 2 If 2000 CIO
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PROOF OF PUBLICATION This Is space for County Clerk's Filing Stamp
(2015.5.C.C.P)
No 4316
CITY OF PALM SPRINGS
NOTICE TO GONTRACTORC
for
PROVIDING LANDSCAPE MAINTENANCE SBR-
VICE FOR PARKWAYS, ASSESSMENT DIS-
TRICTS, AND MISCELLANEOUS LANDSCAPED
AREAS 'FB 00-07)
NOTICE IS HEREBY GIVEN that Sealed Dids for
Providing Landscape Mamteranea Service for
Parkways,Assessment❑ishrow,and Nbscellaneous
Landscaped Areas al various locations wrth,n City
of Palm Springs, will be r.cei,.d at the office of
the Procurement Manager, 3200 East Tahc�wtz
STATE OF CALIFORNIA Canyon Way_ Palm-Springs, Cicheima, until :00
County of Riverside . ufa f_noec ,�,m1. . ca zr dal, to w¢Li_ _
they RI be opened and read .word.
DESCRIPTION OF WORK The work comprises of
providing the labor, materials, supplies and equip-
ment necessary for providing ground and land-
scape maintenance services, including but not Ilm-
and to,re maintenance of tut, ground under, veivbs
and trees, g of trees of tut and ground cover a,-
eas, pruning of Past
c and ;clubs; presiding weed,
disease and pest control; operal,on, repair and
mantenance of the litigation system, if applicable,
and maintenance of any appurtenant slructur'es
and equipment pursuant to specifications and rre-
yuencies established by the City of Faun Spiings.
The spec Sic tasks and 9'equen dies per site are
I am a citizen of the United States and a resident of ,dentjfiad in the bid do,ument;_
MANDATORY PRE-BID WALK THROUGH OF
the County aforesaid;I am over the age of eighteen WORK clonES:P O6a d vveo iced oil ggi liner
attend ,
years,and not a party to or interested in the Sites which will be conducted by the City to mi the Bidders with existing site condWons.
arc-
q
above-entitled matter'.I am the principal Clerk Of a The Pre-Bid Conference and Wail4Thl'Ool7h of the
printer of the,DESERT SUN PUBLISHING Work Site; will be held on Wednesday, March 2g,
2000, from 9:30 A M to 5,00 P NI Paltrcrpanls will
COMPANY a newspaper of general circulation, convene promptly at 9 1s A.M. at the Palm Springs
City Yard, 426 N Civic Drive, Palm Sdp Hogs, CA to
printed and published in the city,of Palm Springs, Coinferencelurmayf tender any subsequent biid as
County of Riverside,and which newspaper has been n o Bid pon ibee considered unless it Is made un
adjudged a newspaper of general circulation by the forms su oiad by [Jr. Crtpp_
Superior Court of the County of Riverside,State of TERM: The term of this Contract will be for three
(3) years with two (2) two-year options, renewable
California under the date of March 24,1988.Case at ilia sole diacreuon of the City
CONTRACTOR'S LICENSE CI_ASS'EIC^.T!ODI: In
Number 191236;that the notice,of which tile accordance with the provisions or Cahforiva PubhC
Contract Code Section 3300, the City has deter-
alnexed is a printed copy(set in type not smaller mined that the Contractor shall possess a valid
Class 0-27 Contractor's License at the time that
than non parcel,has been published in each regular the contract is awarded Earful o to po;sees the
and entire issue of said newspaper and not in any
spec fled licenses shall act as a bar to award of
contract to an Contract,, net possessing said li-
supplement thereof on the following dates,to wit: dense at the time or award.
l OBTAINING OR INSPECTING CONTRACT DOC-
UMENTS:(a1 Contract documents may be inspect-
ed without charge at Iho Office of the Procuremen,.
March 18th,25th Manager, 3200 East TahquiL, Canyon Way, Palm
Springs, CA 92262
(b) Copies of the Contract Documents may be ob-
tained by calling the Office of the Procurement
Manager, (760)323-8239 Contract Documents may
-----------------------.........._-------- be requested are FAX(760)322-8372 0,E Mail list-
----------------"" old9ln alm-spin s ca us.
RID SE BRIT V: -ach bid shall be accompanied I
by a certified or cashier's check or approved Bid
All in the year 2000 Bond rn the amount of $10,000, payable to the !i
City of Palm Springqs
AWARD OF GONTRACR (,)The City rascrves the
right after opening bids to reject any or all bids, to
I certify(or declare)under penalty of perjury that the waive anmaky inforni(non-i espansivenri it a Did,
n ;
foregoing is YYne and correct. or to e award 1, the lowest responsive, re-
sponsible b her id and reject all ot bids, as it may
27th heat serve the interests of the City (b)As a condr
hen of award, the auccessiul bidder will be is-
Dated at Palm Springs,California this--------------day quned to submit bonds and proof of insurance, as
required Il\ the City. Fa,lrne to meet this require-
March menis shalj Constitute abandonment ,f the Bid by
2000 the Bidder' and forfeiture of his Bid Bond The
of_____________
--- """--------------- ', Contract will then be awarded to the next lowest
bidder
BIDS TO REMAIN OPEN: The Bidder shall oar-
, anted the total Price fo a paled of Fi0 calan-
��� tlar days from the r dale of bid oppening.
------_--------________c_--------________________________________ It is the responsibility of the &rider 1,see chat any
Bid sent through the mall shall have sunicient time
Signature to be received by the Procurement Office oiler to
Bid opening time Late Bids will be tetra tied to the
Bidder unoppened Mailing Addicss City of Palm
Mings, Office of f'r'ocurement Manager, P.O. Box
3, Palm Springs, CA 92263-2743,
The receiving time In the Procurement Office will
be the governing time for acceptability of &its
Telegraph re and telephonic Bids will not be acwpt-
ad.
/s/Harold E. Good, CPPO
Procurement Manage'
r ' Pr- ' 1 1,
CITY OF PALM SPRINGS
NOTICE TO CONTRACTORS
for
PROVIDING LANDSCAPE MAINTENANCE SERVICE FOR PARKWAYS, ASSESSMENT
DISTRICTS, AND MISCELLANEOUS LANDSCAPED AREAS (IFB 00-07)
NOTICE IS HEREBY GIVEN that Sealed Bids for Providing Landscape Maintenance Service for
Parkways,Assessment Districts, and Miscellaneous Landscaped Areas at various locations within
the City of Palm Springs, will be received at the office of the Procurement Manager, 3200 East
Tahquitz Canyon Way, Palm Springs, California, until 2:00 P.M. Local Time,Thursday,April 20,
2000, at which time they will be opened and read aloud.
DESCRIPTION OF WORK: The work comprises of providing the labor, materials, supplies and
equipment necessary for providing ground and landscape maintenance services, including but not
limited to, maintenance of turf, ground cover,shrubs and trees; renovation of turf and ground cover
areas; pruning of trees and shrubs; providing weed, disease and pest control; operation, repair and
maintenance of the irrigation system, if applicable;and maintenance of any appurtenant structures
and equipment pursuant to specifications and frequencies established by the City of Palm Springs.
The specific tasks and frequencies per site are identified in the bid documents.
MANDATORY PRE-BID CONFERENCE AND WALK-THROUGH OF WORK SITES: Prospective
bidders must attend a Pre-Bid Conference and Walk-Through of the Work Sites which will be
conducted by the City to acquaint the Bidders with existing site conditions. The Pre-Bid
Conference and Walk-Through of the Work Sites will be held on Wednesday, March 29, 2000 from
9:30 A.M. to 5:00 P.M. Participants will convene promptly at 9:15 A.M., at the Palm Springs City
Yard, 425 North Civic Drive, Palm Springs, CA 92262 to sign in. Failure of a Bidder to attend the
Pre-Bid Conference may render any subsequent bid as non-responsive.
No Bid will be considered unless it is made on forms supplied by the City.
TERM: The term of this Contract will be for three (3) years with two (2) two-year options,
renewable at the sole discretion of the City.
CONTRACTOR'S LICENSE CLASSIFICATION: In accordance with the provisions of California
Public Contract Code Section 3300, the City has determined that the Contractor shall possess a
valid Class C-27 Contractor's License at the time that the Contract is awarded. Failure to possess
the specified licenses shall act as a bar to award of Contract to an Contractor not possessing said
license at the time of award.
OBTAINING OR INSPECTING CONTRACT DOCUMENTS: (a) Contract documents may be
inspected without charge at the Office of the Procurement Manager, 3200 East Tahquitz Canyon
Way, Palm Springs, CA 92262.
(b) Copies of the Contract Documents may be obtained by calling the Office of the
Procurement Manager, (760) 323-8239. Contract Documents may also be requested via FAX
(760) 322-8372 or E Mail: haroldg@ci.palm-springs.ca.us.
3
BID SECURITY: Each bid shall be accompanied by a certified or cashier's check or approved
Bid Bond in the amount of$10,000, payable to the City of Palm Springs.
AWARD OF CONTRACT: (a) The City reserves the right after opening bids to reject any or all
bids, to waive any informality (non-responsiveness) in a bid, or to make award to the lowest
responsive, responsible bidder and reject all other bids, as it may best serve the interest of the City.
(b) As a condition of award, the successful bidder will be required to submit bonds and proof of
insurance, as required by the City prior to execution of the Agreement by the City. Failure to meet
this requirement shall constitute abandonment of the Bid by the Bidder and forfeiture of the Bid
Bond. The Contract will then be awarded to the next lowest bidder.
BIDS TO REMAIN OPEN: The Bidder shall guarantee the total Bid Price for a period of 60
calendar days from the date of bid opening.
It is the responsibility of the Bidder to see that any Bid sent through the mail shall have sufficient
time to be received by the Procurement Office prior to Bid opening time. Late Bids will be returned
to the Bidder unopened. Mailing Address: City of Palm Springs, Office of Procurement Manager,
P. O. Box 2743, Palm Springs, CA 92263-2743.
The receiving time in the Procurement Office will be the governing time for acceptability of Bids.
Telegraphic and telephonic Bids will not be accepted.
<' ✓o�oa-I
HAROLD E. GOOD, CPPO
Procurement Manager
Date Prepared: March 14, 2000
Date Published in Desert Sun: March 18, 2000 and March 25,2000
4
MINUTE ORDER NO.
APPROVING AWARD OF BID (IFB00-07) FOR
LANDSCAPE MAINTENANCE SERVICE FOR
PARKWAYS, ASSESSMENT DISTRICTS, AND
MISCELLANEOUS LANDSCAPED AREAS WITHIN THE
CITY OF PALM SPRINGS TO ENVIRONMENTAL
EARTHSCAPES, INC., DBA THE GROUNDSKEEPER,
THOUSAND PALMS, CALIFORNIA, AT THE UNIT
PRICES ON FILE IN THE OFFICE OF THE CITY CLERK,
TOTAL SUM OF ALL UNIT PRICES AT AN ANNUAL
AMOUNT OF $234,883.00,AND AWARD CONTRACT IN
A FORM ACCEPTABLE TO THE CITY ATTORNEY.
I HEREBY CERTIFY that this Minute Order, approving award of Bid (IFB00-07) for
landscape maintenance service for parkways, assessment districts, and miscellaneous
landscaped areas within the Cityof Palm Springs to Environmental Earthscapes, Inc.,dba
The Groundskeeper, Thousand Palms, California, at the unit prices on file in the office of
the City Clerk, total sum of all unit prices at an annual amount of $234,883.00, and award
contract in a form acceptable to the City Attorney, was adopted by the City Council of the
City of Palm Springs, California, in a meeting thereof held on the 171h day of May, 2000..
PATRICIA A. SANDERS
City Clerk
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