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HomeMy WebLinkAbout5/17/2000 - STAFF REPORTS (24) DATE: May 17, 2000 TO: City Council FROM: Director of Facilities and Procurement Manager AWARD OF BID FOR PROVIDING PARKS LANDSCAPE MAINTENANCE SERVICE AT VARIOUS LOCATIONS WITHIN THE CITY OF PALM SPRINGS RECOMMENDATION: It is recommended that the City Council consider award of Bid (IFB 00-06) for providing Parks Landscape Maintenance Services for City parks to Tru Green Land Care, Anaheim, California, a California General Partnership, at unit prices on file in the office of the City Clerk for one of two bid schedules: Bid Schedule "A" including restroom maintenance, for a sum of all unit prices at an annual amount of$492,603; or, Bid Schedule "B"excluding restroom maintenance, for a sum of all unit prices at an annual amount of $480,166; 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 parks 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, the proposed contract is more specific in its requirements and provides the needed enforcement mechanisms absent from the previous agreement. In response to City Council's request, bids for parks landscape maintenance(IFB 00-06)and landscape maintenance of parkways and assessment districts(IFB 00- 07)were solicited separately. Additionally, the parks landscape maintenance bid document provided two options for bidding. The Procurement Division solicited bids for providing Parks Landscape Maintenance Service at various locations within the City of Palm Springs, 02,1 AWARD OF BID FOR PROVIDING PARK MAINTENANCE SERVICES DATE: May 17, 2000 Page 2 advertising in the Desert Sun on March 181h and March 251h, 2000. The two options for bidding were: Bid Schedule "A" included costs for maintenance of restrooms; and Bid Schedule "B", excluded the costs of maintenance of the restrooms. The Bid documents also provided the option of subcontracting the restroom maintenance portion of the contract, if desired, and informed potential bidders that a separate solicitation was being issued for the Restroom Maintenance as a single contract, but that the City reserved the right to award either Schedule "A", Schedule "B", and/or a separate award for the restroom maintenance. Also, included in the total annual cost was a line item for special events which was annualized. A copy of the advertisement was mailed directly to 46 park landscape maintenance firms and a Mandatory Pre-Bid Conference was conducted by the City on March 301h, 2000. Representatives from fourteen (14) firms attended the mandatory pre-bid conference. By the closing date of April 20, 2000, five bids were received as follows: (Schedule "A" included Restroom Maintenance Costs and Schedule "B" excluded Restroom Maintenance Costs) VENDOR SCHEDULE "A" SCHEDULE `B" Tru Green Land Care, Anaheim $492,603 $480,166 Azeteca, Pomona $688,079 $645,804 PacWest, Vista $830,221 $812,042 Groundskeeper, Thousand Palms $889,927 $842,057 Mariposa, Irwindale $1,183,628 $800,660 Note: Amounts have been rounded to the nearest dollar. Complete copies of the five (5) Bids are located in the office of the City Clerk for review. The entire Bid package includes the annual costs for each of the ten parks to be maintained, as well as the unit costs for individual tasks and frequency of each task. 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. The argument for selecting Bid Schedule "A", which includes Restroom Maintenance Services, is that it is less expensive than Bid Schedule "B" plus separately contracted janitorial services. The liquidated damage provisions in place are intended to assure satisfactory performance for all services, including restroom maintenance. The argument for selecting Bid Schedule "B", which excludes Restroom Maintenance Services, is that a separate firm specializing in restroom maintenance will perform at a consistently higher level, outweighing the additional ZJ AX staff costs of enforcing restroom maintenance compliance anticipated with a parks contractor. Landscape maintenance firms hire workers to perform general landscape duties and do not always perform well doing restroom maintenance duties. AWARD OF BID FOR PROVIDING PARKS MAINTENANCE SERVICE DATE: May 17, 2000 Page 3 If City Council awards Bid Schedule"B",the next item on the City Council Agenda would provide for awarding the Restroom Maintenance Services to a firm which specializes in providing janitorial services. If Schedule "A" is awarded, the next staff report will be withdrawn. Two Minute Orders have been provided to accommodate Council's decision. TruGreen Land Care, L.L.D., was created through a merger between Tru Green ChemLawn Landscape, a division of Service Master and Land Care U.S.A. Tru Green Land Care is the largest commercial landscaping company in America. Funds are available for this purpose in Account No.001-2451-43240. O f C. S TT MIKES LL HAROLD E. GOOD irector of Facilities Procurement Manager APPROVED: City Manager REVIEWED BY DEPT.OF FINANCE Attachment: (1) Minute Order (Sch "A") (2) Minute Order (Sch "B") PROOF OF PUBLICATION This is space for County Clerks Fling Stamp (2015.5.C.C.P) No 4317 CITY OF PALM SPRINGS NOTICE TO CONTRACTORS for PROVIDING PARK MAINTENANCE SERVICE (IFB 00-06) NOTICE IS HEREBY GIVEN that Sealed Bids for Providing Maintenance Service for City Parks at voodoo locations within City of Palm Springs, will be received at the office of the Procurement Man- ager, 3200 East Tahqultz Canyyon Way, Palm S pun as, California, until 3:00 P.M. Local Time, April 20, 2000, at which time they will be opened and read aloud. DESCRIPTION OF WORK:The wok comprises of providing the labor, matenals, supplies and egwp- ment necessary for providing Freund and land- scape maintenance services, Including but not lim- ited to, maintenance of turf, gannet cover, shrubs County Of Riverside and trees; renovation of turf and ground cov ei or- pruning of trees and chruhs; provding weed, dis- ease and pest control, providing specified bull ing custodial services, if applicable: operation, repair and maintenance of the Irheaken system, If appli- cable, and maintenance of any appudenant struc- tures and egwpment pursuant to specifications and frequencies established by the City of Palm S pnngs. The specific tasks and frequencies per site are Identined in the bid documents. MANDATORY PRE-BID WALK THROUGH OF WORK SITE: Prospective bidders must attend a Pre-Bid Walk-Through of the work site and existing facilities, which will be conducted by the City to I am a citizen of the United States and a resident of acquaint the Bidders with existing site conditions. The Pre-Bid Conference and Walk-Through of the the County aforesaid;I am over the age of eighteen work saes will be held on Thursday, Nlarch 30, 2000,from 9:30 A.M.to 5:00 P.M. Participants will years,and not a party to or interested in the convene prompt) at 9:15 A.M. at the Palm Springs City Yard, 425 N. Civic Drive, Palm SP rings, CA to above-entitled matter.I am the principal clerk of a sign in. Failure of a Bidder to attend the Pre-Bid printer of the,DESERT SUN PUBLISHING Conference and Walk-Through may render any subsequent bid as non-responsive. COMPANY a newspaper of general circulation No Bid will be cdnsrdered unless it is made on g e forms supplied by the CRy. printed and published in the city Of Palm Springs, TERM: The term of this Contract will be for three (3) years with two (2) two-year options, renewable County of Riverside,and which newspaper has been at the sole discretion of the City. adjudged a newspaper of eneral circulation b the accordaCONTRo.. octhStheproveLICENSE CLASSIFICATION: In J gg y provisions of California Public Superior Court of the County of Riverside State of Contract Code Section 3300, the City has deter- I �' e mined that the Contractor shall possess a valid California under the date of March 24,1988.Case Class C-27 Contractor's License or the time that the Contract is awarded Failure to possess the Number 191236;that the notice,of which the specified licenses shall act as a bar to award of Contract to an Contractor' not possessing said h- almexed is a printed copy(set in type not smaller cense at the time of award. OBTAINING OR INSPECTING CONTRACT DOC- than non pariel,has been published in each reguiar UMENTS:e Contract documents may be inspect- and entire issue Of said newspaper and not in ed without c�arge at the Office of the Procurement any Manager, 3200 East Tahq urtz Canyon Way, Palm supplement thereof on the following dates,to wit: springs, cA 92z62. (b) Copies of the Contract Documents may be ent tamed r, cal1 the Office ra the Procurement Manager,tad via 3-II239 Contract Documents may March 18t1r 25t1p be requested via FAX(700)322-8372 or E Marl, har- ______________________________________________________ old9�cr.ppalm-spprrngs.ca.us. BID SECURITY: Each bid shall be accompanied Bid by a certified the or cashier's check or approved Bid Bond in the amount of $15,000, payable to the City---------------------------------_........._--- AWARD R Palm Springs (y AWARD h i CONTRACT: 13i The e drl< hereunder B set forth in two separate bid Schedules A and B. Bidders am rand B. to submit bids on both Bid All in the year 2t11)U Schedule o and B. Only one Schedule will be awarded, however, and the City reserves the right to award to the lowest responsive, responsible bin- rd- I certifyof declare under'penalty of perjury that the der on either Schedule A or B and reject all other ( P t3' P 1 Y bids, as It may best serve the interests of the City foregoing is true and correct. The city further reserves the right after opening bids to reject any or all bids, to waive any minor 27th informality (non-responsive) In a'bid. (b) As a condrtron of award, the succ bidder Dated at Palm Springs,California this--------------day will be r essful adjoined to submit bonds, and insurance, prior to execution of the Agreement by the City. March Failure to meet this requirements shall constitute abandonment of the Bid by the Bidder and forfai- ture of 2000 abandonment of the Bid Bond. The Contract will then be ader warded T to the Text ( The Bidder shall guar TO REMAIN OPEN: dancearcl the total Bid ate for a period of GO e91en- Q(. �((/ �.�j��__� car days from the date of bud opening -----—-------------=�__S1_________________________-_---_ It Is the responsrbllrty of the Bidder to see that any SlglmtOYC Bid sent through the marl shall have suill time to be received by the Procurement Office prior to Bid opening time. Late Bids will be returned Io 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 accept- ed. /a/Harold E. Good, CPPO Procurement Manager Date Prepared March 14, 2000 1 IA --lf CITY OF PALM SPRINGS NOTICE TO CONTRACTORS for PROVIDING PARK MAINTENANCE SERVICE (IFB 00-06) NOTICE IS HEREBY GIVEN that Sealed Bids for Providing Maintenance Service for City Parks at various locations within City of Palm Springs, will be received at the office of the Procurement Manager, 3200 East Tahquitz Canyon Way, Palm Springs, California, until 3:00 P.M. Local Time, 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; maintenance and preparation of ballfields; pruning of trees and shrubs; providing weed, disease and pest control; providing specified building custodial services, if applicable; 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 WALK-THROUGH OF WORK SITE: Prospective bidders must attend a Pre-Bid Walk-Through of the work site and existing facilities,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 Thursday, March 30, 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 N. Civic Drive, Palm Springs, CA to sign in. Failure of a Bidder to attend the Pre-Bid Conference and Walk- Through 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 be requested via FAX (760) 322-8372 or E Mail: haroldg@ci.palm-springs.ca.us. BID SECURITY: Each bid shall be accompanied by a certified or cashier's check or approved Bid Bond in the amount of$15,000, payable to the City of Palm Springs. AWARD OF CONTRACT: (a) The Work hereunder is set forth in two separate Bid Schedules A and B. Bidders are required to submit bids on both Bid Schedule A and B. Only one Schedule will be awarded, hower, and the City reserves the right to award to the lowest responsive, responsible bidder on either Schedule A or Schedule B and reject all other bids, as it may best serve the interests of the City. The City further reserves the right after opening bids to reject any or all bids, to waive any minor informality (non-responsiveness) in a bid. (b) As a condition of award, the successful bidder will be required to submit bonds, and insurance, prior to execution of the Agreement by the City. Failure to meet this requirements 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. 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 FOR PROVIDING PARKS LANDSCAPE MAINTENANCE SERVICES FOR CITY PARKS TO TRU GREEN LAND CARE, ANAHEIM, CA, A CALIFORNIA GENERAL PARTNERSHIP, AT UNIT PRICES ON FILE IN THE OFFICE OF THE CITY CLERK, FOR BID SCHEDULE "A", INCLUDING RESTROOM MAINTENANCE, FOR A SUM OF ALL UNIT PRICES AT AN ANNUAL AMOUNT OF $492,603; AND, AWARD CONTRACT IN A FORM ACCEPTABLE TO THE CITY ATTORNEY. I HEREBY CERTIFY that this Minute Order, approving award of Bid for providing park maintenance service at various locations within the City of Palm Springs, CA, to Tru Green Land Care,Anaheim, California, a California General Partnership, at unit prices on file in the office of the City Clerk, for Bid Schedule "A" including restroom maintenance, for a sum of all unit prices at an annual amount of$492,603; 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 17`" day of May, 2000.. PATRICIA A. SANDERS City Clerk MINUTE ORDER NO. APPROVING AWARD OF BID FOR PROVIDING PARK LANDSCAPE MAINTENANCE SERVICE FOR CITY PARKS TO TRU GREEN LAND CARE, ANAHEIM, CA, A CALIFORNIA GENERAL PARTNERSHIP, AT UNIT PRICES ON FILE IN THE OFFICE OF THE CITY CLERK, FOR BID SCHEDULE "B", EXCLUDING RESTROOM MAINTENANCE, FOR A SUM OF ALL UNIT PRICES AT AN ANNUAL AMOUNT OF $480,166, AND AWARD CONTRACT IN A FORM ACCEPTABLE TO THE SCITY ATTORNEY. I HEREBY CERTIFY that this Minute Order, approving award of Bid for providing park landscape maintenance service for City parks to Tru Green Land Care, Anaheim, California, a California General Partnership, at unit prices on file in the office of the City Clerk, for Bid Schedule "B", excluding restroom maintenance for a sum of all unit prices at an annual amount of $480,166, 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 owl zw