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Home My WebLink About6/20/2001 - STAFF REPORTS (18) DATE: June 20, 2001 TO: City Council FROM: Director, Department of Facilities, and Procurement Manager AWARD OF BID FOR LANDSCAPE MAINTENANCE SERVICES FOR PARKWAYS, ASSESSMENT DISTRICTS AND MISCELLANEOUS LANDSCAPED AREAS RECOMMENDATION: That City Council award Invitation For Bid (IFB) 01-19 to Pac West Land Care, Vista, California, at the unit prices on file in the office of the City Clerk,with the total sum of all unit prices being at an annual amount of $346,776, for landscape maintenance services of parkways, assessment districts and miscellaneous landscaped areas located within the City of Palm Springs, and award contract as on file in the office of the City Clerk, to be effective July 1, 2001. SUMMARY: On April 30, the City received notification from The Groundskeeper, the City's current landscape maintenance provider for parkways, assessment districts and miscellaneous landscaped areas, advising of its intentto terminate Agreement No. 4224 on June 30. Provisions in Section 7.8 of that agreement allow for this termination of convenience by the contractorwith the required 60-day notification. Upon receipt of contractor's notification, staff immediately proceeded with an Invitation to Bid to replace The Groundskeeper by July 1. The attached Minute Order is the result of these efforts. After discussing the initial bid submittals with the City Attorney, staff considers the bid provided by TruGreen LandCare to be non-responsive. Therefore, staff is recommending award of bid to the next lowest bidder, Pac West Land Care of Vista, CA. 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 Procurement Division solicited bids for landscape maintenance services for parkways, assessment districts and miscellaneous landscaped areas within the City of Palm Springs, advertising in The Desert Sun on May 7 and May 12. AWARD OF BID FOR LANDSCAPE MAINTENANCE SERVICES FOR PARKWAYS DATE: June 20, 2001 PAGE: Two A copy of the advertisement was mailed directly to 42 landscape firms and a mandatory pre-bid conference was conducted by the City on Wednesday, May 16. Representatives from 10 firms attended the mandatory pre-bid conference (shown below). By the closing date of June 5,three bids were received as indicated below. VENDOR *LUMP SUM BID FOR ANNUAL CONTRACT TruGreen Landcare, Ontario, CA $338,291.66 Pac West Land Care, Vista, CA $346,776.00 Marina Landscape Inc., Anaheim, CA $387,756.00 Lopez Tree Service, Desert Hot Springs, CA NO BID Landscape Consultant Service, Palm Springs, CA NO BID Shadow Palms Landscape, Indio, CA NO BID Parkwood Landscape Maintenance, Inc., Van Nuys, CA NO BID Val Garza Gardening, Cathedral City, CA NO BID Mariposa Horticultural, Irwindale, CA NO BID Greenview Landscape, Cathedral City, CA NO BID *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 49 locations to be maintained, as well as the unit costs for individual tasks within these locations (49 pages). The City's standard Contract Services Agreement was distributed with the bid documents and will serve as the basis for the agreement. The term of the contract will be for three years, with two two-year options, renewable at the sole discretion of the City. Compensation is to be adjusted annually in July, beginning in the year 2002. Annual adjustment is to be based on the regional CPI for the previous year ending in December. Staff recommends that the bid be awarded to Pac West Land Care as the lowest responsible, responsive bidder. Names and titles of the principal officers are: Barry J. Blue, President Paul Rasmussen, Vice President �/ �'Z AWARD OF BID FOR LANDSCAPE MAINTENANCE SERVICES FOR PARKWAYS DATE: June 20, 2001 PAGE Three Funds are available for this purpose in Account Nos. 001-2451-43240, 001-2451- 43500, 001-2451-43510, 001-2451-43520, 001-2451-43530, 001-2451-43540, 001-2451-43550, 001-2451-43560, 001-2451-43570, and 001-2451-43580. OTT MIKESELL HAROLD E. GOOD, CPPO Director., Department of Facilities Procurement Manager City Manager ATTACHMENT: 1. Minute Order REVIEWED BY DEPT.OF FINANCE ll�3 CITY OF PALM SPRINGS NOTICE TO CONTRACTORS for PROVIDING LANDSCAPE MAINTENANCE SERVICE FOR PARKWAYS, ASSESSMENT DISTRICTS, AND MISCELLANEOUS LANDSCAPED AREAS (IFB 01-19) 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 Tuesday,June 5, 2001, at 2:00 P.M. Local Time, at which time all bids received will be publicly 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, May 16,2001,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. I1`1301-19,LANDSCAPE MAINT.OF PARKWAYS,ASSESSMENT DISTRICTS&MISC.LANDSCAPED AREAS 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 bidderwill 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. (c) The City anticipates City Council will award a contract on, June 20, 2001 and all work to commence on July 1, 2001. 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: May 3, 2001 Date Published in Desert Sun: May 7" and 121h, 2001 IFB01-19,LANDSCAPE MAINT.OF PARKWAYS,ASSESSMENT DISTRICTS&MISC.LANDSCAPED AREAS 4 MINUTE ORDER NO. 6865 APPROVING AWARD OF BID FOR LANDSCAPE MAINTENANCE SERVICES FOR PARKWAYS, ASSESSMENT DISTRICTS AND MISCELLANEOUS LANDSCAPED AREAS WITHIN THE CITY OF PALM SPRINGS TO PAC WEST LAND CARE, VISTA, CA, AT THE UNIT PRICES ON FILE IN THE OFFICE OF THE CITY CLERK, WITH THE TOTAL SUM OF ALL UNIT PRICES BEING AT AN ANNUAL AMOUNT OF $346,776, AND AWARD CONTRACT AS ON FILE IN THE OFFICE OF THE CITY CLERK, TO BE EFFECTIVE JULY 1, 2001. ------------------ I HEREBY CERTIFY that this Minute Order, approving award of bid for landscape maintenance services for parkways, assessment districts and miscellaneous landscaped areas with the City of Palm Springs to PAC West Land Care, Vista, CA, at the unit prices on file in the Office of the City Clerk, with the total sum of all unit prices being at an annual amount of $346,776, and award contract as on file in the Office of the City Clerk, to be effective July 1, 2001, was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 20th day of June, 2001. PATRICIA A. SANDERS City Clerk