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Home My WebLink About3/7/2018 - STAFF REPORTS - 1.F. p PAM SA w � tr a eAl C411FORN�p City Council Staff Report DATE: March 7, 2018 CONSENT CALENDAR SUBJECT: AUTHORIZE INVITATION FOR BIDS (IFB) FOR LANDSCAPE AND GROUNDS MAINTENANCE SERVICES FROM: David H. Ready, City Manager BY: Marcus L. Fuller, Assistant City Manager SUMMARY Approval of this item will allow staff to solicit competitive bids for the City's annual landscape and grounds maintenance services, including tree trimming, at all City parks, facilities, parkways, medians, and other areas. The current contract with Mariposa Landscapes, Inc., is a single contract that includes all areas of the City; this year, staff is recommending that the contract be segregated into four separate contracts: (i) City Parks; (ii) City Facilities (including Palm Springs Airport); (iii) Landscape Assessment Districts, Parkways and Medians; and (iv) Tree Trimming. In 2016 when the City solicited bids for the landscape and grounds maintenance services as a single contract, the City received one bid from Mariposa Landscapes, Inc. By segregating the work into four separate contracts, staff anticipates receiving more competitive bids from contractors having the capacity to perform the various scopes of landscape work. The landscape and grounds maintenance specifications have been completed, and in accordance with Section 7.03.040 of the Procurement and Contracting Code the City Council is required to approve and adopt plans, specifications and working details, and authorize the bid request for all public projects in excess of $100,000. Approval of this action will allow staff to proceed with releasing for bids the Landscape and Grounds Maintenance Services. The current annual cost for these services with Mariposa Landscapes, Inc., is approximately $1.9 million. RECOMMENDATION: 1. Authorize staff to advertise and solicit an Invitation for Bids (IFB) for City Parks Landscape and Grounds Maintenance Services; 2. Authorize staff to advertise and solicit an Invitation for Bids (IFB) for City Facilities and Palm Springs Airport Landscape and Grounds Maintenance Services; ITEM NO, _._„F_ City Council Staff Report March 7, 2018 - Page 2 Authorize IFB for Land scapelGrounds Maintenance 3. Authorize staff to advertise and solicit an Invitation for Bids (IFB) for City Landscape Assessment Districts, Parkways and Medians Landscape and Grounds Maintenance Services; and 4. Authorize staff to advertise and solicit an Invitation for Bids (IFB) for Citywide Tree Trimming Services. STAFF ANALYSIS: The City has historically contracted for landscape and grounds maintenance services since 1995, privatizing these services in an effort to reduce General Fund operating and maintenance costs. The most recent Invitation for Bids (IFB) in 2016 resulted in Council's awarded to the current contractor, Mariposa Landscape, Inc., with an initial one-year term, terminating June 30, 2017 and four one-year optional renewals at the City's discretion. Council approved the first renewal option on June 21, 2017. Mariposa's contract extension expires June 30, 2018. In reviewing the current landscape maintenance services, staff has determined that having all City landscape and grounds maintenance services provided by one contractor may not be optimal, because the contractor is challenged to provide full deployment of their staff to adequately maintain all areas of the City. The fact that the City's current landscape contractor was the only bidder in 2016 reveals the fact that most landscape contractors shy away from accepting a contract that encompasses the entire City. Due to the size and frequency of the required landscape maintenance services, many landscape contractors were unable to submit a bid due to the required dedicated personnel identified. Therefore, staff is recommending that the City's landscape and grounds maintenance services be segregated into four separate contracts: (i) City Parks — 10 City parks consisting of approximately: 89.8 acres of turf and 150 acres total maintained areas (ii) City Facilities (including Palm Springs Airport) — 16 various City facilities and 19 Separate "Zones" of Airport Property consisting of approximately: 11.9 acres of turf and 55 acres of total maintained areas (iii)Landscape Assessment Districts, Parkways and Medians — 27 various areas of parkways and/or medians and 8 separate Landscape Assessment Districts consisting of approximately: 4.7 acres of turf and 42.1 acres of total maintained areas (iv)Tree Trimming — 5,600 trees and 1,200 palm trees Citywide 02 City Council Staff Report March 7, 2018- Page 3 Authorize IFB for Landscape/Grounds Maintenance Overall, the scope of these contracts will include landscape and grounds maintenance, and tree trimming services for a total of approximately 247.5 acres of landscaped areas, parkways, and medians, including 106 acres of turf, and 6,800 trees. The City's 2016 bid specification identified 7 separate Bid Schedules for the various types of landscape and grounds maintenance services that were consolidated into one contract. The one bid submitted by Mariposa Landscapes, Inc., identified costs for these services as follows: Bid Schedule A (10 City Parks & 5 Trail Heads): $672,840.12 Bid Schedule B (16 City Facilities): $152,179.08 Bid Schedule C (27 Landscaped Parkways & Medians): $175,207.80 Bid Schedule D (8 Landscape Assessment Districts): $69,633.24 Bid Schedule E (19 Landscape "Zones" around the Airport): $286,152.12 Bid Schedule F (Annual Turf Re-Seeding): $138,958.40 Bid Schedule G (Annual Tree Trimming): $929,460.00 The original bid submitted in 2016 by Mariposa Landscapes, Inc., was for $2,424,450.76 In order to reduce the overall cost of the contract, a reduced amount of tree trimming was approved (given the nearly $1,000,000 cost for annual tree trimming). Staff obtained individual tree trimming pricing through Bid Schedule G as a means for the contractor to identify unit prices for various tree trimming services, and identified estimated quantities of required tree trimming City wide. In the bid specification, the City identified the following for required tree trimming services: • Tree Trimming (Aesthetic/ Full Trim): 3,100 trees • Palm Tree Trimming (Filfera): 1,300 trees • Palm Tree Trimming (Robusta): 2,200 trees • Complete Tree Removal: 4,800 diameter-inch • Fully Equipped 3 person crew (normal business hours) 120 Hours • Fully Equipped 3 person crew (overtime) 60 Hours As an effort to reduce the overall cost of this contract, Council awarded Mariposa Landscape, Inc., a total contract amount of $1 ,494,970.76 for Bid Schedules A through F. Bid Schedule G was approved by unit pricing at a cost of $339,880 and approved as a contract change order simultaneous to the award, for a total annual cost of $1,834,850.76 in 2016. In 2017 the pricing was subject to CPI increase to the current annual cost of $1,883,336.11. 03 City Council Staff Report March 7, 2018- Page 4 Authorize IFB for Landscape/Grounds Maintenance ENVIRONMENTAL IMPACT: Section 21084 of the California Public Resources Code requires Guidelines for Implementation of the California Environmental Quality Act ("CEQA"). The Guidelines are required to include a list of classes of projects which have been determined not to have a significant effect on the environment and which are exempt from the provisions of CEQA. In response to that mandate, the Secretary for Resources identified classes of projects that do not have a significant effect on the environment, and are declared to be categorically exempt from the requirement for the preparation of environmental documents. In accordance with Section 15301 "Existing Facilities," Class 1 (h) projects consist of the maintenance of existing landscaping and native growth; therefore, landscape and grounds maintenance services is considered categorically exempt from CEQA. FISCAL IMPACT: The current landscape maintenance services contract with Mariposa Landscapes, Inc., for the 2017/2018 fiscal year is $1,883,336.11 and is funded through the following different sources: General Fund (001)—Visitor's Center(2116): $5,000 General Fund (001)— Parks Maintenance (2451): $1,467,199.11 General Fund (001)— Fire Department (3520): $1,160.76 General Fund (001)— Train Station (4471): $7,583.85 Assessment Districts Fund (141) —Various Districts: $80,459.13 Airport Fund (415) — Grounds Maintenance (6175): $321,933.26 Thus, the General Fund provides funding for 79% of the annual landscape maintenance and tree trimming costs, with the Airport Fund providing funding for 17%, and the Assessment Districts Fund providing funding for 4%. Upon receipt of bids in April, staff will evaluate the cost of the four separate landscape maintenance contracts and the need for additional funding as part of the 2018/2019 fiscal year budget. SUBMITTED: arcus L. Fuller, MPA, P.E., P.L.S. David H. Ready, Esq Assistant City Manager/City Engineer City Manager 04