HomeMy WebLinkAboutAgenda Report - December 15, 2004 E-05AGENDA ITEM EOF
CITY OF LODI
COUNCIL COMMUNICATION
TM
AGENDA TITLE: Approve Revised Specifications and Authorize Advertisement for Bids for
Maintenance of Landscape Areas for 2005
MEETING DATE: December 15, 2004
PREPARED BY: Public Works Director
RECOMMENDED ACTION: That the City Council approve the revised specifications and
authorize advertisement for bids for Maintenance of Landscape
Areas for 2005.
BACKGROUND INFORMATION: This project was recently approved by Council for advertising and
bids. Upon examination of the bid results, the costs had escalated
from the current annual cost of approximately $141,000 to
amounts in excess of $300,000. Upon staffs recommendation,
the City Manager rejected the two bids based upon mathematical errors within the bids submitted and
excessive cost.
The Street Division of the Public Works Department has managed landscape maintenance contracts
since 1979. The existing contract expires December 31, 2004. The current contractor has agreed to
continue at the current contract price for two more months until a new contract is awarded.
It has become apparent through the last bidding process that the only way to keep the overall cost of
maintaining the landscape comparable to current costs is to significantly reduce the frequency of certain
maintenance activities. This will adversely impact the overall appearance of the sites.
This project provides for the contract maintenance of 142 landscaped sites within the City of Lodi and at
the White Slough Water Poilution Control Facility. This bid has been changed to three separate groups:
Group A — Maintenance of Turf and Miscellaneous Landscape Areas 2005, Group B — Maintenance of
Lower Sacramento Road and Adjacent Landscape Areas 2005, and Group C -- Maintenance of
Cherokee Lane and Adjacent Landscape Areas 2005. The groups may be awarded separately to
multiple contractors or together as one contract. The bid documents contain an additional optional bid
item for irrigation system maintenance.
Approve Revised Specifications and Authorize Advertisement for Bids for Maintenance of Landscape
Areas for 2005
December 15, 2004
Page 2
The following table compares the work frequency in the proposed bid vs. the previous bid:
Site/Description
Proposed Bid
Previous Bid
Group A — Turf and Landscape Areas
Per occurrence, based on 40
Per occurrence, based on 52-
- mowing, pruning, weed control, leaf
visits, reduction in mowing
site visits which included
and litter pickup
during winter months, edging
mowing, pruning, edging, leaf
once per month, irrigation
and litter removal, and
maintenance optional.
irrigation maintenance.
Group B — Lower Sacramento Road
Per occurrence, based on once
Per occurrence, based on 12
and Adjacent Areas - pruning, weed
a month frequency for leaf and
site visits which included leaf
control, leaf and litter pickup
litter removal, pruning once per
and litter removal, pruning,
3 months, irrigation maintenance
irrigation maintenance.
optional.
Group C — Cherokee Lane and
Same as Group B.
Same as Group B.
Adjacent Areas - pruning, weed
control, leaf and litter pickup
The specifications include one-time turf aeration (this was not done last year). Fertilizer application and
reseeding has been eliminated and may be done by City forces as time and budget permits.
The City will have the option of evaluating the cost of irrigation system maintenance and either awarding
the work to the contractor or doing the work in-house at the expense of other Street maintenance
activities.
The specifications are on file in the Public Works Department. The contract is for one year with an option
to renew for an additional year if mutually agreeable.
FUNDING: The money for this project will be coming from the 2004/05 Operating Budget
(General Fund, Utility and Transit accounts).
Project Estimate: $225,000
Budgeted: 2004/2005 fiscal year
Planned Bid Opening: Janu ry 6, 2005
mes R. Krueger, Finance Dire or
Richard C. Prima, Jr.
Public Works Director
Prepared by Curt Juran, Assistant Street Superintendent
RCPIGMI/CJIdsg
cc: Joel Harris, Purchasing Agent
George M. Bradley, Street Superintendent
Curt Juran, Assistant Street Superintendent
K:1W PICOUNCIL1041LandscapeSpecsAdv2005_Rebid.DOC 12/9/2004