HomeMy WebLinkAboutAgenda Report - June 5, 2013 C-05AGENDA ITEM /5
CITY OF LODICOUNCIL COMMUNICATION
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AGENDA TITLE: Adopt Resolution Rejecting Non -Responsive Bid, Awarding Contract for 2013/14
Landscape Maintenance of Miscellaneous Areas and Lodi Consolidated Landscape
Assessment District No. 2003-1 to Dominguez Landscape Services, Inc., of Sacramento
($190,639.40 Annually), and Authorizing Public Works Director to Execute Extensions
(Pending Budget Approval)
MEETING DATE: June 5, 2013
PREPARED BY: Public Works Director
RECOMMENDED ACTION: Adopt resolution rejecting non-responsive bid, awarding contract for
2013/14 Landscape Maintenance of Miscellaneous Areas and Lodi
Consolidated Landscape Assessment District No. 2003-1 to
Dominguez Landscape Services, Inc., of Sacramento, in the amount of $190,639.40. annually,_ and
authorizing Public Works Director to execute extensions (pending budget approval).
BACKGROUND INFORMATION: This project provides continued maintenance of landscaped areas in
the public right-of-way, City buildings, City parking lots, Multimodal
Station, White Slough Water Pollution Control Facility, Water
Treatment Facility and Assessment District zones 1, 2, 5, 6, 8, 11, 13, 14, 15 and 16. There are
approximately 255 sites totaling 55 acres in area. This contract combines the previous Miscellaneous
Areas contract with the Lodi Consolidated Landscape Assessment District No. 2003-1 contract. The
contract allows for separate accounting of the different areas in order to accurately track and allocate costs.
The contract maintains the current level of maintenance and service frequencies.
The specifications for this project were approved April 17, 2013. The City received three bids for the
project on May 15, 2013. One of the bids was deemed "non-responsive" for failure to acknowledge the
receipt of Addendum No. 1 as required by Section 2.400 of the project specifications and Addendum No. 1.
Upon reviewing the bid results, a significant variance in unit costs was identified for the Assessment District
Street Tree Pruning bid items (items 16 — 25). The recommended contract awarding excludes bid items 16
through 25. Street tree pruning will be provided through a separate contract or by City crews. The
exclusion of these bid items from the contract does not alter the order that the contractor's bids are ranked.
Bidder Location Selected Bid Item Totals
(Less Bid Items 16-25)
TruGreen Landcare * Rancho Cordova $168,692.00
Dominguez Landscape Services, Inc. Sacramento $190,639.40
Marina Landscape Inc. Anaheim $230,864.00
*Non -Responsive
The contract contains an option to extend if mutually agreeable to the City and contractor. Staff
recommends authorizing the Public Works Director to execute extensions to the contract when it is in the
best interest of the City to do so. A
APPROVED:
Konradt Bartlam, Interim City Manager
K UP\PROJECTS\STREETS\2013 Landscape\CAward.doc 05/23/2013
Adopt Resolution Rejecting Non -Responsive Bid, Awarding Contract for 2013/14 Landscape Maintenance
of Miscellaneous Areas and Lodi Consolidated Landscape Assessment District 2003-1 to Dominguez
Landscape Services, Inc., of Sacramento ($190,639.40 Annually) and Authorizing Public Works Director to
Execute Extensions (Pending Budget Approval)
June 5, 2013
Page 2
FISCAL IMPACT: This annual contract maintains the existing landscape sites at the frequency
described above. This contract results in a net increase of approximately
$13,000 from the previously split contracts, with the City's portion increasing by
approximately $23,400 and the Assessment District portion decreasing by $10,400.
FUNDING AVAILABLE: Funding for this project comes from a combination of the 2013/14 Operating
Budget (Public Safety, Facilities, Streets, Electric Utility, Water, Wastewater,
Library, and Transit) and the applicable Assessment Districts as follows:
Public Safety - Fire Administration 102011.7335
General Government - PW Facility Services 103511.7335
Streets - PW Tree Maintenance 3215036.7335
Electric Utility - Substation Maintenance 160652.7335
Wastewater - Plant Maintenance 170403.7335
Wastewater - Sanitation System Maintenance 170404.7335
Water - Production 180453.7335
Library - Library Administration 210801.7335
Transit - Lodi Station / Parking Structure 125052.7335
Assessment Districts (AD) Various AD Accounts
Jordan Ayers if
Deputy City Manager/Internal Services Director
J&av-"
F. Wally S ndelin
Public Works Director
Prepared by Sean Nathan, Associate Engineer
FWS/SN/pmf
cc: Deputy Public Works Director —Utilities
Associate Civil Engineer Nathan
KAWP\PR0JECTS\STREETSQ013 Landscape\CAward.doc 05/23/2013
2013/2014 LANDSCAPE MAINTENANCE
OF MISCELLANEOUS AREAS AND
LODI CONSOLIDATED LANDSCAPE
ASSESSMENT DISTRICT 2003-1
CITY OF LODI, CALIFORNIA
CONTRACT
THIS CONTRACT made by and between the CITY OF LODI, State of California, herein
referred to as the "City," and DOMINGUEZ LANDSCAPE SERVICES, INC., herein referred to
as the "Contractor."
WITNESSETH:
That the parties hereto have mutually covenanted and agreed, and by these presents do
covenant and agree with each other, as follows:
The complete Contract consists of the following documents which are incorporated herein by
this reference, to -wit:
Notice Inviting Bids
Information to Bidders
General Provisions
Special Provisions
Bid Proposal
Contract
Contract Bonds
Plans
The July 1992 Edition,
Standard Specifications,
State of California,
Business and Transportation Agency,
Department of Transportation
All of the above documents, sometimes hereinafter referred to as the "Contract Documents,"
are intended to cooperate so that any work called for in one and not mentioned in the other is to
be executed the same as if mentioned in all said documents.
ARTICLE I - That for and in consideration of the payments and agreements hereinafter
mentioned, to be made and performed by the City and under the condition expressed in the two
bonds bearing even date with these presents and hereunto annexed, the Contractor agrees
with the City, at Contractor's cost and expense, to do all the work and furnish all the materials
except such as are mentioned in the specifications to be furnished by the City, necessary to
construct and complete in a good workmanlike and substantial manner and to the satisfaction
of the City the proposed improvements as shown and described in the Contract Documents
which are hereby made a part of the Contract.
ARTICLE II - The City hereby promises and agrees with the Contractor to employ, and does
hereby employ, the Contractor to provide all materials and services not supplied by the City and
to do the work according to the terms and conditions for the price herein, and hereby contracts
to pay the same as set forth in Section 5.600, "Measurement, Acceptance and Payment," of the
General Provisions, in the manner and upon the conditions above set forth; and the said parties
for themselves, their heirs, executors, administrators, successors and assigns, do hereby agree
to the full performance of the covenants herein contained.
ARTICLE III - The Contractor agrees to conform to the provisions of Chapter 1, Part 7, Division
2 of the Labor Code. The Contractor and any Subcontractor will pay the general prevailing
wage rate and other employer payments for health and welfare, pension, vacation, travel time,
and subsistence pay, apprenticeship or other training programs. The responsibility for
compliance with these Labor Code requirements is on the prime contractor.
Contract.doc 1 05/20113
ARTICLE IV - And the Contractor agrees to receive and accept the following prices as full
compensation for furnishing all materials and for doing all the work contemplated and embraced
in this agreement; also for all loss or damage arising out of the nature of the work aforesaid or
from the action of the elements, or from any unforeseen difficulties or obstructions which may
arise or be encountered in the prosecution of the work until its acceptance by the City, and for
all risks of every description connected with the work; also for all expenses incurred by or in
consequence of the suspension or discontinuance of work and for well and faithfully completing
the work, and the whole thereof, in the manner and according to the Plans and Contract
Documents and the requirements of the Engineer under them, to -wit:
Perform the work necessary to maintain approximately 255 landscaped areas throughout the
City of Lodi. The areas are separated into five Groups (A through E) that consist of City
Facilities and the Consolidated Landscape Maintenance Assessment District zones. The areas
equate to approximately 2.38 million square feet.
See Section 6-07 "Description of Bid Items" and the Exhibits for additional information.
CONTRACT ITEMS
Bid
Estimated
Total Contract Price
Item
Description
Unit
Quantity
Unit Price
Months
(Quantity x Unit
No
Price x Months)
1
Group A - Landscape
Maintenance
SF
458,076
$ 2,931.69 / Month
12
$ 35,180.28
2
Group B - Landscape
Maintenance
SF
1,023,900
$ 6,552.96 / Month
12
$ 78,635.52
3
Group C - Landscape
SF
562,510
$ 3,600.06 / Month
12
$ 43,200.72
Maintenance
Group D - Weed Control
4
and Debris Cleanup
SF
133,400
$ 853.76 / Month
12
$ 10,245.12
Sidewalks
5
Group E, Zone 1 -
Landscape Maintenance
SF
21,060
$ 134.78 / Month
12
$ 1,617.36
6
Group E, Zone 2 -
SF
16,200
$ 103.68 / Month
12
$ 1,244.16
Landscape Maintenance
7
Group E, Zone 5 -
Landscape Maintenance
SF
33,503
$ 214.41 / Month
12
$ 2,572.92
8
Group E, Zone 6a -
Landscape Maintenance
SF
51,101
$ 327.04 / Month
12
$ 3,924.48
9
Group E, Zone 8 -
Landscape Maintenance
SF
5,796
$ 37.09 / Month
12
$ 445.08
10
Group E, Zone 11 -
Landscape Maintenance
SF
1,890
$ 12.09 / Month
12
$ 145.08
11
Group E, Zone 13 -
SF
10,800
$ 69.12 / Month
12
$ 829.44
Landscape Maintenance
12
Group E, Zone 14 -
SF
3,380
$ 21.63 / Month
12
$ 259.56
Landscape Maintenance
13
Group E, Zone 15 -
SF
10,800
$ 69.12 / Month
12
$ 829.44
Landscape Maintenance
14
Group E, Zone 16 -
SF
6,000
$ 38.40 / Month
12
$ 460.80
Landscape Maintenance
Contract.doc 2 05/20/13
Bid
Estimated
Total Contract Price
Item
Description
Unit
Quantity
Unit Price
Months
(Quantity x Unit
No.
Price x Months)
Group E, Zone 6b -
15
Weed Control and
Debris Cleanup (Private
SF
28,800
$ 184.32 / Month
12
$ 2,211.84
Driveways)
Group B SW Treatment
16
Plant - Landscape
Maintenance Nov 2013 -
SF
5.3,530
$ 479.70 /Month
8
$ 3,837.60
June 2014
17
Planting Allowance (only
LS
1
$ 5,000.00
NIA
$ 5,000.00
with City authorization)
TOTAL
$190,639.40
ARTICLE V - By my signature hereunder, as Contractor, I certify that I am aware of the
provisions of Section 3700 of the Labor Code, which requires every employer to be insured
against liability for workers' compensation or to undertake self-insurance in accordance with the
provisions of that code, and I will comply with such provisions before commencing the
performance of the work of this contract.
ARTICLE VI - It is further expressly agreed by and between the parties hereto that, should
there be any conflict between the terms of this instrument and the Bid Proposal of the
Contractor, then this instrument shall control and nothing herein shall be considered as an
acceptance of the said terms of said proposal conflicting herewith.
ARTICLE VII - The City is to furnish the necessary rights-of-way and for the work as specified
under the Special Provisions. All labor or materials not mentioned specifically as being done by
the City will be supplied by the Contractor to accomplish the work as outlined in the
specifications.
ARTICLE VIII - The length of the contract will be twelve (12) months, starting July 1, 2013 and
ending June 30, 2014. The contract may be extended if agreed upon by the Contractor and the
City.
WHEN SIGNING THIS CONTRACT, THE CONTRACTOR AGREES THAT THE TIME OF
COMPLETION FOR THIS CONTRACT IS REASONABLE AND THE CONTRACTOR AGREES
TO PAY THE CITY LIQUIDATED DAMAGES AS SET FORTH IN SECTION 6-04.03 OF THE
SPECIAL PROVISIONS. CONTRACTOR AGREES THAT THIS AMOUNT MAY BE
DEDUCTED FROM THE AMOUNT DUE THE CONTRACTOR UNDER THE CONTRACT.
Contractdoc 3 05/20/13
IN WITNESS WHEREOF, the parties to these presents have hereunto set their hands the year
and date written below.
CONTRACTOR: CITY OF LODI
13y:
Konradt Bartlam
City Manager
By: Date:
Title
Attest
City Clerk
(CORPORATE SEAL) Approved As To Form
D. Stephen Schwabauer
City Attorney
Contmct.doc 4 05120/13
RESOLUTION NO. 2013-95
A RESOLUTION OF THE LODI CITY COUNCIL REJECTING
NON-RESPONSIVE BID, AWARDING AND AUTHORIZING THE
CITY MANAGER TO EXECUTE CONTRACT FOR 2013/14
LANDSCAPE MAINTENANCE OF MISCELLANEOUS AREAS AND
LODI CONSOLIDATED LANDSCAPE ASSESSMENT DISTRICT
NO. 2003-1, AND FURTHER AUTHORIZING THE PUBLIC WORKS
DIRECTOR TO EXECUTE EXTENSIONS
WHEREAS, in answer to notice duly published in accordance with law and the
order of this City Council, sealed bids were received and publicly opened on May 15,
2013, at 11:00 a.m., for the 2013/14 Landscape Maintenance of Miscellaneous Areas
and Lodi Consolidated Landscape Assessment District No. 2003-1, described in the
specifications therefore approved by the City Council on April 17, 2013; and
WHEREAS, said bids have been checked and tabulated and a report thereof
filed with the City Manager as follows:
Bidder Selected Bid Item Totals
(Less Bid Items 16-25)
TruGreen Landcare * $168,692.00
Dominguez Landscape Services, Inc. $190,639.40
Marina Landscape Inc. $230,864.00
*Non -Responsive
WHEREAS, the bid received from TruGreen Landcare was deemed "non-
responsive" for failure to acknowledge the receipt of Addendum No. 1 as required by
Section 2.400 of the project specifications and Addendum No. 1; and
WHEREAS, upon review of the bid results, a significant variance in unit costs
was identified for the Assessment District Street Tree Pruning bid items (items 16 — 25),
therefore, the recommended contract award excludes those bid items; and
WHEREAS, staff recommends awarding the contract for the 2013/14 Landscape
Maintenance of Miscellaneous Areas and Lodi Consolidated Landscape Assessment
District No. 2003-1 to the lowest responsive bidder, Dominguez Landscape Services,
Inc., of Sacramento, California, in the amount of $190,639.40 annually.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
award the contract for the 2013/14 Landscape Maintenance of Miscellaneous Areas and
Lodi Consolidated Landscape Assessment District No. 2003-1 to the lowest responsive
bidder, Dominguez Landscape Services, Inc., of Sacramento, California, in the amount
of $190,639.40 annually; and
BE IT FURTHER RESOLVED that the City Manager is hereby authorized to
execute the contract; and
BE IT FURTHER RESOLVED that the Public Works Director is hereby
authorized to execute extensions to the contract.
Dated: June 5, 2013
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I hereby certify that Resolution No. 2013-95 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held June 5, 2013, by the following vote:
AYES: COUNCIL MEMBERS — Hansen, Johnson, Katzakian, Mounce, and
Mayor Nakanishi
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
2013-95