Title
Recommendation to Award a Contract in the Amount of $625,083, Including Contingencies, to Harbor Bay Business Park Association (HBBPA) for the Landscape Maintenance Management Contract for the City of Alameda Island City Landscaping and Lighting District 84-2, Zone 5 - Harbor Bay Business Park. (Public Works 275.5)
Body
To: Honorable Mayor and Members of the City Council
From: Jill Keimach, City Manager
Re: Award a Contract in the Amount of $625,083, Including Contingencies, to Harbor Bay Business Park Association for the Landscape Maintenance Management Contract for the City of Alameda Island City Landscaping and Lighting District 84-2, Zone 5 - Harbor Bay Business Park
BACKGROUND
The Harbor Bay Business Park (HBBP) is Zone 5 of the Alameda’s Island City Landscaping and Lighting District 84-2 (District). The developers of the HBBP requested annexation into the District when it was first constructed to provide for enhanced maintenance of the public improvements. The Harbor Bay Business Park Association (HBBPA) represents all of the property owners in the business park, and these property owners pay yearly assessments to fund the Landscape and Lighting District’s activities.
The main activity funded by the District is landscape maintenance. The HBBP’s landscaping is in both private and public areas, often contiguous with one another. The HBBPA has performed management services for the private landscaped areas within the business park since the park’s founding. The City Council approved contracting with the HBBPA for the public landscaping portions in a five-year contract in 2006 and again in 2011. The current five-year contract expires on June 30, 2016.
DISCUSSION
Staff recommends continuing the approach of contracting with the HBBPA for landscape maintenance in the HBBP’s public areas. Staff compared the HBBPA’s unit costs for this work and found them on par and sometimes even more favorable than the City’s unit costs, which is consistent with the original rationale for contracting with the HBBPA.
In addition, SRM, the major property owner of the HBBP, and the HBBPA are unanimous in favoring the HBBPA as the contractor for landscape maintenance. Support from the HBBPA is outlined in the attached letter (see Exhibit 1). The City’s Purchasing Policy provides that, for assessment districts, “[a]ll other factors being equal, the desires of major property owners guaranteeing the consultant’s fee should be given strong consideration in the employment of the consultant.”
The contract is attached as Exhibit 2.
FINANCIAL IMPACT
The cost of landscape maintenance and management oversight is borne by the property owners within the District. Sufficient appropriations are available within the District 84-2, Zone 5 - HBBP Fund Fiscal Year 2016-17 Budget to cover annual cost of the contract. There are no impact to the General Fund.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action does not affect the Municipal Code, nor any established policy documents.
RECOMMENDATION
Award a contract in the amount of $625,083, including contingencies, to HBBPA for the landscape maintenance management contract for the City of Alameda District 84-2, Zone 5 - HBBP.
Respectfully submitted,
Bob Haun, Public Works Director
By,
Liz Acord, Management Analyst
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibits:
1. Letter from HBBPA
2. Contract