Title
Recommendation to Award a Five Year Contract for an Amount not to Exceed a Total Five Year Expenditure of $1,331,693.33, Including Contingencies, to LandCare USA for Landscape Maintenance of Median Strips and Special Areas (Citywide), No. P.W. 03-17-23. (Public Works 310)
Body
To: Honorable Mayor and Members of the City Council
From: Jill Keimach, City Manager
Re: Recommendation to Award a Five Year Contract for an Amount not to Exceed a Total Five Year Expenditure of $1,331,693.33, Including Contingencies, to LandCare USA for Citywide Landscape Maintenance of Median Strips and Special Areas, No. P.W. 03-17-23
BACKGROUND
The City of Alameda (City) is in need of services from an outside organization to help with landscape maintenance of median strips and special areas. The work consists of general landscape maintenance, irrigation repairs, weed abatement at 90 locations throughout the city and seasonal mulching within the newest bioswales. The maintenance of the medians on Bay Farm Island is performed by the Community of Harbor Bay Isle Owners' Association through a separate contract with the City.
DISCUSSION
On April 4, 2017 the Public Works Department sent out a Request for Bids (RFB) for citywide landscape maintenance of median strips and special areas. To solicit the maximum number of bids and most competitive price, the RFB was provided to 19 separate builders’ exchanges throughout the Bay Area, and notices were sent to contractors on the list of qualified contractors maintained by the Public Works Department. The RFB was also placed on the City’s web page, and a notice was published in the Alameda Journal. After a bidding period of 29 days, one contractor submitted a bid. The City met the requirements to reach out and solicit the maximum number of bids from competitive contractors. The current contractor, Pacheco Brothers Gardening, Inc. filed for bankruptcy and did not submit a bid for this project. The bid was opened on May 2, 2017. The bid result is as follows:
|
Bidder |
Location |
Bid Amount |
|
LandCare USA |
Pleasanton, CA |
$232,632.78 |
Public Works staff contacted several references provided by the bidder and received positive feedback on the ability of the company to meet the project requirements and the quality and timeliness of their work. Staff recommends awarding a contract to LandCare USA, for a first year total amount of $255,896.05, which includes a 10% contingency that can only be awarded at the discretion of the Public Works Director or his/her designee. This contract may be mutually amended on a year-by-year basis, for up to four additional years, based, at a minimum, on satisfactory performance of all aspects of the contract and upon the sole discretion of the Public Works Director. If extended, the contract would be for the same terms and cost, plus an annual increase equal to the construction price index increase for the San Francisco Bay Area appropriate to the trades associated with the work as reported in the Engineering News Record for the previous calendar year.
The total five year contract price shall not exceed $1,331,693.33. The RFB also informed the successful bidder that they shall pay not less than the prevailing rate of per diem wages as determined by the Director of the California Department of Industrial Relations. The contract is attached as Exhibit 1.
|
Contract |
Estimated Construction Cost Index (CCI) |
CCI Total Each Year |
TOTAL |
|
Original FY17-18 |
0% |
$ 0.00 |
$ 255,896.05 |
|
1st Amend FY18-19* |
2% |
$ 5,117.92 |
$ 261,013.97 |
|
2nd Amend FY19-20* |
2% |
$ 5,220.28 |
$ 266,234.25 |
|
3rd Amend FY20-21* |
2% |
$ 5,324.69 |
$ 271,558.94 |
|
4th Amend FY21-22* |
2% |
$ 5,431.18 |
$ 276,990.12 |
|
TOTAL FIVE YEARS |
8% |
$21,094.07 |
$1,331,693.33 |
FINANCIAL IMPACT
The project is budgeted in the Capital Improvement Program (Project No. 91802), with monies allocated from Capital Improvement Projects (Fund 310), Gas Tax Funds (Fund 211), Construction Improvement Tax (Fund 164), Open Space Maintenance Fund (Fund 318.1), Golf Fund (Fund 280.5), and the Alameda Landing Development Agreement (Fund 256.3). There is no impact to the General Fund.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action does not affect the Alameda Municipal Code.
ENVIRONMENTAL REVIEW
In accordance with the California Environmental Quality Act (CEQA), this project is Categorically Exempt under the CEQA Guidelines Section 1530(h), Maintenance of Existing Landscape.
RECOMMENDATION
Award a five year contract for an amount not to exceed a total five year expenditure of $1,331,693.33, including contingencies, to LandCare USA for citywide landscape maintenance of median strips and special areas, No. P.W. 03-17-23.
Respectfully submitted,
Liam Garland, Acting Public Works Director
By,
Shahram Aghamir, City Engineer
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibit:
1. Contract