Title
Recommendation to Authorize the City Manager to Execute a Five-Year Agreement with Rojas Flores Landscape, Inc. for Landscape Maintenance of Median Strips, Areas Including City-owned Buildings, Main Street Ferry Terminal, Areas of Park Street and Webster Street Business Districts and Marina Village Landscape and Lighting District Areas in an Amount Not to Exceed $2,217,248.96, which includes contingency. (Public Works 310)
Body
To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
The agreement covers the maintenance requirements of approximately 60 acres of landscaping, including areas surrounding City-owned buildings; Main Street Ferry Terminal; Alameda Landing; Park Street, and Webster Street Business Districts; and all publicly-owned medians within Alameda.
BACKGROUND
The City of Alameda (City) procures professional landscaping maintenance services from outside organizations to help with its landscape maintenance of median strips and special areas. The scope of work includes general landscape maintenance, irrigation repairs, and weed abatement to various locations throughout the city.
DISCUSSION
To solicit the maximum number of bids and most competitive price, a Request for Bid was provided to 19 separate builders’ exchanges throughout the Bay Area. Notices were also sent to contractors on the Public Works Department Contractor List. In addition, notices were placed on the City’s website and published in the Alameda Sun on November 21, 2019. Bids were opened on December 9, 2019. After a bidding period of 22 days, four contractors submitted bids. The award of contract is based on the Base Bid of the lowest, responsible, and responsive bidder.
The bid results are as follows:
|
Bidder |
Location |
Base Bid |
Add Alternate 1 |
Add Alternate 2 |
|
Rojas Flores Landscape |
San Jose, CA |
$255,030 |
$132,300 |
$346,560 |
|
Gachina Landscape Management |
Menlo Park, CA |
$329,644 |
$96,118 |
$86,119 |
|
Joe’s Landscaping & Concrete |
Newman, CA |
$607,884 |
$285,520 |
$155,271 |
|
*Enviroscapes Landscaping Services |
Fremont, CA |
$221,220.16 |
$0.00 |
$0.00 |
*Non-responsive bid. The bid packet was incomplete.
Upon reviewing the bids, one contractor, Enviroscapes Landscaping Services, was deemed non-responsive for failure to submit all required bid documentation.
Staff recommends awarding the contract to include the Base Bid and Add Alternate 1 to Rojas Flores Landscape, the lowest, responsive, and responsible bidder (based on the base bid) for a total five-year expenditure not to exceed $2,217,248.96. The contractor is not guaranteed any of the contingency and its use will be at the sole discretion of the Public Works Director for work not originally anticipated in the specification. The request for bid also informed all prospective bidders that they shall not pay less than the prevailing rate of per diem wages as determined by the Director of the California Department of Industrial Relations and required the contractor to enter into the City’s Project Stabilization Agreement. The landscape maintenance services pursuant to this agreement are anticipated to commence on or about April 1, 2020 and expected to be complete by the end of March 2021. A copy of the contract is attached as Exhibit 1.
ALTERNATIVES
• Award the contract as recommended.
• Forego maintenance of these landscape locations. The sites will deteriorate within two or three months, creating blight conditions and more expensive corrective/remedial costs.
FINANCIAL IMPACT
The contract amount for the Base Bid of $255,030 that pays for the citywide landscape maintenance work is budgeted in the Capital Projects Fund Project No. 96002 with allocations from the General Fund, Construction Improvement Tax and Gas Tax. The contract amount for the Bid Add Alternate 1 that pays for the additional landscape maintenance work in the Marina Village Zone (Zone) of the City’s Landscape and Lighting District is budgeted and funded with monies from the Zone’s adopted Fiscal Year (FY) 2019-21 Budget (Fund 275.6).
|
Term: From |
Term: To |
Contract |
CCI |
TOTAL (Base Bid + Add Alt 1) |
10% CONTINGENCY |
TOTAL |
|
4/1/2020 |
3/31/2021 |
Original |
-0- |
$ 387,330.00 |
$ 38,733.00 |
$ 426,063.00 |
|
4/1/2021 |
3/31/2022 |
Year 1 |
2% |
$ 395,076.60 |
$ 39,507.66 |
$ 434,584.26 |
|
4/1/2022 |
3/31/2023 |
Year 2 |
2% |
$ 402,978.13 |
$ 40,297.81 |
$ 443,275.95 |
|
4/1/2023 |
3/31/2024 |
Year 3 |
2% |
$ 411,037.69 |
$ 41,103.77 |
$ 452,141.46 |
|
4/1/2024 |
3/31/2025 |
Year 4 |
2% |
$ 419,258.45 |
$ 41,925.84 |
$ 461,184.29 |
|
|
|
TOTAL |
8% |
$ 2,015,680.88 |
$ 201,568.09 |
$ 2,217,248.96 |
The yearly amount encumbered for this contract will be based on the table above. Any contract amount beyond FY 2020-21 will be subject to future available appropriations as may be approved by City Council.
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 pursuant to CEQA Guidelines Section 15301(h), Maintenance of Existing Landscape.
CLIMATE IMPACTS
Research has shown that landscapes provide a variety of environmental, social, health and economic benefits to residents, including:
- Improved air quality, reducing energy required for cooling
- Reduced storm-water runoff and improved water quality
- Preserve wildlife habitat
RECOMMENDATION
Authorize the City Manager to execute a five-year agreement with Rojas Flores Landscape, Inc. for landscape maintenance of median strips and special areas and Marina Village landscape and lighting district areas in an amount not to exceed $2,217,248.96, which includes contingency.
CITY MANAGER RECOMMENDATION
The City Manager request authorization to execute a five-year agreement with Rojas Flores Landscape, Inc. for the landscape maintenance of areas within the City.
Respectfully submitted,
Liam Garland, Public Works Director
By,
Abdulla Ahmed, Project Manager III
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibit:
1. Contract
cc: Eric Levitt, City Manager