Item 6-J

Council Meeting: August 11, 1998 Santa Monica, California

TO: Mayor and City Council

FROM: City Staff

SUBJECT: Recommendation to Award Bid to Provide Complete Landscape Maintenance at Fifty-five (55) Community and Cultural Services Sites, Bid #2713

Introduction

This report recommends an award of bid to provide complete landscape maintenance at fifty-five (55) Community and Cultural Services sites for Parks and Sports Division, Community and Cultural Services Department at specified unit prices, and four one year renewal options. The estimated annual expenditure is $650,000.

Background

In response to published Notices Inviting Bids (published June 12 and June 13, 1998) in accordance with City specifications, bids were received and publicly opened and read on June 26, 1998. Proposal forms were mailed to four vendors and notices were advertised in accordance with City Charter and Municipal Code provisions. Three proposals were received as follows:

Landscape West, Inc. $584,392.00

West Coast Arborists, Inc. $680,280.00

Mission Landscape Services, Inc. $686,400.00

The current bid specifications reflect an increase in the number of sites to be maintained and additional work to be performed.

Staff reviewed the price disparity of the bids submitted and feels confident that Landscape West, Inc. can provide the quality of service required. A prebid conference was held to acquaint the bidders with the scope of work required. Representatives from Mission Landscape Services, Inc. and West Coast Arborists, Inc. did not attend and City specifications state "no additional compensation or relief from obligations will be granted because of lack of knowledge of the site or conditions under which the work will be accomplished."

On June 29, 1993 Council awarded Landscape West, Inc. a five year contract to provide complete landscape maintenance at fifty-two sites. Staff is pleased with the level of service that Landscape West, Inc. provides. They are very responsive to and work with the City staff on implementing the Integrated Pest Management and Toxic Use Reduction projects. Landscape West, Inc. provides 100% employer paid health care benefits to the employees who will be working on City jobs. Landscape laborers, irrigators, and supervisors will be paid hourly wages ranging from $5.75 to $12.00 depending on seniority and level of expertise.

Staff has evaluated the bid submitted by Landscape West, Inc. and finds that it meets City specifications.

Budget/Financial Impact

Fiscal Year 1998-99 appropriation authority for this purchase is in the Parks and Sports Division, Community and Cultural Services Department, account number 01-400-511-40030-5501-00000, ($533,652.00), Pier Carousel account number 30-620-625-00000-3324-00000, ($3,264.00) and Event Facilities account number 32-400-621-00000-5501-00000, ($37,476.00).

Recommendation

It is recommended that the award of Bid #2713 be made to Landscape West, Inc. at specified unit prices, and four one year renewal options, as the lowest responsible bidder.