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AWARD A CONTRACT TO ODYSSEY LANDSCAPE FOR MUNICIPAL UTILITIES DEPARTMENT LANDSCAPE MAINTENANCE SERVICES
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Ratify the Specifications and Addenda for City of Stockton Request for Sealed Bid to Provide Landscape Maintenance for Municipal Utilities Department Facilities (PUR 18-004), and
2. Authorize the City Manager to award a five-year contract for Municipal Utilities Department Facilities Landscape Maintenance Services to Odyssey Landscape of Lodi, for a total contract amount of $511,030 (Attachment A).
It is further recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this motion.
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Summary
The Municipal Utilities Department’s (MUD) wastewater treatment plant, warehouse, water, storm, and sewer facilities require landscape maintenance, graffiti abatement, and debris removal to maintain access and aesthetic appearances within the community. If approved by Council, this action will provide the necessary landscape maintenance services to maintain facility access areas, remove debris, and provide an attractive appearance at City-owned facilities located in neighborhoods throughout the City.
If approved, this action will authorize the City Manager to execute a contract with Odyssey Landscape of Lodi for a landscape maintenance services contract totaling $511,030. The term of the contract is for a five-year period.
DISCUSSION
Background
In addition to the wastewater treatment plant and warehouse grounds, there are approximately 100 water, sanitary sewer, and stormwater facilities located throughout the City that require ongoing landscape maintenance. The typical level of maintenance required at these facilities varies from the simple use of a blower to clear accumulated debris to mowing, weeding, and fertilizing services. This work has been completed under a multi-year contract awarded in 2013.
Present Situation
An Invitation to Bid was publicly advertised on June 9, 2018, in the Legal Notice Section of The Record and on the City’s BidFlash webpage. The MUD used a conventional bid process, including specifications for small scale landscape maintenance at more than 100 remote sites.
For each MUD facility, the level of maintenance and scope of work was identified in the Specifications, and proponents were made aware of the level of maintenance work required at each facility. In addition, each bidder was required to provide a cost for services rendered to establish a quantitative method for calculating the correct fees for additional services. All responsive bidders were required to hold a valid C-27 specialty license (Landscaping Contractor) and assign an employee to this project with a Qualified Application License issued by the State Department of Pest Regulation.
A mandatory pre-bid conference was held on June 19, 2018, with four prospective bidders attending. On Thursday, July 12, 2018, one sealed bid was received with the following results:
|
Company |
Location |
Bid Amount |
|
Odyssey Landscape |
Lodi, CA |
$511,030 |
The amounts shown on the bid schedule reflect the total annual fee for providing landscape maintenance services. Because services will be provided over a five-year period, a Consumer Price Index (CPI) inflator was included for years three through five. The bid was determined to be responsive as specified in the bid documents. There was a clerical error found in the bid that was clarified.
Graffiti abatement is included in the scope of services for those facilities identified in the specifications as “Full Service.” For the remaining facilities, graffiti abatement will be provided on a time-and-materials basis at the rate provided in the bid documents. Occasionally, additional landscape services beyond the scope of regular maintenance service will be required. The bid also included a schedule of charges for unanticipated work that staff may require of the contractor. The amount for these additional services was not included in the total bid amount as it is difficult to predict how much graffiti abatement or hourly services may be required and at which site. These services, if needed, will be addressed on a case-by-case basis and are not included in the proposed price of $511,030. Based on work history for this type of work, staff does not anticipate the total amount for the unanticipated work exceeding the Council approved spending limit.
Therefore, staff recommends awarding the contract to Odyssey Landscape of Lodi as the lowest responsive bidder. Their bid is regular in all respects, meets the City’s requirements, and includes proper licensing.
FINANCIAL SUMMARY
Sufficient funds were budgeted in the FY 2018-19 budget and are available in the following accounts:
421-4231-571.20-66 Water Operations Other Services
431-4331-574.20-66 Wastewater Operations Other Services
431-4331-575.20-66 Wastewater Maintenance Other Services
431-4333-575.20-66 Wastewater Pump Stations Other Services
441-4432-575.20-66 Stormwater Pump Stations Other Services
|
Account |
FY 2018-19* |
FY 2019-20 |
FY 2020-21 |
FY 2021-22 |
FY 2022-23 |
Total by Fund |
|
Water Operations |
$36,388 |
$36,388 |
$38,206 |
$39,115 |
$40,107 |
$190,204 |
|
Wastewater Operations |
$16,770 |
$12,930 |
$13,576 |
$13,914 |
$14,209 |
$71,399 |
|
Wastewater Maintenance |
$17,140 |
$17,140 |
$17,995 |
$18,444 |
$18,836 |
$89,555 |
|
Wastewater Pump Stations |
$8,789 |
$8,789 |
$9,232 |
$9,443 |
$9,680 |
$45,933 |
|
Stormwater Pump Stations |
$21,800 |
$21,800 |
$22,905 |
$23,426 |
$24,008 |
$113,939 |
|
Annual Total |
$100,887 |
$97,047 |
$101,914 |
$104,342 |
$106,840 |
$511,030 |
* FY 2018-19 includes initial clean-up costs for two sites.
The 2013 multi-year contract was executed with an annual cost of $80,520 per year for the last five years (a two-year contract term with three annual extensions) with no increase in annual cost. Additional sites were added for this bid, including approximately 27 acres of new property requiring both a one-time clean-up and regular maintenance. With the additional locations and cost of service increases since the 2013 bid, the proposed costs are reasonable.
The term of the contract is for five years. The estimated not-to-exceed cost for FY 2018-19 is $100,887. If approved, future costs will be budgeted in the same accounts for the following fiscal years and will be subject to approval by Council through the annual budget development process. The total not-to-exceed cost of this contract for the five-year term is $511,030.
There is no impact to the General Fund, or any other unrestricted fund, from this action.
Attachment A - Contract with Odyssey Landscape