a contract for Zone A Roadside Landscape Maintenance Services and Resolution No awarding
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1 ADMINISTRATIVE STAFF REPORT V 1 TO Mayor and Town Council June SUBJECT Resolution No awarding a contract for Zone A Roadside Landscape Maintenance Services and Resolution No awarding a contract for Zone B Roadside Landscape Maintenance Services BACKGROUND The Town has utilized contractors to perform turf maintenance plant maintenance and landscape weeding since 1987 On April the Maintenance Department conducted a pre bid meeting for contractors interested in providing bids for Roadside Landscape Maintenance Services for Zones A and B within the Town s Lighting and Landscape Assessment District These contracts are funded through the Town s Lighting and Landscape Assessment District LLAD The Town s current contracts for roadside landscape maintenance services for Zones A and B expire on June These new contracts would be effective beginning July The objective of the selection process is to identify the most qualified contractor s based on a combination of service quality and value as determined to be most beneficial to the Town The specifications were comprehensively prepared to meet this objective New laws require that all bidders are required to be registered with the State Department of Industrial Relations Staff has verified that all contractors that solicited bids have registered with the State prevailing wage requirements The Contractor must abide by all state and local DISCUSSION Invitations for Bid were distributed to qualified landscape contractors documents were prepared for Zone A and Zone B Separate bid Sealed bids were due on or before May at 2 00 p m Five contractors submitted proposals for both Zone A and Zone B Per standard Town practice in the award of long term contracts each contractor submitting a proposal is required to complete a Management and Technical Proposal in addition to a Price Proposal The contract s award is based on the best combination of the two proposals The Management and Technical Proposal received a weighting of 25 while the Price Proposal received a of weighting 75 The term of the contract s is three years with two optional one year extensions
2 The Price Proposal included bids for routine services such as turf maintenance maintenance weed control and general landscape clean up plant It also included competitive bids for non routine additional services including plant replacement pest control and landscape laborer rates These additional services would be used on an as needed basis for replacement of dead or dying plants minor irrigation upgrades and to control plant diseases An extra work contingency for this purpose is recommended to accompany the award of these contracts A five member panel consisting of the Town s Maintenance Services Director two Maintenance Supervisors along with the City of San Ramori s Park Supervisor and City of Walnut Creek s Public Works Manager evaluated the Management and Technical Proposals Each Management and Technical Proposal was evaluated independently and rated on a scale with 100 equaling the maximum possible score The Management and Technical Proposal required that each contractor provide information regarding their company s experience performing similar work employee qualifications equipment availability employee training customer service policies communication plans and safety program Upon completion of the Management and Technical Proposal evaluation the Price Proposals were opened and compared with the results of the Management and Technical Proposal evaluations difference of all bids in comparison to the low bid The following are the results also showing the price ROADSIDES ZONE A Company Name New Image Landscape Company Sycamore Landscaping Corp Pacheco Brothers Gardening Inc MCE Corporation Marina Landscape Maintenance Inc Price Price Diff Technical Score N A The proposal from New Image Landscape Company demonstrated the best combination of quality of service and price of the five proposals submitted for Zone A Their Price Proposal of is the lowest of those submitted and their Management and Technical Proposal received the highest score This cost represents an overall savings of approximately annually compared to the current contract New Image Landscape Company currently holds the landscape maintenance services contract for Zone B Roadside Maintenance Contract 2 June
3 ROADSIDES ZONE B Company Name Price New Image Landscape Company Pacheco Brothers Gardening Inc MCE Corporation Sycamore Landscaping Corp Marina Landscape Maintenance Inc Price Diff Technical Score N A The proposal from New Image Landscape Company demonstrated the best combination of quality of service and price of the five proposals submitted for Zone B Their Price Proposal of is the lowest of those submitted and their Management and Technical Proposal received the highest score This cost represents no increase annually compared to the current contract New Image Landscape Company currently holds the landscape maintenance services contract for Zone B PUBLIC CONTACT Each contractor who submitted a proposal has been informed of the results and provided with a copy of this report Posting of the meeting agenda serves as notice to the general public FISCAL IMPACT The Price Proposal from New Image Landscape Company for Zone A is per year plus a contingency for a total of The Price Proposal from New Image Landscape Company for Zone B is per year plus a contingency for a total of Adequate funds in Zone A Contract Maintenance and in Zone B Contract Maintenance have been appropriated in the Maintenance Services Operating Budget There is a provision in these contracts that allows for an annual increase in the contract price equal to the percentage increase in the San Francisco Bay Area Consumer Price Index RECOMMENDATION Adopt Resolution No awarding a contract for Zone A Roadside Landscape Maintenance Services and Resolution No awarding a contract for Zone B Roadside Landscape Maintenance Services Roadside Maintenance Contract 3 June
4 Prepared by nsjon Maintenance Services Director Attachments Resolution No Zone A Resolution No Zone B Roadside Maintenance Contract 4 June
5 RESOLUTION NO AWARDING A CONTRACT FOR ZONE A LANDSCAPE MAINTENANCE SERVICES ROADSIDE WHEREAS the Danville Town Council desires to provide attractive well maintained roadsides and WHEREAS proposals have been solicited received and evaluated for provision of Roadside Landscape Maintenance Services in Zone A and WHEREAS based upon a comparison of both technical qualifications and price proposals New Image Landscape Company was selected to provide Roadside Landscape Maintenance Services in Zone A now therefore be it RESOLVED by the Danville Town Council that the Town Manager be and hereby is authorized to execute on behalf of the Town a three year contractual agreement with options to extend for up to two additional one year periods to New Image Landscape Company for plus a contingency of for a total of in the form as lodged with the City Clerk together with such changes as may hereafter become necessary provided such changes do not materially increase the obligations of the Town thereunder APPROVED by the Danville Town Council at a regular meeting on June by the following vote AYES NOES ABSTAINED ABSENT L4 V11Me APPROVED AS TO FORM ATTEST CITY ATTORNEY CITY CLERK ATTACHMENT A
6 RESOLUTION NO AWARDING A CONTRACT FOR ZONE B LANDSCAPE MAINTENANCE SERVICES ROADSIDE WHEREAS the Danville Town Council desires to provide attractive well maintained roadsides and WHEREAS proposals have been solicited received and evaluated for provision of Roadside Landscape Maintenance Services in Zone B and WHEREAS based upon a comparison of both technical qualifications and price proposals New Image Landscape Company was selected to provide Roadside Landscape Maintenance Services in Zone B now therefore be it RESOLVED by the Danville Town Council that the Town Manager be and hereby is authorized to execute on behalf of the Town a three year contractual agreement with options to extend for up to two additional one year periods to New Image Landscape Company for plus a contingency of for a total of in the form as lodged with the City Clerk together with such changes as may hereafter become necessary provided such changes do not materially increase the obligations of the Town thereunder APPROVED by the Danville Town Council at a regular meeting on June by the following vote AYES NOES ABSTAINED ABSENT MAYOR APPROVED AS TO FORM ATTEST CITY ATTORNEY CITY CLERK ATTACHMENT B
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