02-01-1994 - Landscape Maintenance Contract City Spec. #CC-94-4 West Covina/Los Angeles County Civic Center. City of West Covina
Memorandum
To CITY MANAGER AND
CITY COUNCIL AGENDAFROM PATRICK J. GLOVER
ITEM NO. C-7a
MAINTENANCE DIRECTOR
SUBJECT: DATE February 1, 1994
AWARD OF BID/LANDSCAPE MAINTENANCE
CONTRACT CITY SPECIFICATION NO. CC-94-4
WEST COVINA/LOS ANGELES COUNTY CIVIC CENTER
SUMMARY: This five year contract provides for the maintenance of landscaping, hardscaping and sprinkler systems
of the . West Covina/Los Angeles County Civic Center. Also included in this contract is mandatory
green waste recycling.
BACKGROUND
Creative Landscaping, Inc. currently maintains the Civic Center under City Specifications No. CC-89-4 at an annual
cost of $84,208.56. This contract expires on March 31, 1994.
Bids for a five year landscape maintenance contract were opened in the City Clerk's office on Tuesday,
January. 11, 1994 at 10:00 am. Three bids were received and reviewed for errors. Two of the three bids
received were valid bids and one was determined to be an invalid bid proposal.
Ten bid packets had been received by prospective bidders and the contract was advertised in the San Gabriel
Valley Tribune on December 16, 1993 and again on December 23, 1993. Eight companies attended the
bidders meeting and three companies bid on the five year agreement as follows:
BID AMOUNT ANNUAL CONTRACT PRICE
MCR Landscaping $318,000.00 $ 63,600.00 (Insufficient Bid Bond)
Azteca Landscape $364,999.80 $ 72,999.96
Landscape West, Inc. $384,000.00 $ 76,800.00
ANALYSIS
The current annual cost of this contract service provided by Creative Landscaping, Inc. is, $84,208.56. The
responsive low bid by Azteca Landscape for the new contract is a 14%decrease in the annual cost. However, the
insufficient. bid bond of MCR Landscaping was due to confusion about the contract language, for bid bond
requirements. MCR apparently misinterpreted the bond requirement of 10% of the five year aggregate amount with
the annual contract bid amount. Staff believes that the, language could be re-evaluated and changed for clarification.
This will provide the opportunity to attract additional bidders and will more than likely result in a lower contract bid.
Contractors were bidding on a five-year contract. This contract has no escalator clause and does not provide for
annual cost of living increases. However, there is a cancellation clause allowing termination of the contract by either
party upon thirty days written notice.
FISCAL IMPACT
Sufficient funds have been allocated in the 93-94 Citywide Lighting and Maintenance District budget,to cover the cost
of this service contract.
ALTERNATIVES
Reject the low bid of MCR Landscaping, Inc. due to an insufficient bid bond and accept the responsive low bid of
Azteca Landscape of Pomona. Since the second bid .is $47,000 higher than the unresponsive low bid, it is quite,
probable that re -bidding. the contract will result in a price less than the second low bidder's proposal. .
RECOMMENDATION
Staff recommends that the City Council reject all bids and readvertise for new bid proposals. This would allow staff
the opportunity to re-evaluate the bid proposal language and bonding requirements and further produce the opportunity
to attract additional bidders for this maintenance contract. This will more than likely result in a lower contract bid..
APPROVED
ell
v. Thomas
lt� Works Division Manager/City Engineer
trick J. Glo
Maintenance Director
802-94