Item No. 12 - CONSIDERATION OF EXTERIOR LANDSCAPE MAINTENANCE SERVICES AT WEST COVINA SPORTSPLEX FOR FISCAL YEAR 2020-2021AGENDA ITEM NO. 12
AGENDA STAFF REPORT
City of West Covina I Office of the City Manager
DATE: May 4, 2021
TO: Mayor and City Council
FROM: David Carmany
City Manager
SUBJECT: CONSIDERATION OF EXTERIOR LANDSCAPE MAINTENANCE SERVICES AT
WEST COVINA SPORTSPLEX FOR FISCAL YEAR 2020-2021
RECOMMENDATION:
It is recommended that the City Council take the following actions
1. Authorize an increase to Purchase Order No. 21-00219 for Fiscal Year (FY) 2020-2021 for Merchants
Landscape Services, Inc. by $20,000, increasing the Purchase Order to an amount not to exceed $50,000 for
landscape maintenance at the West Covina Sportsplex formerly known as Big League Dreams facility.
2. Authorize the City Manager to continue on a month -to -month basis with Merchants Landscape Services,
Inc. into Fiscal Year (FY) 2021-22 until a landscape maintenance contract is awarded for West Covina
Sportsplex formerly known as Big League Dreams.
BACKGROUND:
Staff requested quotes for the landscaping services at the West Covina Sportsplex requiring two employees
working 40 hours a week to maintain all landscaping to include the mowing of the outfields of the ball fields
and infield maintenance and landscaping within the parking lots. The quotes received for monthly cost were as
follows:
Merchants Landscaping Services, Inc. $10,000
Mariposa Landscapes, Inc. $13,388
Azteca Landscape $15,400
DISCUSSION:
Merchants Landscape Services, Inc. has been performing minimal landscaping services since February 2021 at
the exterior of the facility. The services have been provided at the monthly rate of $10,000.
A Request for Proposals (RFP) for these services will be issued to include all landscaping for the interior and
exterior of the facility. Staff believes that continuing the month -to -month agreement at the monthly rate of
$10,000 with the current contractor will avoid a lapse in landscape maintenance services and serve the best
interest of the City until a new contract can be awarded through the formal RFP process. Staff anticipates
releasing a landscaping RFP for the West Covina Sportsplex facility by the end of the month.
OPTIONS:
The City Council has the following options:
1. Adopt Staff's recommendation; or
2. Provide alternative direction.
Fiscal Impact
FISCAL IMPACT:
The agreement will result in a cost of $10,000.00 per month for a total cost of $50,000.00 for the remainder of
the Fiscal Year 2020-2021. Funds are available in account number 110.61.4142.6120.
Attachments
Bids for Landscaping at BLD
40 merchants
landscape services, inc.
January 27, 2021
City of West Covina
Mike Cresap
825 South Sunset Avenue
West Covina, CA 91790
Regarding: Big League Dreams
Dear Mike Cresap,
Merchants Landscape Services is pleased to submit the following proposal in regards to the exterior
landscape maintenance at the above listed site per your request. Merchants Landscape Services will
furnish all labor, equipment, tools, and services required to perform the landscape job at the above
referenced locations.
DESCRIPTION AMOUNT
Scope of Work: Provide maintenance for the Big League Dreams location. Mow turf once a week. Trim
bushes and raise tree to 8' canopy. Provide weed control. Irrigation tracking and repairs will be at an extra
cost upon written approval by a City of West Covina representative.
• 2 full time employees / 40 hours a week / Monday to Friday
Total: $10,000.00 a month
Proposal Accepted:
Signature
Print Name
Title
Date:
Start Date:
If you should have any questions regarding this proposal, please contact Cesar Trujillo @ (909)322-8978.
Sincerely
Cesar Trujillo
Branch Manager
8748 Industrial Ln., Rancho Cucamonga, CA 91730, (800)645-4881 Office, (909)697-2017 Fax
LL A R1P 0 S A
L A N D S C A P E S I N C
PROPOSAL
Feb 1, 2021
Mike Cresap I Public Services Superintendent
City of West Covina
Mcresap@westcovina.org
Big League Dreams Sports Park Maintenance
Description This proposal provides for two employees 40 hrs/week, 1 truck, 1 trailer, 1
reel mower, 1 bagger mower, chemical weed control, 1 blower, 1 weed eater,
1 hedge trimmer, 1 edger, and one gator to provide landscape maintenance
for the sports park.
Price per month
• $ 13,388.00
Exclusions: Any building servicing. Pressure washing and/or steam cleaning hardscape.
Graffiti removal. Excludes removing any larger bulk items. Dump/hauling fees,
Irrigation work. All Permits and bonds.
Time Project start date is currently 30 calendar days after acceptance of this
proposal.
Limits Time limit for the acceptance ofthis proposal is 90 calendar days from the
above date.
Respectfully submitted,
Brandon Park —Estimator
brandon.parl<@mariposa-ca.com
(626) 210-9495 (626) 960-8477 fax Authorized Representative Signature and Date
CA CONTRACTOR'S LIC H 592268 A, C-27, D-49
6232 Santos Diaz St., IRWINDALE, CA 91702
•TEL 800.794.9458 •FAx 626.960.8477 www.mariposa-ca.com
Our Core Values — Safety • Teamwork • Quality • Integrity
AyUdd
ZUECA
LANDSCAPE
1525 E Ontario Ave, Ste 101, Corona, CA 92881
(800)794-0063
www.aztecalandscape.com
TO:
City of West Covina
Attn: Mike Cresap
1444 W Garvey Ave, South
West Covina, CA 91790
will maintain
thru
at BLD.
Proposal
DATE NUMBER
2/4/2021 1 7407
Big League Dreams (BLD)
Landscape Maintenance Service
(626)939-8853
full-time (8 hrsper day, 5 days per week)
RF
Scope of Work:
Weekly mowing and mowing detail
Remove trash, as needed
Trim shrubs and ground cover
Weed control in planters and slopes
Total Monthly Cost 15,400.00
NOTE: The following items are NOT included in the above proposed maintenance services:
Tree trimming
Planting trees and shrubs
Irrigation tests and repairs
Gopher control
Fertilizer
Sports field repairs, such asDG or Bermuda grass
Third -party negligence
-Acts of nature
PAYMENT TERMS: Net 30 Days I Total I
Authorized Signature
if not accepted within 30 day, we may withdraw this
proposal.
Acceptance of Proposal The above prices, specifications and conditions are satisfactory and are hereby accepted. You are authorized
to do the work as specified. Payment will be made as outlined above.
Date of Acceptance Signature
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AZTECA
escr,
LANDSCAPE
1525 E Ontario Ave, Ste 101, Corona, CA 92881
(800)794-0063
www.aztecalandscape.com
Proposal
DATE NUMBER
2/4/2021 7407
All material is guaranteed to be as specified. All work to be completed in a professional
manner according to standard practices. Any alteration or deviation from above
specifications involving extra costs vrill be executed only upon written orders and will
become an extra charge over and above the estimate. All agreements contingent upon Authorized Signature
strikes, accidents or delays beyond our control. Owner to carry fire, tornado, and other
necessary insurance. Our workers are fully covered by Worker's Compensation If not accepted within 30 day, we may withdraw this
insurance. proposal.
Acceptance of Proposal The above prices, specifications and conditions are satisfactory and are hereby accepted. You are authorized
to do the work as specified. Payment will be made as outlined above.
Date of Acceptance Signature
Page 2