Meeting Date: June 4, 20 13 Prepared by: Sharon Friedrichsen

Agenda Item Summary N arne: Consideration of a resolution awarding a contract to Green Valley Landscaping, the lowest responsible bidder, in the amount of$53,940 for landscape maintenance services. Description: The Public Services Department uses a private contractor to perform general landscape maintenance services at several locations within the City. Examples of services include weed removal; pruning for pedestrian passage; litter pickup in and adjacent to the work areas and raking, sweeping and/or blowing of walkways, driveways, patios and courts to keep the area free of sand, litter and debris. Currently, the majority of these locations are maintained one day a week. The Department currently spends approximately $71,000 a fiscal year on this service.

The City completed a formal bid process that included sending a notice to bid to all City licensed landscape and gardening companies, to the Central Coast Builder Exchange, and publication within the Monterey County Herald. Bids were opened on 23 May 2013. Eight bids were received and Green Valley Landscaping submitted the lowest responsive and responsible bid for $53,940 ($39,660 for base service and $14,280 for enhanced service). The awarding of the contract will result in the following changes: • Consolidation of three contracts into one contract • Enhanced level of service- waterfront locations will be serviced twice a week, including one weekend day • Overall cost of service of $53,940, a savings of $17,190
Overall Cost: $53,940 Staff Recommendation: The City Council adopts the attached resolution and awards the contract, contingent on approval of the Fiscal Year 2013-14 budget. Important Considerations: Staff recommends award ofthe new landscape services contract to Green Valley Landscape. Staff further recommends that the City Council authorize the City Administrator to extend the contract annually for a total of three additional years, upon the recommendation of the Public Services Director. Any extension is subject to funding availability and will not exceed the first year contract price plus an inflation adjustment applicable to the City of Carmel-by-the-Sea area, unless there is a change in service levels. Funding for this contract comes from the Forest, Parks, and Beach Division's contractual services account No. 78054. Decision Record: None. Reviewed by:

Jaso~ty

Administrator

Date

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CITY OF CARMEL-BY-THE-SEA PUBLIC SERVICES DEPARTMENT STAFF REPORT TO: THROUGH: FROM: DATE: SUBJECT:

MAYOR BURNETT AND COUNCIL MEMBERS JASON STILWELL, CITY ADMINISTRATOR SHARON FRIEDRICHSEN, PUBLIC SERVICES DIRECTOR 4 JUNE 2013 CONSIDERATION OF A RESOLUTION A WARDING A CONTRACT TO GREENVALLEY LANDSCAPING IN THE AMOUNT OF $53,940 FOR LANDSCAPE MAINTENANCE SERVICES

RECOMMENDED ACTION Adopt the resolution. BACKGROUND The Public Services Department uses a private contractor to perform general cleanup and landscape maintenance services at several locations within the City (see the list at the end of this report). The majority of these locations are serviced one day a week. STAFF REVIEW The City completed a formal bid process that included sending a notice to bid to all City licensed landscape and gardening companies, to the Central Coast Builder Exchange, and publication within the Monterey County Herald. Bids were opened on 23 May 2013. Eight bids were received and Green Valley Landscaping submitted the lowest responsive and responsible bid for $39,660 for the base level of service as noted in the chart below:
Company Bid Amount (Monthly) A.E.S Landscaping $7,451.20 Commercial Environment Landscape $5,575.00 Greens cape $3,770.00 Green Valley Landscaping $3,305.00 New Image Landscape Company $3,570.00 Smith and Enright Landscaping $5,338.00 Town and Country Gardening $5,815.00 Velasquez Landscaping $4,900.00 Accordingly, staff recommends award of the new landscape services contract to Green Valley Landscaping Company in the amount of $53,940. Given the base cost of services ($39,660), the City will also be able to enhance the level of service and provide services at the waterfront locations twice a week, including one weekend day, for an additional
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$14,280. Staff further recommends that the City Council authorize the City Administrator to extend the contract annually to a total of three additional years, upon the recommendation of the Public Services Director. Any extension is subject to funding availability and will not exceed the first year contract price plus an inflation adjustment applicable to the City of Carmel-by-the-Sea area. FISCAL IMPACT Funding for this contract comes from the Forest, Parks, and Beach Division's contractual services account No. 78054. Sufficient funds will be available with the adoption of the FY 2013-14 budget. The overall cost of this service is $53,940. The Department currently has budgeted $71,100 for this service. SUMMARY Staff recommends awarding a contract to Green Valley Landscaping.

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LANDSCAPE MAINENTANCE LOCATIONS
Waterfront areas
a. Scenic Road Steps (8th, 9th, lOth (2), 11 th, 12, 13 1\ Santa Lucia Avenue, Martin Road) b. Scenic Road Stone Patios (8th, 11 1\ between 11 th & 12th, 13th, & Santa Lucia Ave.) c. San Antonio Walkways (between San Antonio Avenue and Scenic Road at 9th, lOth, 11th and 121h Avenues.) d. Boardwalk and viewing platform located at Del Mar and Ocean A venue

Facilities, Pathways and Parks
Park Branch Library - 6th A venue and Mission Street Vista Lobes - Torres Street and 3rd Avenue Lester Rowntree Native Plant Garden - 25800 Hatton Road First Murphy Park - Lincoln Street and 61h A venue 1. Tennis Courts in Forest Hill Park - on Lorca Lane J. Lower Ocean Avenue Pathways (north and south sides of Ocean Avenue between Monte Verde Street and San Antonio Avenue) k. Lincoln Street pathway between 3rd and 4th Avenues 1. Pathway from the dead-end of Santa Fe Street south of 81h Avenue to Vizcaino Avenue m. Jane Power's Walkway from Palou to San Antonio (mid-block between 2nd and 4th Avenues) n. Pathway at San Carlos Street and 2nd A venue e. f. g. h.

Landscape Maintenance Areas
o. p. q. r. s. t. Upper Ocean Avenue landscape and path (Junipero Avenue to City limits) First Murphy House Garden - w Lincoln St. between 5th & 6th Aves. Ocean Avenue medians between Junipero Avenue and Monte Verde Street Fourth A venue between Monte Verde Street and San Antonio Ave. Forest Hill Park - lower section Flanders Mansion grounds- 25800 Hatton Road

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CITY OF CARMEL-BY-THE-SEA CITY COUNCIL RESOLUTION NO. _ __ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA AWARDING A CONTRACT TO GREEN VALLEY LANDSCAPING IN THE AMOUNT OF $53,940 FOR LANDSCAPE MAINTENANCE SERVICES WHEREAS, a landscape maintenance services contract assists staff in maintaining the appearance and cleanliness ofthe City and the safety of residents and visitors, and WHEREAS, notices inviting bids were delivered to the Central Coast Builders Exchange, to City licensed landscape and gardening companies and advertised in the Monterey Herald, and WHEREAS, eight bids were submitted and lowest responsible bidder was Green Valley Landscaping in the amount of $53,940. NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA DOES:
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Award a Landscape Maintenance Service Contract with Green Valley Landscaping, the lowest responsive bidder, for a maintenance and landscape services within the City of Carmel-by-the-Sea for the amount of $53,940, subject to the provisions of the documents and certifications set forth in the specifications applicable to the services rendered and as required by California law. Authorize the City Administrator to execute the contract upon the return of the contractor's executed contract documents and upon the review and approval of the City Attorney and the City Administrative Services Director. Authorize the City Administrator to extend the contract annually to a total of three additional years, upon the recommendation of the Public Services Director. Extension is subject to funding availability and will not exceed the first year contract price plus an inflation adjustment applicable to the City of Carmel-bythe-Sea area.

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PASS ED AND ADOPTED BY THE CITY OF COUNCIL OF THE CITY OF CARMEL-BYTHE SEA this 41h day of June 2013, by the following roll call vote: AYES: NOES: ABSENT: COUNCIL MEMBERS : COUNCIL MEMBERS: COUNCIL MEMBERS: SIGNED,

ATTEST:

Jason Burnett, Mayor

Heidi Burch, City Clerk

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