AGENDA REPORT
REQUEST FOR CITY COUNCIL ACTION
DATE: 9/5/2018
TO: Honorable Mayor and City Council Members
FROM: Maintenance Services
SUBJECT:
Title
City Council consideration of award of RFP 19-002WY Landscape Maintenance Services Area 3: LMD/CFD/General/Fire Station as an exception to bidding.
End
RECOMMENDED ACTION:
Recommended action
That the City Council:
1. Award Request for Proposals (RFP) 19-002WY Landscape Maintenance Services Area 3: LMD/CFD/General/Fire Station to Rockey Murata Landscape Maintenance Services of Cerritos, CA in the amount of $477,700 per fiscal year.
2. Authorize the General Manager to execute a Maintenance/General Services Agreement with Rockey Murata Landscape Maintenance Services in the amount of $477,700 per fiscal year, with initial award period of September 1, 2018 through June 30, 2019 and all related documents necessary for completion of the Project, as an exception to bidding pursuant to Corona Municipal Code (CMC) 3.08.140(e) based upon the findings noted in this report.
3. Authorize the Purchasing Agent to issue a purchase order to Rockey Murata Landscape Maintenance Services of Cerritos, CA in the amount of $477,700 per fiscal year.
4. Authorize an appropriation total of $24,880 as follows: $3,574 in LMD 84-2 Zone 7 Fund 458 and $21,306 in LMD 84-2 Zone 20 Fund 470.
5. Authorize the General Manager and City Attorney or their designees to negotiate an execute non-substantive extensions, change orders and amendments up to the amount provided by Corona Municipal Code Section 3.08.060(J). and/or amendments to this agreement through June 30, 2024 pursuant to Ordinance No. 2790.
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ANALYSIS:
On July 11, 2018, the City of Corona issued Request for Proposals (RFP) No. 19-002WY Landscape Maintenance Services Area 3: LMD/CFD/General/Fire Station. The RFP was advertised in the Sentinel Weekly News on July 13, 2018 and posted on the City of Corona’s bidding website. The City solicited seventeen (17) landscape maintenance services contractors with four (4) contractors submitting proposals. In accordance to C.M.C. 3.08.060, Bidding requirements - maintenance and general services, contracts for maintenance work and other general services projects of more than $45,000 are awarded to the lowest responsive and responsible bidder. The decision to exercise the option of issuing an RFP pursuant to Ordinance No. 3230, allowed the department to take into account contractors’ demonstrated competence, qualifications and suitability for the City’s needs in addition to cost. The RFP evaluation was necessary for landscape bid Area 3 due to its diverse size, landscape features, and uniqueness in comparison to other LMD’s with the extent of irrigation, slopes and terrain. Based on the Department’s decision to perform an RFP and award the highest scoring contractor, an Exception to Bid is being requested.
The evaluation of the proposals was based on four criteria: 1) Work Plan/Work Organization, 2) Qualifications of Company and Personnel (Experience), 3) Approach to Safety Measures, and 4) Reasonableness of Cost and Price. Once proposals were evaluated, Rockey Murata Landscape Maintenance Services received the highest overall score, with high marks in Qualifications of Company and Personnel. The following is a summary of the proposal scoring results:
|
Company |
City/State |
Rank |
Score (100%) |
|
Rockey Murata Landscape Maintenance Services |
Cerritos, CA |
1 |
61.94% |
|
OakWest Services, Inc. |
Anaheim, CA |
2 |
61.67% |
|
Orozco Landscape and Tree Company |
Pomona, CA |
3 |
61.11% |
|
Mariposa Landscapes, Inc. |
Irwindale, CA |
4 |
55.56% |
In addition to having been ranked first for this RFP, Rockey Murata is our incumbent contractor that has serviced the area for several years and they are known to have the experience, knowledge and staff to complete the scope of services at a reasonable cost to the city; they are very familiar with the LMD and CFD areas and what is expected of them. Their previous performance performing landscaping services in Area 3 has been satisfactory and the City recommends continuing this partnership.
COMMITTEE ACTION:
Not applicable.
STRATEGIC PLAN:
Not applicable.
FISCAL IMPACT:
Approval of the recommended actions will appropriate a total of $24,880 as follows: $3,574 in LMD 84-2 Zone 7 (Fund 458) and $21,306 in LMD 84-2 Zone 20 (Fund 470). All other funding sources have sufficient funds included in the Maintenance Services’ operating budget for Fiscal Year 2018-19. With approval of the recommended appropriations, funds for the landscape maintenance services will come from LMD, CFD and General funds.
• LMD 84-2 Zone 20 (Fund 470): $19,390 Monthly /$232,680 Annually
• LMD 84-2 Zone 7 (Fund 458): $1,740 Monthly/ $20,880 Annually
• LMD 84-2 Zone 19 (Fund 468): $4,610 Monthly/ $55,320 Annually
• CFD 97-1 (Fund 248): $1,700 Monthly/ $20,400 Annually
• CFD 2001-1 (Fund 249): $7,070 Monthly/ $84,840 Annually
• General Fund: $3,215 Monthly/ $38,580 Annually
FUND BALANCE IMPACTS:
|
Fund |
07/01/18 Est. Fund Balance |
Budgeted Revenues/ Sources |
Budgeted Expenditures/ Uses |
Fund Balance Impacts |
06/30/19 Est. Fund Balance |
|
LMD 84-2 Zone 7 Fund 458 |
$443,333 |
$100,658 |
($68,968) |
($3,574) Appropriation |
$471,449 |
|
LMD 84-2 Zone 20 Fund 470 |
$929,742 |
$1,080,592 |
($757,583) |
($21,306) Appropriation |
$1,231,445 |
ENVIRONMENTAL ANALYSIS:
No environmental review is required because the proposed action is not a project governed by the California Environmental Quality Act.
PREPARED BY: MOSES CORTEZ, PARKS SUPERINTENDENT
REVIEWED BY: TOM MOODY, GENERAL MANAGER
REVIEWED BY: CITA LONGSWORTH, PURCHASING MANAGER
REVIEWED BY: KERRY D. EDEN, ASSISTANT CITY MANAGER/ADMINISTRATIVE SERVICES DIRECTOR
REVIEWED BY: MICHELE NISSEN, ASSISTANT CITY MANAGER
SUBMITTED BY: DARRELL TALBERT, CITY MANAGER