AGENDA REPORT
REQUEST FOR CITY COUNCIL ACTION
DATE: 3/7/2018
TO: Honorable Mayor and City Council Members
FROM: Maintenance Services
SUBJECT:
Title
City Council consideration to award NIB 18-028CA for the LMD 84-2 Zone 15 Landscape Renovation Project.
End
RECOMMENDED ACTION:
Recommended action
That the City Council:
1. Award Notice Inviting Bid (“NIB”) 18-028CA to Clean Cut Landscape, Inc., of Fresno, CA, in the amount of $247,072.
2. Authorize the Maintenance Services Department (“MSD”) General Manager to execute a contract with Clean Cut Landscape, Inc. in the amount of $247,072.
3. Authorize the MSD General Manager and City Attorney to negotiate and execute any amendments to this agreement which are either non-substantive or otherwise in compliance with the City Council’s actions hereunder.
4. Authorize the appropriation of additional funds from the existing reserves within Zone 15 (Fund 462) of Landscape Maintenance District (“LMD”) No. 84-2, for the completion of the LMD 84-2 Zone 15 Landscape Renovation Project, Capital Improvement Project (“CIP”) No. 70460, in the amount of $26,000.
5. Authorize the Purchasing Agent to issue a purchase order in the amount of $247,072 in accordance with duly authorized and executed agreements.
Body
ANALYSIS:
The City of Corona manages several landscape maintenance districts that are responsible for specific areas of landscape maintenance throughout the City. Funding for the maintenance comes from special assessments levied on parcels within the districts. This project involves a specific zone within Landscape Maintenance District 84-2 (“LMD 84-2”), Zone 15. LMD 84-2 Zone 15 is a district located along Railroad Street, from Auto Center Drive to Yorba Street. LMD 84-2 Zone 15 landscaping consists of mostly turf parkways along Railroad Street.
While the landscaping has been maintained in this area, there have not been any major capital improvement projects in this zone. The plant materials and irrigation are approaching the end of their life cycle. In addition, recent drought conditions in the State of California have resulted in changes to water use regulations and the need to increase water efficiency outdoors. These factors, coupled with the desire to maintain an aesthetically pleasing landscape appearance, contain costs and improve sustainability, resulted in the creation of a project to renovate the landscaping in various portions of landscape districts LMD 84-2. Most of those projects have already been completed, however, Zone 15 required the installation of concrete sidewalk which was performed by another contractor, Martinez Concrete, which delayed the landscaping portion of Zone 15. City staff worked with local landscape architect firm BMLA, Inc. to create plant palettes to take advantage of low water use plants that work well within Corona’s climate and to also maintain visual consistency throughout the City. These plant palettes were used to develop plans for this landscape renovation project. This project will renovate approximately 30,000 square feet of landscaping.
The Maintenance Services Department initially issued NIB 18-014CA for the project on December 5, 2017. Four bids were received by the December 28, 2017 due date and time. However, the bids that came in were above the threshold for an informal bid, so the project had to be rebid as a formal public project. The project was subsequently re-bid under NIB 18-028CA. NIB 18-028CA was posted on January 12, 2018 and advertised in the Sentinel Weekly on January 17, 2018. Four bids were received by the February 6, 2018 due date and time. The results of the bids are as follows:
Clean Cut Landscape, Inc. of Fresno, CA is the apparent low bidder, with a bid submission of $247,072. MSD recommends that the City Council award the project to Clean Cut Landscape, Inc. of Fresno, CA in the amount of $247,072.
COMMITTEE ACTION:
This Project was presented as part of the larger LMD/CFD Landscape Renovation Project at the June 1, 2016 Infrastructure Committee Meeting and was approved to proceed.
STRATEGIC PLAN:
This item supports the City’s Strategic Plan Goal 1: Promote Public Safety: Protect our Residents and Businesses; Objective C: Ensure adequate funding for investments and improvement in infrastructure that support public safety. The recommended action will help achieve these goals by providing funding to replace high-water use turf with low-water use plants that will ensure the financial viability of Landscape Maintenance District 84-2 Zone 15.
FISCAL IMPACT:
There is an existing Capital Improvement Project (CIP) for this project; No. 70460, titled Landscape Retrofit Project. The balances for this CIP is $243,322. Additional funding is required to be appropriated from the fund balance of Fund 462 in order to complete this project. Fund 462 needs an additional $26,000, from this fund’s reserves for contingency and inspection services. Fund 462 has sufficient reserves available for the appropriation. All monies not used will be returned to the fund balance at the completion of the project.
ENVIRONMENTAL ANALYSIS:
This action is exempt pursuant to Section 15061(b)(3) of the Guidelines for the California Environmental Quality Act (CEQA), which states that a project is exempt from CEQA if the activity is covered by the general rule that CEQA applies only to projects that have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. This action merely authorizes City staff to have a contractor remove plant material and replace it with new plant material, and there is no possibility that approving this action will have a significant effect on the environment. Therefore, no environmental analysis is required, and staff will file a Notice of Exemption with the County of Riverside.
PREPARED BY: TRACY MARTIN, DWP UTILITIES PROJECT MANAGER
REVIEWED BY: TOM MOODY, GENERAL MANAGER
REVIEWED BY: CITA LONGSWORTH, PURCHASING MANAGER
REVIEWED BY: KERRY D. EDEN, ASSISTANT CITY MANAGER/ADMINISTRATIVE SERVICES DIRECTOR
SUBMITTED BY: DARRELL TALBERT, CITY MANAGER