AGENDA REPORT
REQUEST FOR CITY COUNCIL ACTION
DATE: 3/6/2019
TO: Honorable Mayor and City Council Members
FROM: Public Works Department
Maintenance Services Department
SUBJECT:
Title
City Council consideration of Notice Inviting Bids (NIB) 19-012HC for the Landscape Maintenance District (LMD) 84-2 Zone 7 and 10 Landscape Renovation Project; and appropriate $36,000 from LMD 84-2 Zone 7 fund balance reserves.
End
RECOMMENDED ACTION:
Recommended action
That the City Council:
1. Authorize the appropriation of $36,000 from the existing reserves within Zone 7 (Fund 458) of Landscape Maintenance District (“LMD”) No. 84-2, for the completion of the LMD 84-2 Zone 7 Landscape Renovation Project, Capital Improvement Project (“CIP”) No. 70460.
2. Award Notice Inviting Bids (“NIB”) 19-012HC to the lowest responsive, responsible bidder, Marina Landscape, Inc. of Orange, CA, in the amount of $238,716, and waive any and all minor irregularities in the bidding document as submitted by said bidder.
3. Authorize the City Manager or his designees to execute the contract with Marina Landscape, Inc. in the amount of $238,716 and approve necessary change order or amendments up to the amount provided by Corona Municipal Code Section 3.08.050 (h).
4. Authorize the Purchasing Agent to issue a purchase order to Marina Landscape, Inc. of Orange, CA, in the amount of $238,716 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 award involves two specific zones within the City’s Landscape Maintenance District (“LMD”) 84-2, Zone 7 and Zone 10. Zone 7 is generally located in the area along Via Pacifica, Ontario Avenue, and Mangular Avenue. Zone 10 is generally known as the Sierra Del Oro area at the western end of the City.
In 2016 and 2017, the City performed approximately 500,000 square-feet of landscape renovations in various landscape maintenance districts in Corona, including LMD 84-2 Zone 7 and 10. These renovations were conducted in part due to drought conditions in the State of California, which resulted in changes to water use regulations and the need to increase water efficiency outdoors. Another factor for the projects was the need to replace plant material and irrigation systems, which were beyond their useful life. Lastly, due to the funding for the landscaping of these areas coming from special assessments on property taxes, the projects were also performed to help contain costs and improve the financial sustainability for the districts.
The areas selected in the initial project were generally parkways grouped by the area fed by a water meter. The overall plan for the districts was to start the renovations in the base areas, and then to perform future projects in adjacent areas, as funding became available. The future projects are intended to complete the retrofit in nearby areas to ensure a fluid, cohesive landscape appearance throughout the City. City staff previously 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. The plant palettes were used to develop plans for both the original project, as well as the Landscape Renovation Project. The project will renovate approximately 20,000 square-feet of landscaping between the two zones. The affected areas are shown on Exhibits A, B, C, and D.
The Public Works Department (PW) issued NIB 19-012HC for this project, based on the general proximity of Zone 7 and 10 to each other. The NIB was posted for the project on the City’s website on December 13, 2018, and advertised in the Sentinel Weekly on December 19, 2018. Thirteen (13) bids were received by the January 16, 2019, due date and time. The results of the bids are as follows:
|
Vendor |
City |
Total Bid Amount |
|
Marina Landscape, Inc. |
Orange, CA |
$238,716.00 |
|
Greener Environments, Inc. |
Los Osos, CA |
$241,106.00 |
|
L.R. Landscaping, Inc. |
La Puente, CA |
$242,658.24 |
|
Aramexx Group, Inc. |
Claremont, CA |
$245,300.00 |
|
Conserve LandCare |
Thousand Palms, CA |
$248,500.00 |
|
Inland Empire Landscape, Inc. |
San Bernardino, CA |
$276,916.00 |
|
Bill & Dave’s Landscape Maintenance |
Winchester, CA |
Non-Responsive |
|
FS Contractors, Inc. |
Sylmar, CA |
$328,000.00 |
|
Clean Cut Landscape, Inc. |
Clovis, CA |
$362,972.00 |
|
Premier West Landscape, Inc. |
Walnut, CA |
$336,066.00* |
|
Mariposa Landscape, Inc. |
Irwindale, CA |
$402,310.00 |
|
Southern California Landscape, Inc. |
Fontana, CA |
$427,562.09 |
|
KASA Construction, Inc. |
Chino, CA |
$483,200.00 |
*Due to math computation errors within their bid, the corrected price is shown above, which differs from the initial bid documentation.
Marina Landscape, Inc. of Orange, CA is the apparent lowest responsive and responsible bidder, with a bid submission of $238,716.00. PW recommends that the City Council award the project to Marina Landscape, Inc. of Orange, CA in the amount of $238,716.00.
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 Zones 7 and 10.
FISCAL IMPACT:
There are two existing Capital Improvement Projects (CIPs) for this item; No. 70460 for LMD 84-2 Zone 7, and No. 70440 for LMD 84-2 Zone 10, titled Landscape Retrofit Project. The balances for the two funds for this CIP are $1,163,945.50. Additional funding is required to be appropriated from the fund balance of Zone 7 (Fund 458) in order to complete this project. Fund 458 needs an additional $36,000 from this fund’s reserves for contingency and inspection services. Fund 458 has sufficient reserves available for the appropriation. All monies not used will be returned to the fund balance at the completion of the project.
|
Fund |
District |
CIP Balance as of 1/22/2019 |
Bid Award Amount |
Inspection/ Contingency |
Remaining CIP Balance |
Reserve Funds Needed |
|
458 |
LMD 84-2 Zone 7 |
$174,135.14 |
$160,350.00 |
$49,785.14 |
-$36,000.00 |
$36,000.00 |
|
460 |
LMD 84-2 Zone 10 |
$989,810.36 |
$78,366.00 |
$17,068.46 |
$894,375.90 |
$0.00 |
|
Total |
|
$1,163,945.50 |
$238,716.00 |
$66,853.60 |
$858,375.90 |
$36,000.00 |
|
Fund |
07/01/18 Fund Balance |
Budgeted Revenues/ Sources |
Budgeted Expenditures/ Uses |
Budget Impacts |
06/30/19 Est. Fund Balance |
|
LMD 84-2 Zone 7 Fund 458 |
$443,333 |
$100,658 |
($72,542) |
($36,000) Appropriation |
$435,449 |
ENVIRONMENTAL ANALYSIS:
The project is categorically exempt pursuant to Section 15304(f) of the CEQA Guidelines, which states that a project which consists of minor alterations in the condition of land, such as minor trenching and backfilling where the surface is restored, does not have a significant impact on the environment, and is therefore exempt from CEQA. This action merely authorizes City staff to have a contractor remove existing 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, UTILITIES PROJECT MANAGER
REVIEWED BY: TOM KOPER, P.E., ASSISTANT PUBLIC WORKS DIRECTOR
REVIEWED BY: NELSON D. NELSON, PUBLIC WORKS DIRECTOR
REVIEWED BY: TOM MOODY, GENERAL MANAGER
REVIEWED BY: KIM SITTON, FINANCE MANAGER
REVIEWED BY: CITA LONGSWORTH, PURCHASING MANAGER
REVIEWED BY: KERRY D. EDEN, ASSISTANT CITY MANAGER/ADMINISTRATIVE SERVICES DIRECTOR
SUBMITTED BY: MICHELE NISSEN, ACTING CITY MANAGER
Attachments:
1. Exhibit “A” - LMD 84-2 Zone 7 District Boundary
2. Exhibit “B” - LMD 84-2 Zone 7 Renovations
3. Exhibit “C” - LMD 84-2 Zone 10 District Boundary
4. Exhibit “D” - LMD 84-2 Zone 10 Renovations
5. Contract