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Home My WebLink About22A - SPEC - WEED AND DEBRIS REMOVAL REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE:CLERK OF COUNCIL USE ONLY: NOVEMBER 19, 2019 TITLE:APPROVED As Recommended As Amended AWARDACONTRACT TO LANDSCAPE st Ordinance on 1Reading nd WEST MANAGEMENT SERVICES, INC. Ordinance on 2Reading Implementing Resolution FOR WEED AND DEBRIS REMOVAL Set Public Hearing For__________ SERVICES IN THE AMOUNT OF $1,282,000 FOR A TWOYEARTERM NON-GENERAL FUND (SPECIFICATION NO. 19-091) {STRATEGIC PLAN NO. 6,2} CONTINUED TO /s/ Kristine Ridge FILE NUMBER CITY MANAGER RECOMMENDED ACTION Award a contract to Landscape West Management Services, Inc.forweed and debris removal services for a two-year periodexpiring November 30, 2021,with provisions for two,two-year renewalsexercisable by the City Manager,in an annual amount not to exceed$641,000,subject to non-substantive changes approved by the City Manager and City Attorney. DISCUSSION The Public Works Agency Maintenance Services Division is responsible for performing weed and debris removal services in over 12 miles of channels,approximately 100vacant lots, 60 miles of alleys,400 miles of streets and 800 miles of sidewalks annually.In order to perform this service consistently, as-needed contractual services for weed and debris services are required.As- needed and on-call contract weed and debris services has proven to be productive, cost-effective and a best practice for the City for over twenty-fiveyears.In addition, this service will be used to supplement staff roadway cleaning operations with the removal of illegally dumped items, which averages over 10,000 service requests annually, and provide support in the efforts of homeless services.Removing the weeds and debris from the City supports neighborhood vitality and will enhance the safety, appearance and livability of the community.Approval of the recommended action will allow the City to continue to provide these critical services. The Notice Inviting Bids was advertised on September 13, 2019, on the City’s online bid management and publication system. A summary of the Invitation for Bids and bids received is as follows: Award Contract for Weed and Debris Removal Services November 19, 2019 Page 2 436 Vendors notified 19Santa Ana vendors notified 29Vendors downloaded the bid packet 5Bidsreceived 0Bids received from Santa Ana vendors FiveBidswerereceived and openedon October 8, 2019, and evaluated.Four of the five bids received were determined to be responsive. Bid results for responsive bids are as follows: BidderLocationExtended Total Price Landscape West Management Services, Inc.Anaheim, CA$ 484,600 So Cal Land Maintenance, Inc.Anaheim, CA$ 552,000 Naranjo Landscape, Inc.Silverado, CA$ 620,000 DeAngelo Brothers, Inc.Ontario, CA$ 820,860 The bid received from Landscape West Management Services, Inc.was lowest, responsive to specifications and meets the City’s requirements.The extended total price annual amount is based onstaff’s projectionsof the annual hourly labor costs for the upcoming fiscal year’sexpenditures. Staff conducted reference verifications with other cities and confirmed the contractor has met their performance goals. Additionally, the contractorhas provided median landscape maintenance services with the City since July 2019 and has performed effectively. The total award amount includesthe cost of $156,400 for rubbish disposal costs and for additional as-needed and on-call services such asheavy equipment back-hoes, loadervehicles,equipment operatorsandweed mitigation sprayingcontrol. Outreach Efforts The Purchasing Division advertised this project on the City’s online bid management and publication system, which directly notified 19Santa Ana vendors. NoSanta Ana vendors downloaded norsubmitted a bid packet for consideration. STRATEGIC PLAN ALIGNMENT Approval of this item supports the City’s efforts to meet Strategic Plan Goal #6 –Community Facilities & Infrastructure, Objective #2 (address deferred maintenance on City buildings and equipment). ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. Award Contract for Weed and Debris Removal Services November 19, 2019 Page 3 FISCAL IMPACT Funding for the initial two-year term, FY 2019-20 through FY 2020-21, and twosubsequent two- year renewal periods will be budgeted and made available in the account specified below: Accounting FY 2019-FY 2021- Account Unit, Account FY 2020- Unit-Fund20202022 Description2021 Account No.(7 Months)(5 Months) Environment/ 06817640- SanitationSanitation, Contract $228,258$391,300$163,042 62300 Services -Professional Roadway Cleaning, 06817641- SanitationContract Services -$25,200$43,200$18,000 62300 Professional Fed Clean 05717640-NPDES, Contract Water $87,500$150,000$62,500 62300Services -Professional Protection Measure M2 Local Measure M- 03217662-Fairshare St, Street $14,583$25,000$10,417 66220Improvements Other Construction Than Building Measure M-Measure M2 Competitive 03217663- Street Street, Improvements $583$1,000$417 66220 ConstructionOther Than Building Select HUTA 2103 Gas Tax, 05917663- Street Improvements Other $1,458$2,000$1,042 66220 ConstructionThan Building Water UTY Water Prod & 06017640-Supply, Maintenance & Water$5,833$10,000$4,167 62320Repair Buildings & Ground Housing Asset Admin, 60718810-Housing Contract Services, $8,750$15,000$6,250 62300Asset LMHF Professional COSA RDA Admin, 67018843- COSA RDAContract Services -$1,750$3,000$1,250 62300 Professional Total per Fiscal Year (Initial Two Year Term)$373,917$641,000$267,083 Award Contract for Weed and Debris Removal Services November 19, 2019 Page 4 Accounting Account Unit, FY 2021-FY 2025- FY 2022-FY 2023-FY 2024- Unit-FundAccount 20222026 202320242025 Account No.Description(7 Months)(5 Months) Environment/ Sanitation, 06817640- SanitationContract $228,258$391,300$391,300$391,300$163,042 62300 Services - Professional Roadway Cleaning, 06817641- SanitationContract $25,200$43,200$43,200$43,200$18,000 62300 Services - Professional NPDES, Fed Clean 05717640-Contract Water $87,500$150,000$150,000$150,000$62,500 62300Services - Protection Professional Measure M2 Local Fairshare Measure M- 03217662-Street, Street $14,583$25,000$25,000$25,000$10,417 66220Improvements Construction Other Than Building Measure M2 Competitive Measure M- 03217663-Street, Street $583$1,000$1,000$1,000$417 66220Improvements Construction Other Than Building HUTA 2103 Gas Select Tax, 05917663- Street Improvements $1,458$2,500$2,500$2,500$1,042 66220 ConstructionOther Than Building Water Utility Water Prod & 06017640-Supply, Water$5,833$10,000$10,000$10,000$4,167 62320Maintenance & Repair Buildings & Ground Housing Asset Admin, 60718810-Housing Contract $8,750$15,000$15,000$15,000$6,250 62300Asset LMHF Services, Professional COSA RDA Admin, 67018843- COSA RDAContract $1,750$3,000$3,000$3,000$1,250 62300 Services - Professional $373,917$641,000$641,000$641,00$267,083 Total per Fiscal Year (Renewal Terms) Award Contract for Weed and Debris Removal Services November 19, 2019 Page 5 APPROVED AS TO FUNDS AND ACCOUNTS: Fuad S. Sweiss, PE, PLSKathryn Downs, CPA Executive DirectorExecutive Director Public Works AgencyFinance and Management Services Agency Steven Mendoza Executive Director Community Development Agency KL/AR