HomeMy WebLinkAbout25A - AGMT - LANDSCAPE MAINTEANCE SRVSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
FEBRUARY 17, 2015
TITLE:
AGREEMENT AMENDMENTS WITH
LANDSCAPE WEST, DMS AND
MARIPOSA LANDSCAPE FOR
LANDSCAPE MAINTENANCE
SERVICES {STRATEGIC PLAN NO.
6, 1 B}
CITY MANAGE
CLERK OF COUNCIL USE ONLY:
APPROVED
❑ As Recommended
❑ As Amended
❑ Ordinance on 1" Reading
❑ Ordinance on 2nd Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
RECOMMENDED ACTION
1. Authorize the City Manager and Clerk of the Council to execute an amendment to the
agreement with Landscape West for landscape maintenance services in District 1 to
adjust the scope, extend the term 11 months and provide compensation in the amount of
$284,900, which includes a 10% contingency, for the term February 1, 2015 through
January 31, 2016, subject to non - substantive changes approved by the City Manager and
the City Attorney.
2. Authorize the City Manager and Clerk of the Council to execute an amendment to the
agreement with DMS for landscape maintenance services in District 2 to adjust the scope
and provide compensation in the amount of $318,331.20, which includes a 10%
contingency, for the term February 1, 2015 through January 31, 2016, subject to non -
substantive changes approved by the City Manager and the City Attorney.
3. Authorize the City Manager and Clerk of the Council to execute an amendment to the
agreement with Mariposa Landscape for landscape maintenance services in District 3 to
adjust the scope and reduced the compensation to $882,208.80, which includes a 10%
contingency, for the term February 1, 2015 through January 31, 2016, subject to non -
substantive changes approved by the City Manager and the City Attorney.
4. Authorize the City Manager and Clerk of the Council to execute an amendment to the
agreement with Mariposa Landscape for landscape maintenance services in District 4 to
adjust the scope, extend the term 11 months and provide compensation in the amount of
$861,612.44, which includes a 10% contingency, for the term February 1, 2015 through
January 31, 2016, subject to non - substantive changes approved by the City Manager and
the City Attorney.
25A -1
Agreement Amendments with Landscape West,
DMS and Mariposa Landscape
February 17, 2015
Page 2
DISCUSSION
The Parks, Recreation and Community Services Agency ( PRCSA) is responsible for the
landscape maintenance of all city parks and recreational facilities. Landscape maintenance is
divided into four park districts and the Civic Center. On October 15, 2014 city staff issued a
request for proposals (RFP) to solicit proposals for landscape maintenance services. Upon
review of the submitted proposals city staff rejected all bids due to cost. A new RFP with a
revised scope of work was issued on December 18, 2014. The proposals for the second RFP
were also rejected due to cost.
Due to the need for landscape maintenance services city staff contacted the existing landscape
maintenance companies for Districts 1, 2, 3, and 4 to negotiate a contract extension, scope
adjustment and compensation adjustment in an effort continue basic services and to keep costs
at the same or lesser amount. The negotiation resulted in a cost reduction of approximately
$135,000 over a 12 -month period.
During the upcoming year, PRCSA will be working on ways to reduce the cost of landscape
maintenance contracts. Methods may include: working with the Community Development
Agency's Economic Development division to identify Santa Ana based small to medium sized
landscape businesses, reviewing the scope of services to determine which requirements could
be adjusted to allow more competition, and conduct cost - benefit analysis to determine which
functions should be performed by city staff and which should be contracted.
Due to the passage of Senate Bill 7, regarding state prevailing wages, PRCSA will require its
landscape maintenance contractors to comply and the contractual amounts reflect this
requirement.
STRATEGIC PLAN ALIGNMENT
Approval of this item allows the City to meet Goal #6 Community Facilities & Infrastructure,
Objective #1 (establish and maintain a Community Investment Plan for all City assets), Strategy
b (equitably maintain existing streets and associated assets in a state of good repair so they are
clean, safe and aesthetically pleasing for all users).
FISCAL IMPACT
Funds are available in the Park Maintenance expenditure account (no. 01113250 - 62320), Santa
Ana Zoo expenditure account (no. 01113220- 62320), Downtown Maintenance expenditure
account (no. 40718842 - 62300), Community Activities expenditure account (no. 01105810-
62300), Parking Meter expenditure account (no. 02718860- 62300), Successor Agency
expenditure account (no. 67118021- 62300), and Criminal Activities expenditure account (no.
02614450 - 62300). These contracts crossover into fiscal year 2015 -2016, funds for that period
will be appropriated during the budget process.
25A -2
Agreement Amendments with Landscape West,
DMS and Mariposa Landscape
February 17, 2015
Page 3
APPROVED AS TO FUNDS AND ACCOUNTS:
vim_- ' (-� A MN.n
Gerardo Mouet, rancisco Gutierrez,
Executive Director Executive Director
Parks, Recreation a d Community Finance and Management Services Agency M��t
Services Agency qp' {�7
Exhibit 1:
25A -3
25A -4
SECOND AMENDMENT TO LANDSCAPE
AND MAINTENANCE AGREEMENT
THIS SECOND AMENDMENT TO LANDSCAPE AND MAINTENANCE
AGREEMENT made and entered into this 17'h day of February, 2015, by and between
Landscape West Management Services, Inc., a California corporation dba Palo Verde
Landscape Management Co. ( "Contractor ") and the City of Santa Ana, a charter city and
municipal corporation organized and existing under the Constitution and laws of the State of
California ( "City "),
RECITALS:
A. The parties entered into that certain Landscape and Maintenance Agreement A -2014 -014,
dated January 6, 2014 (hereinafter "said Agreement ") by which Contractor has provided
park landscape maintenance services for Santa Ana Parks, District I covering eight (8)
City properties.
B. On January 20, 2015, the parties amended the Compensation and Term clauses of said
Agreement on a short-term basis in order to complete the Request for Proposals ( "UP ")
process.
C. The City issued an RFP for landscape maintenance services on October 15, 2014, The
proposals received were all rejected due to excessive cost estimates,
D. The parties now wish to amend the Scope of Services, and the Compensation and Term
clauses of said Agreement in order to analyze the situation and district boundaries and
complete the Request for Proposals process again.
E, The parties are also amending to comply with the new legal requirements of Senate Bill
7.
WHEREFORE, in consideration of the covenants contained in said Agreement, and subject
to all the terms and conditions of said Agreement, except those amended in this Second
Amendment to Agreement, the parties agree as follows:
1. Section 1, SCOPE OF SERVICES, shall be amended and updated to include the services
set forth in Exhibit A, attached hereto and incorporated herein by reference. Deviations
from the original Scope of Services included in said Agreement for District I are set forth
in Exhibit A -1, attached hereto and incorporated herein by reference.
2. Section 3, COMPENSATION, shall be amended and updated to include the following:
e. City agrees to pay, and Contractor, agrees to accept as total payment for its services
covering District 1, compensation in the amount of $284,900.00, which includes a 1.0%
contingency for unanticipated work needed, for the term of February 1, 2015 through
January 31, 2016.
25A -5
d. Contractor agrees that it shall pay state prevailing wages to its employees
performing landscape maintenance services to the City hereunder due to the passage of
Senate Bill 7.
3. Section 4, TERM, shall be amended to include the following pertaining to District I
landscape maintenance services:
"The Term of this Agreement with regard to District I shall begin February 1, 2015, and
terminate on January 31, 2016, unless terminated earlier in accordance with Section 13,
below."
4. Except as hereinabove amended, all terms and conditions of said Agreement shall remain
in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to
Agreement on the date and year first written above.
ATTEST:
Maria D. Huizar
Clerk of the Council
APPROVED AS TO FORM:
SONIA CARVALHO
City Attorney
By: �-
Lis
a 5torck
Assistant City Attorney
RECOMMENDED FOR APPROVAL:
Gerardo Mouct, Executive Director
Parks, Recreation and
Community Services Agency
CITY OF SANTA ANA
David Cavazos
City Manager
"CONTRACTOR'
Landscape West Management Services, Inc.
dba Palo Verde Landscape Management Co.
Stacy Konier
President
25A -6
EXHIBIT A -1
Landscape West Scope of Services Deviations
Contractor will provide all services as indicated in the Scope of Services with two
exceptions:
1. Weeds. Contractor agreed to complete eradication of weeds in priority /sport turf four
(4) times per year. The months shall be determined by the City's Senior Park Supervisor.
2, Irrigation repairs. City will provide irrigation head parts and Landscape West will
provide an irrigation staff employee to install them.
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25A -8
THIRD AMENDMENT TO AGREEMENT
THIS THIRD AMENDMENT TO AGREEMENT is entered into this 17ts day of
February, 2015, by and between DMS Facility Services, LLC, a California limited
liability company ( "Contractor ") and the City of Santa Ana, a charter city and municipal
corporation organized and existing under the Constitution and laws of the State of
California ( "City").
RECITALS:
A. The parties entered into that certain Agreement A- 2011 -148, dated June 6, 2011,
(hereinafter "said Agreement ") by which Contractor has provided park landscape
maintenance services for Santa Ana Parks District 2.
B, The parties amended said Agreement on June 4, 2012 and on January 22, 2014 to
extend the Term and add Compensation,
C. The City issued an RFP for landscape maintenance services on October 15, 2014.
The proposals received were all rejected due to excessive cost estimates.
D. The parties now wish to amend the Compensation and Term clauses of said
Agreement again in order to analyze the situation and district boundaries and
complete the Request for Proposals process again.
E. The parties are also amending to comply with the new legal requirements of Senate
Bill 7.
WHEREFORE, in consideration of the covenants contained in said Agreement, and
subject to all the terms and conditions of said Agreement, except those amended in this
Third Amendment to Agreement, the parties agree as follows:
Section 3. COMPENSATION, shall be amended and updated to include the
following:
c. City agrees to pay, and Contractor agrees to accept as total payment for its
services covering District 2, compensation in the amount of $318,331.20, which
includes a 10% contingency for unanticipated work needed, for the term of February
1, 2015 through January 31, 2016.
d. Contractor agrees that it shall pay state prevailing wages to its employees
performing landscape maintenance services to the City hereunder due to the passage
of Senate Bill 7.
2. Section 4, TERM, shall be amended to include the following pertaining 10 District 2
landscape maintenance services:
25A -9
"The Terns of this Agreement with regard to District 2, shall begin February 1, 2015,
and tenninate on January 31, 2016, unless terminated earlier in accordance with
Section 13, below."
3. Except as hereinabove amended, all terms and conditions of said Agreement shall
remain in Rill force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this Third Amendment to
Agreement on the date and year first written above.
ATTEST:
Maria D. Huizar
Clerk of the Council
APPROVED AS TO FORM:
SONIA CARVALHO
City Attorney
By �Lfisc t C
Lisa Storck
Assistant City Attorney
RECOMMENDED FOR APPROVAL:
Gerardo Monet, Executive Director
Parks, Recreation and
Community Services Agency
CITY OF SANTA ANA
David Cavazos
City Manager
"CONTRACTOR"
DMS FACILITY SERVICES, LLC
Fred Gonzales
Vice President
25A -10
THIRD AMENDMENT TO LANDSCAPE
AND MAINTENANCE AGREEMENT
THIS THIRD AMENDMENT TO LANDSCAPE AND MAINTENANCE
AGREEMENT made and entered into this 17`r' day of February, 2015, by and between
Mariposa Landscapes, Inc., a California corporation ( "Contractor ") and the City of Santa
Ana, a charter city and municipal corporation organized and existing under the
Constitution and laws of the State of California ( "City ").
RECITALS:
A. The parties entered into that certain Landscape and Maintenance Agreement A -2014-
015, dated January 6, 2014 (hereinafter "said Agreement ") by which Contractor has
provided park landscape maintenance services for Santa Ana Parks, District 3
covering eleven (11) City properties.
B. The parties amended said Agreement on October 21, 1014 to add District 4 to the
Scope of Work and properties for Contractor to maintain, and to amend the
Compensation and Term clauses of said Agreement,
C. The parties entered a Second Amendment dated January 20, 2015, to amend the
Compensation and Tenn clauses of said Agreement on a short -term basis in order to
complete the Request for Proposals ( "RFP ") process.
D. The City issued an RFP for landscape maintenance services on October 15, 2014.
The proposals received were all rejected due to excessive cost estimates.
E. The parties now wish to amend the Scope of Services, and the Compensation and
Term clauses of said Agreement in order to analyze the situation and district
boundaries and complete the Request for Proposals process again.
F. The parties are also amending to comply with the new legal requirements of Senate
Bill 7.
WHEREFORE, in consideration of the covenants contained in said Agreement, and
subject to all the terms and conditions of said Agreement, except those amended in this
Third Amendment to Agreement, the parties agree as follows:
Section 1, SCOPE OF SERVICES, shall be as stated in said Agreement and any
Deviations from the original Scope of Services included in said Agreement for
District 4 are set forth in Exhibit A -1, attached' hereto and incorporated herein by
reference.
2. Section 3. CONIPENSATION, shall be amended and updated to include the
following:
25A -11
c. City agrees to pay, and Contractor agrees to accept as total payment for its
services covering District 3, compensation in the amount of $882,208.80, which
includes a 10% contingency for unanticipated work needed, for the term of February
1, 2015 through January 31, 2016.
d. City agrees to pay, and Contractor agrees to accept as total payment for its
services covering District 4, compensation in the amount of $861,612.44, which
includes a 10 %contingency for unanticipated work needed, for the term of February
1, 2015 through January 31, 2016,
e. Contractor agrees that it shall pay state prevailing wages to its employees
performing landscape maintenance services to the City hereunder due to the passage
of Senate Bill 7.
3. Section 4, TERM, shall be amended to include the following pertaining to District 3
and District 4 landscape maintenance services:
"The Term of this Agreement with regard to Districts 3 and 4, shall begin on
February 1, 2015, and terminate on January 31, 2016, finless terminated earlier in
accordance with Section 13, below."
4. Except as hereinabove amended, all terms and conditions of said Agreement shall
remain in full force and effect.
(Signatures on Following.Page)
25A -12
IN WITNESS WHEREOF, the parties hereto have executed this Third Amendment to
Agreement on the date and year first written above.
ATTEST:
Maria D. Huizar
Clerk of the Council
APPROVED AS TO FORM:
SONIA CARVALHO
City Attorney
By:Z ..
Lisa Storck
Assistant City Attorney
RECOMMENDED FOR APPROVAL:
Gerardo Monet, Executive Director
Parks, Recreation and
Community Services Agency
CITY OF SANTA ANA
David Cavazos
City Manager
"CONTRACTOR"
Mariposa Landscapes, Inc.
Terry Noriega
President
25A -13
A R
L A N D S
January 28, 2015
Mike Lopez /Frank Arroyo
City of Santa Ana
20 Civic Center Plaza
Santa Ana, CA 92701
Phone 714 - 647 -3324 Cell 714- 231 -6112
Email MLopez5Qsanta- ana.org
GRIT
1 P
C A
PROPOSAL
I
A
E S I N C
Re: District #4 Landscape Maintenance Interim Contract Extension
Description This proposal provides for all labor, material, and equipment to perform the interim
landscape maintenance services at all locations within District #4 in the City of
Santa Ana. The term to be from February 1, 2015 to January 31, 2016.
Price Total monthly price., ................................................ .......................... $65,273.67
Sixty -Five Thousand Two Hundred Seventy -Three And 67/100
Terms: Per the UP/specifications.
Exclusions: See attached.
Time Project start date is currently 3 days after acceptance.
Limits Time limit for the acceptance of this proposal is 30 calendar days from the above
date.
Respectfully submitted,
Joshua Cho — Estimator
joshua@Tnariposa- ca.com Mike Lopez — City of Santa Ana
626 - 705 -0235 cell 626 - 960 -3809 fax Signature and Date
44915629ARrOWHIGHWAY, IRVVINDALE, CA 91706
CA. LANDSCAPE CONTRACTORS LICENSE NO 592265
TEL. 626 . 960 . 0196 FAX 626 . 960 . W7
r'
Clarifications /Exclusions
1. The pricing is based on the current specifications (the latest release for Dist. 1, 4 & 5) as directed by
the City of Santa Ana for the extension of the interim District 4 agreement with the proposed end
date of January 31, 2016.
2. Eliminate seasonal tasks involving the applications of commodities, including but not limited to,
fertilizer, seed /topper for renovations, USGA mix sand, no pre - emergent, etc.
3. Mariposa would fulfill all aspects of the specification regarding service levels, including but not
limited to pesticide /weed abatement, mowing- edging - detailing, irrigation management and repair,
servicing plants and planter beds, tree maintenance, daily cleaning of pavement, etc.
4. Sport field /turf renovations would not be a part of the agreement.
5. Mariposa would hire a sweeping sub - contractor to clean parking lots (at Centennial Park), preferably
early in the morning before cars arrive once per week.
6. Irrigation assistant will be allow to perform the work of Certified Irrigator for District 4 as previously
agreed upon during the meeting between the City of Santa Ana and Mariposa Landscapes, Inc. on
January 27, 2015.
7. Pressure washing - to be excluded.
&, Annual Tree Evaluation Report — to be excluded.
9. Vine planting (250 —1 gallon) — to be excluded.
10. Playground /tot -lot area, annual turf berm renovation — to be excluded.
11. Overseeding: 1 lb/ 1,000 per month — to be excluded.
25A -15
SCOPE OF WORK INCLUDED IN PROPOSAL
Ball Diamond Maintenance: sub contract
Drinking Fountain: inspect and cleaning
Flags: inspect daily
General Maintenance: trash & debris
Hardscape Maintenance:
Irrigation:
Parking Lot Sweeping: Centennial Park (College)
Picnic facilities & etc.:
Playground /tot lot:
Site amenity (Clean —NO press wash: all picnic areas
Soccer /Football Field Maintenance: inspect
Sports Court Maintenance: blowing & every other week
wash down
Tennis & BB Nets: replaced as needed - city to provide nets
Tennis Courts: wash down
Trash Cans:
Tree Care:
Turf Care (casual & sport /priority):
Weed control - turf:
Weed, Disease & Pest:
EXCLUSIONS:
Aeration:
Annual tree evaluation report:
Certified Irrigator:
Chemicals: no pre - emergent
Fertilization:
Mulching: monthly
Overseeding (sport fields):
Overseeding — I lb/ 1,000 per month
Playground /tot -lot: Annual turf berm renovation
Pressure washing:
Seed /Topper for Renovations:
Sod:
Sports Field /Turf Renovations:
Synthetic Turf:
Topper:
USGA mix sand:
Vines: (250 —1. gal) per year:
25A -16
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