City of Corona
Staff Report
400 S. Vicentia Ave.
Corona, CA 92882
File #: 22-0597
REQUEST FOR CITY COUNCIL ACTION
DATE: 07/06/2022
TO: Honorable Mayor and City Council Members
FROM: Community Services Department
SUBJECT:
Maintenance and General Services Agreement for Landscaping Maintenance Services for Landscape Maintenance District (LMD), Community Facilities District (CFD), General, Fire Station Areas 1 & 5 in the City of Corona, with Tropical Plaza Nursery, Inc.
EXECUTIVE SUMMARY:
Oak West terminated its landscape maintenance agreement with the City for Bid Areas 1 and 5 in Winter 2021. The City of Corona has been utilizing an on-call contractor to manage the maintenance in Bid Areas 1 and 5 to continue to provide services during this time. Geographically, bid areas 1 & 5 include McKinley and Promenade, Hidden Valley, Parkridge, North Main, Downtown Main and 6th, Magnolia, River Road, Corydon, Stagecoach, Dos Lagos, and Cajalco. The Community Services Department reviewed and updated the scope of work and issued a Notice of Inviting Bids for landscape maintenance in Bid Areas 1 and 5. Staff received and reviewed three bids and is recommending a contract with Tropical Plaza Nursery to provide landscape maintenance services in the aforementioned areas.
RECOMMENDED ACTION:
That the City Council
a. Award Notice Inviting Bids 22-055RH to Tropical Plaza Nursery, Inc. for landscape maintenance services within Landscape Maintenance District, Community Facilities District, General, Fire Station Areas 1 & 5 for a one-year initial contract period in the amount of $624,092 and waive any and all minor irregularities in the bidding documents as submitted by said bidder.
b. Authorize the City Manager, or his designees, to execute the Maintenance and General Services Agreement with Tropical Plaza Nursery, Inc., in an amount not to exceed $624,092. c. Authorize the City Manager, or his designee, to negotiate and approve any and all necessary City of Corona Page 1 of 4 Printed on 6/30/2022
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File #: 22-0597
c. Authorize the City Manager, or his designee, to negotiate and approve any and all necessary non-substantive extensions, change orders, or amendments up to ten percent of the contract amount or $$62,409 as authorized in the Corona Municipal Code Section 3.08.050(H). d. Authorize the City Manager, or his designee, to negotiate and execute two 2-year agreement renewals under the terms provided for in the Agreement and in a form approved by the City Attorney.
e. Authorize the Purchasing Agent to issue yearly purchase orders in accordance with the duly authorized and executed agreements, change orders, amendments, and renewals. f. Authorize an appropriation totaling $101,558 ($28,055 from LMD 84-2, Zone 2 Fund 455, $18,812 from LMD 84-2, Zone 6 Fund 457, $38,891 from LMD 84-2, Zone 14 Fund 461, and $15,800 from CFD 2002-2 Fund 247) to the Parks Maintenance Operating Budget within the Community Services Department to pay for these landscape services.
BACKGROUND & HISTORY:
The City of Corona utilizes professional contractual services for landscape maintenance. These contractual services provide the equipment, safety training, crews, and expertise to provide this work in a safe and effective manner while providing a clean and quality service to Corona residents. The City of Corona has approximately 500 acres of LMD and CFD landscaping throughout the city.
The previous contractor, Oak West, terminated its landscape maintenance agreement with the City for Bid Areas 1 and 5 in Winter 2021, which consist of LMD Zones 2, 6, 14, 17, 18 and CFD zones 97- 1, 2002-2, 2002-3, 2001-1, and 2011-1. Geographically this includes McKinley and Promenade, Hidden Valley, Parkridge, North Main, Downtown Main and 6th, Magnolia, River Road, Corydon, Stagecoach, Dos Lagos, and Cajalco.
Since the termination of the contract, the City has been utilizing an on-call contractor to manage the maintenance in Bid Areas 1 and 5. Because of the City’s commitment to providing the residents with consistent, high-quality landscape maintenance services, the Community Services Department reviewed and updated the previous scope of work and issued a Notice of Inviting Bids for landscape maintenance in Bid Areas 1 and 5.
ANALYSIS:
The City of Corona has made a large investment and commitment into its multiple landscape districts. This includes full comprehensive landscape maintenance services. The City is also in the process of conducting a LMD study to ensure the LMD’s and CFD’s are sustainable and appropriately funded both now and in the future. The commitment of the City of Corona is to continue providing the residents with quality landscape maintenance services. In an effort to offer seamless services in the Bid Areas 1 and 5, staff is recommending award of bid to a contractor who will have a consistent crew working these zones
A notice inviting bids (NIB) was issued by the Purchasing division on behalf of the Community Services Department for Landscape Maintenance services for LMD/CFD/General/Fire Station Areas 1 & 5. Bid No. NIB 22-055RH was advertised in the Corona local newspaper, Sentinel Weekly, on City of Corona Page 2 of 4 Printed on 6/30/2022
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File #: 22-0597
& 5. Bid No. NIB 22-055RH was advertised in the Corona local newspaper, Sentinel Weekly, on April 20, 2022, and it was posted on PlanetBids on April 18, 2022. The Purchasing Division directly solicited over one hundred landscape contractors with a copy of the bid. Twenty-two vendors downloaded the bid. The City received three bids on the bid due date of May 25, 2022.
The following is a summary of the bid results:
Vendor Location Bid Amount
Tropical Plaza Nursery, Inc. Villa Park, CA $624,092
Greentech Landscape, Inc. Whittier, CA $775,220
J. Orozco Enterprises, Inc. Pomona, CA $916,092
All bids came in higher than the contractual value of the previous contract. The increase in minimum wage, the costs of worker’s compensation insurance, and the environmental restrictions on pesticides are contributing factors to the increased bid amounts. Staff evaluated the bids and concluded that the costs presented were responsive and reflective of the current landscape maintenance market.
Staff reviewed the bid submitted by Tropical Plaza Nursery, Inc. and recommends awarding a Maintenance and General Services Agreement to Tropical Plaza Nursery, Inc. as the lowest responsive, responsible bidder. All licenses and references for Tropical Plaza Nursery, Inc. have been reviewed and verified by City staff, and all other documentation is in order. The City has worked with Tropical Plaza Nursery in the past and they have proven to be responsible in performing the services required.
FINANCIAL IMPACT:
Approval of the recommended actions will result in an appropriation totaling $101,558 ($28,055 from LMD 84-2, Zone 2 Fund 455, $18,812 from LMD 84-2, Zone 6 Fund 457, $38,891 from LMD 84-2, Zone 14 Fund 461, and $15,800 from CFD 2002-2 Fund 247) to the Parks Maintenance Operating Budget within the Community Services Department. The remaining contract amount of $522,534 is included in the FY 2023 Community Services Department budget, in the CFD/LMD funds shown in the following table.
Fund 07/01/22 Est.
Fund Balance
Budgeted
Revenues/
Sources
Budgeted
Expenditures/
Uses
Fund Balance
Impacts
06/30/23 Est.
Fund Balance
CFD 2002-2 LMD Fund
247
$418,039 $77,240 ($57,783) Appropriation
($15,800)
$421,696
LMD 84-2, Zone 2
Fund 455
$98,824 $81,504 ($90,482) Appropriation
($28,055)
$61,791
LMD 84-2, Zone 6
Fund 457
$473,894 $317,826 ($346,583) Appropriation
($18,812)
$426,325
LMD 84-2, Zone 14
Fund 461
$1,802,910 $611,749 ($401,651) Appropriation
($38,891)
$1,974,117
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File #: 22-0597
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 commonsense exemption that CEQA applies only to projects that have a potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that activity in question may have significant effect on the environment, the activity is not subject to CEQA. This action merely approves an agreement for continued landscape maintenance services within the City. Therefore, no further environmental analysis is required.
PREPARED BY: VIOLA VAN, MANAGEMENT ANALYST II AND MOSES CORTEZ, FACILITIES, PARKS & TRAILS MANAGER
REVIEWED BY: ANNE K. TURNER, COMMUNITY SERVICES DIRECTOR Attachments:
1. Contractual Agreement with Tropical Plaza Nursery, Inc.
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