t-:'\~
I
Ii ,~ />
J City
Hall
10300 Torre Avenue
Cupertino, CA 95014- 3255
408) 777- 3354
FAX ( 408) 777- 3333F
CUPEIQ1NO
PUBLIC WORKS DEPARTMENT
Summary
AGENDA ITEM AGENDA DATE March 15. 2005
SUBJECT AND ISSUE
Reject all bids for Blackberry Farm Golf Course Maintenance, Project No. 2005-01 and authorize staff to evaluate the bid requirements and re- bid the project.
Authorize the Director of Public Works to negotiate and execute a changeorder for a 2 month extension to the current contract with Professional Turf Management to ensure continuity for maintenance of the golf course in an amount not to exceed $ 35, 000.00.
BACKGROUND
The maintenance of Blackberry Farm Golf Course has been contracted since March of 2002.
The current contract is held by Professional Turf Maintenance. This project has reached the maximum tenn with renewal of the agreement and therefore was put out to competitive bid. The bid provides for a price for a one year project (estimated cost $ 180, 000) with the City's option to renew for up to 2 one- year extensions, each with a CIP adjustment.
The following is a summary of bids received for the referenced project:
Bidder
Jensen Landscape Service Inc
City Cost Estimate
Professional Turf Maintenance
Base Bid
161, 496.00
180, 000.00
186, 000.00
As noted above, Jensen Landscape Service Inc. was the apparent low bidder. However, after careful review by staff of the bid documents and the statement of qualifications it has been deemed that Jensen Landscape Service Inc. bid is non- responsivedue to the lack of required experience in maintaining golf courses, which requires that a prospective bidder have at least three golf course maintenance projects in the last 5 years. They have had no apparent experience in golf course maintenance.
The next lowest and only other bidder was Professional Turf Management. The City reviewed the statement of qualifications for Professional Turf Management. However, again, after careful review, it has been deemed that Professional Turf Management was also non- responsiveand therefore disqualified due to the lack of having 3 contracts at or above $ 150, 000 in the last 5 years. They had only 2 qualifying projects. It should be noted that this finn is currently maintaining Blackberry farm under a contract approved in March of 2002. The reason they did óJ.-/
Printed on Recycled Paper
not meet the CUlTent qualificationsis that the cUlTent bid was preparedunder provisionsof the City's Responsible Contracting Policy, which was not approved until April of 2003.
Therefore the earlier contract did not require a separate statement of Qualifications as now required under the new policy. However, upon rebidding the project, staff will review the portion of the bid with respect to the qualifying experience and make appropriate adjustments if necessary. The City's policy allows this review and adjustment for qualifications since it does not affect the basic intent of the policy nor the specifics of the policy, which have to do with prevailing wage and other such violations.
Due to the current contract tenn ending on March 31, 2005 the it is proposed that the Council authorize the Director of Public Works to negotiate a changeorder to extend the current contract tenn for an additional 2 month in an amount not to exceed $ 3, 000.00 in order to maintain continuity of the maintenance activities for the golf course while the project is re- bid.
FISCAL IMPACT
An additional expenditure of up to $ 35, 000.00 will be required for the extension of the current contract. Funds are available in the budgeted Blackberry Golf Course Fund, Acct # 560- 9940- 7014
STAFF RECOMMENDATION
Reject all bids for Blackberry Farm Golf Course Maintenance, Project No. 2005-0I and authorize staff to evaluate the bid requirements and re- bid the project.
Authorize the Director of Public Works to negotiate and execute a changeorder for a 2 month extension to the current contract with Professional Turf Management to ensure continuity for maintenance ofthe golf course in an amount not to exceed $ 35, 000.00. èi_bY ~~..,
Ralph A. Qualls, Jr.
Director of Public Works
Submitted by:
Therese Smith
Director of Parks & Recreation
Attest as to bids received: Approved for submission:
David W. Knapp
City Manager
1 Kimberly Smith
City Clerk
J.-¡;).