TO:
VIA:
FROM:
DATE:
Placentia City Council
AGENDA REPORT
CITY COUNCIL
CITY ADMINISTRATOR
DEPUTY CITY ADMINISTRATOR / PUBLIC SERVICES & INFRASTRUCTURE MAY 16, 2023
SUBJECT: AWARD OF CONTRACT TO MARIPOSA LANDSCAPES, INC., FOR MEDIAN
AND PARKWAY LANDSCAPE MAINTENANCE SERVICES
FISCAL
IMPACT: EXPENSE: $279,575.91 ANNUAL CONTRACT AMOUNT
PROPOSED BUDGET: $279,575.91 FISCAL YEAR 2023-24 OPERATING BUDGET (103655-6115, 173555-6115, 296561-6115)
SUMMARY:
The City's current agreement for landscape maintenance services provides for the routine maintenance of all the City's landscaped medians and parkways and is scheduled to expire on June 30, 2023. The scope of services under this proposed agreement includes general landscape maintenance, turf grass maintenance, weed control, fertilization, shrub and groundcover maintenance, and irrigation system maintenance. The City issued a notice inviting bids for these services and bids were received on April 20, 2023, from six (6) contractors.
Mariposa Landscapes, Inc., was deemed the lowest responsive and responsible bidder. This action will award a three-year agreement with a potential two (2) year term extension to Mariposa Landscapes, Inc, in an annual not -to -exceed amount of $279,575.91 and a cumulative three-year contract not -to -exceed amount of $838,727.73.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve a Professional Services Agreement with Mariposa Landscapes, Inc., for Median and Parkway Landscape Maintenance Services in an amount not -to -exceed $279,575.91 per year for an initial three (3) year contract term with the option to extend for an additional two-year term; and
2. Authorize the City Administrator to approve contract change orders up to 10% of the annual contract not -to -exceed amount; and
3. Authorize the City Administrator and/or his designee to execute all necessary documents, in a form approved by the City Attorney; and
1.f.
May 16, 2023
City Council Agenda
May 16, 2023
4. Authorize the City Administrator to approve the eligible contract term extension an additional two-year term based upon contractor performance and at the discretion of the City.
STRATEGIC PLAN STATEMENT
There is no specific strategic planning goal or objective associated with this agenda item.
DISCUSSION:
The City's current contract for median and parkway landscape maintenance services is set to expire on June 30, 2023. Medians, parkways, and other landscaped areas included in the City's Landscape Maintenance District 92-1 are also included in this contract. The contract scope of work provides for routine turf grass and landscape maintenance as well as pest and rodent control, weed control, and irrigation system maintenance. In addition, the contractor will provide 20,000 square feet of new sod for refurbishment repairs on an annual basis, as well as fresh mulch for all planter beds annually at no additional cost to the City.
On April 20, 2023, the City received six (6) bids from contractors to provide these services. The following table provides the bid amounts received from each contractor:
Contractor Bid Amount
Mariposa Landscapes, Inc. $279,575.91
Priority Landscape Services, LLC. $299,199.00
Greentech Landscape Inc. $306,196.00
Nieves Landscaping Inc. $342,684.25
Colt Landscape, Inc $345,540.00
J. Orozco Enterprises, Inc $505,432.49
Staff reviewed the bids received for mathematical and other errors. The low bid received was submitted by Mariposa Landscapes Inc., (Mariposa) in the amount of $279,575.91, who the City has contracted with in the past for these services. Based on the low bid received, as well as Mariposa's past performance serving the City, Staff recommends the City Council award a contract for Median and Parkway Landscape Maintenance Services to Mariposa Landscapes, Inc.
FISCAL IMPACT:
The agreement with Mariposa Landscapes, Inc. is for an annual not -to -exceed amount of $279,575.91. The term of the agreement is three (3) years for a cumulative three-year not -to - exceed contract amount of $838,727.73, with the option to extend for one (1) additional two-year term based upon contractor performance and at the discretion of the City. Funding for Median and Parkway Landscape Maintenance Services has been included in the proposed Fiscal Year 2023-24 Operating Budget.
City Council Agenda
May 16, 2023
Prepared by:
Joel Cardenas'
Public Works Superintendent
Reviewed and . pproved
01 -mo_.
Luis Estevez Damien R. Arrula
Reviewed and approved:
04, 1—
Jennifer Lampman
Director of Finance
Reviewed and approved:
Deputy City Administrator
City Administrator
Attachment:
Professional Services Agreement with Mariposa Landscapes, Inc.