Agenda Item No: 1.d
PLACENTIA CITY COUNCIL AGENDA REPORT
Meeting Date: May 6, 2025
Submitted by: Samantha Byfield
From: Public Works
Subject:
Award of Contract to Colts Landscape, Inc., for Citywide Vine Trimming Services Financial Impact:
Fiscal Impact:
Expense: $87,046 Five-Year Contract Total
Budget: $96,920 Budgeted FY 2025-26 Operating Budget (103655-6115) Summary:
The proposed five-year agreement is for citywide vine trimming services. The scope of work includes trimming the block wall vines twice per year. This work was previously under contract with another vendor but was withdrawn from that contract due to a pricing discrepancy. Bids for a new vendor were publicly solicited on February 20, 2025, and nine bids were received.
After reviewing the bids, Colts Landscape, Inc., was found to be the lowest responsive bidder. Staff recommends that the City Council award a contract to Colts Landscape, Inc., in an amount not-to-exceed $87,046. Additionally, staff recommends including a 20% contingency in the amount of $17,409.20 to cover vandalism and additional unforeseen damages.
Recommendation:
Recommended Action: It is recommended that the City Council take the following actions:
1. Award a five-year Public Works Agreement to Colts Landscape, Inc., for citywide vine trimming services in an amount not-to-exceed $87,046; and
2. Authorize the Interim City Administrator to approve contract change orders up to 20% or $17,409.20 of the contract not-to-exceed amount; and
3. Authorize the Interim City Administrator and/or his designee to execute all necessary documents, in a form approved by the City Attorney.
Strategic Plan Statement:
There is no specific strategic planning goal or objective associated with this agenda item.
Discussion:
The Public Works Department is responsible for trimming vines on block walls within the public right-of-way. The work involves trimming all vines two times per year. This work was previously under contract with another vendor but was withdrawn from that contract due to a pricing discrepancy. Bids for a new vendor were publicly solicited on February 20, 2025, and 1 nine bids were received. A summary of the bid results is in the table below.
Contractor Bid Amount for Annual
Service Five Year Total
Colts Landscape $17,409.20 $87,046.00
Greenfield Landscaping &
Maintenance, Inc.$22,500.00 $112,500.00
Tropical Plaza Nursery, Inc.$26,292.72 $134,963.60
Integrity Arborist and
Ecoscape, Inc.$32,077.50 $160,387.50
EMTS, Inc.$47,820.00 $239,100.00
Mariposa Tree Management,
Inc.$74,999.00 $374,995.00
So Cal Land Maintenance $76,800.00 $384,000.00
SGD Enterprises $114,400.00 $572,000.00
Nieves Landscape, Inc.$120,000.00 $600,000.00
After reviewing the bids, Colts Landscape, Inc., was found to be the lowest responsive bidder.
Staff recommends the City Council award a five-year Public Works Agreement to Colts Landscape, Inc., in an amount not-to-exceed $87,046. Staff also recommends the City Council include a 20% contingency amount of $17,409.20, which authorizes additional trimming services should they be needed in the event of vandalism, accidental damage or cleanup following excessive trimmings on the private property side.
Fiscal Impact Summary:
Fiscal Impact:
The recommended actions will approve a five-year Public Works Agreement with Colts Landscape, Inc. for citywide vine trimming services in the amount of $87,046 and a 20% contingency of $17,409.20. Services under this agreement will be scheduled after July 1, 2025. Funds to support this contract have been proposed in the operating budgeted amount of $96,920 for FY 2025-26 and will continue to be requested for future fiscal years through the term of the contract.
Attachments
PSA - Colts Landscape - Packet
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14 Page D-1
SECTION D
GENERAL PROVISIONS
SCOPE OF WORK
The City is soliciting bids to provide vine trimming services citywide two times per year.
The height of the vines shall not be more than one foot above retaining wall and shall be trimmed to protrude no more than one foot on all pedestrian sidewalks. Work shall be done in coordination with the Public Works Supervisor. Trimming will commence following July 1, 2025. In following years, trimming will commence following January 1 and July 1 each year.
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13 Colt’s Landscape, Inc.
Rev. 01/2024
EXHIBIT B
INSURANCE REQUIREMENTS
51 EXHIBIT B
INSURANCE REQUIREMENTS
A.Minimum Scope and Limits of Insurance
City reserves the right to review any and all of the required insurance policies and/or endorsements, but has no obligation to do so. Failure to demand evidence of full compliance with the insurance requirements set forth in this Agreement or failure to identify any insurance deficiency shall not relieve Consultant from, nor be construed or deemed a waiver of, its obligation to maintain the required insurance at all times during the performance, including any extension thereof, of this Agreement.
Consultant shall obtain, maintain, and keep in full force and effect during the life of this Agreement, including any extension thereof, all of the following minimum scope of insurance coverages:
1.Commercial General Liability Insurance
Broad-form commercial general liability, with coverage at least as broad as the most current version of ISO Commercial General Liability coverage form CG 00 01, in a form at least as broad as ISO form CG 00 01 04 13, and shall include insurance for premises and operations, products/completed operations, broad form property damage, blanket contractual liability, independent contractors, personal injury or bodily injury, and personal and advertising injury with a policy limit of not less than Two Million Dollars ($2,000,000.00) per occurrence and Four Million Dollars ($4,000,000.00) general aggregate. The aggregate limit, encompassing the above coverage, shall apply separately to this project/location. If Consultant maintains higher limits than the specified minimum limits, City requires and shall be entitled to coverage for the higher limits maintained by the Consultant.
2.Business Automobile Liability Insurance
Business automobile liability for all owned, hired, leased, and non-owned vehicles at least as broad as the most current version of ISO Business Auto Coverage form CA 00 01, with a policy limit of not less than Two Million Dollars ($2,000,000.00) combined single limit per accident. If Consultant maintains higher limits than the specified minimum limits, City requires and shall be entitled to coverage for the higher limits maintained by the Consultant.
3.Workers’ Compensation and Employer’s Liability Insurance Workers’ compensation insurance as required by the State of California and Employer’s Liability Insurance with a minimum limit of One Million Dollars ($1,000,000.00) per accident for any employee or employees of Consultant. Consultant agrees to waive and to obtain endorsements from its workers’ compensation insurer waiving subrogation rights under its workers’ compensation insurance policy against the City, its officers, officials, agents, employees, and volunteers for losses arising from work performed by Consultant for the City and to require each of its subcontractors, if any, to do likewise under their workers’ compensation insurance policies.
By signing this Agreement, the Consultant acknowledges and agrees to the following:
52 I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for Workers' Compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this contract.
The Consultant shall also comply with Section 3800 of the Labor Code by securing, paying for, and maintaining in full force and effect for the duration of this Agreement, complete workers’ compensation insurance, and shall furnish a certificate of insurance to the Project Manager before execution of this Agreement by the City. The City, its officers, officials, agents, employees, and volunteers shall not be responsible for any claims in law or equity occasioned by failure of the Consultant to comply with this Section.
4.Standards for Insurance Companies
All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commission to transact business of insurance or is on the List of Approved Surplus Line Insurers in the State of California, with an assigned policyholders’ rating of A-(or higher) and Financial Size Category Class VII (or larger) in accordance with the latest edition of Best’s Key Rating Guide.
B.Documentation and Other Provisions
1.The commercial general liability insurance policy and business automobile liability policy shall be endorsed to contain the following: The City of Placentia, its officers, officials, agents, employees, and volunteers are additional insureds with respect to: liability arising out of activities performed by or on behalf of the Consultant pursuant to its contract with the City; products and completed operations of the Consultant; premises owned, occupied, or used by the Consultant; and automobiles owned, leased, hired, or borrowed by the Consultant. General liability coverage can be provided in the form of an endorsement to the Contractor’s insurance at least as broad as one of the following ISO ongoing operations forms: CG 20 10 or CG 20 26 or CG 20 33 (not allowed from subcontractors), or CG 20 38; and one of the following ISO completed operations forms:
CG 20 37, 2039 (not allowed from subcontractors), or CG 20 40.
2.Said policies shall not terminate, nor shall they be cancelled or coverage reduced, without at least thirty (30) days’ written notice to the City. In the event of any cancellation or reduction in coverage or limits of any insurance, Consultant shall forthwith obtain and submit proof of substitute insurance. Should Consultant fail to immediately procure other insurance, as specified, to substitute for any cancelled policy or reduction in the required coverage limits, the City may procure such insurance at Consultant’s sole cost and expense.
3.The Consultant’s insurance coverage shall be primary insurance coverage at least as broad as ISO CG 20 01 04 13 as respects the City of Placentia, its officers, officials, agents, employees, and volunteers. Any other insurance maintained by the City of Placentia shall be excess and not contributing with the insurance provided by this policy.
4.Any failure to comply with the reporting provisions of the policies shall not affect coverage provided to the City of Placentia, its officers, officials, agents, employees, and volunteers. 53 5.Defense fees and costs shall not deplete the limits of any insurance provided under this Agreement.
6.The Consultant’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability.
7.Consultant shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Consultant shall ensure the City is an additional insured on insurance required from subcontractors.
8.Consultant agrees to waive, and to obtain endorsements from insurers waiving, subrogation rights against the City, its officers, officials, agents, employees, and volunteers for losses arising from work performed by Consultant for the City and to require each of its subcontractors, if any, to do likewise under their insurance policies.
9.Coverage shall be on a standard occurrence form.Claims-made forms are not acceptable. Modified, limited, or restricted occurrence forms are not acceptable. 54 14
Colt’s Landscape, Inc.
Rev. 01/2024
EXHIBIT C
CERTIFICATES OF INSURANCE AND ENDORSEMENTS
55 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS.
INSURER(S) AFFORDING COVERAGE
INSURER F :
INSURER E :
INSURER D :
INSURER C :
INSURER B :
INSURER A :
NAIC #
NAME:CONTACT
(A/C, No):FAX
E-MAILADDRESS:
PRODUCER
(A/C, No, Ext):PHONE
INSURED
REVISION NUMBER:CERTIFICATE NUMBER:COVERAGES
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.
If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
OTHER:
(Per accident)
(Ea accident)
$
$
N / A
SUBR
WVD
ADDL
INSD
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. $
$
$
$PROPERTY DAMAGE
BODILY INJURY (Per accident)
BODILY INJURY (Per person)
COMBINED SINGLE LIMIT
AUTOS ONLY
AUTOSAUTOS ONLY
NON-OWNED
SCHEDULEDOWNED
ANY AUTO
AUTOMOBILE LIABILITY
Y / N
WORKERS COMPENSATION
AND EMPLOYERS' LIABILITY
OFFICER/MEMBER EXCLUDED?
(Mandatory in NH)
DESCRIPTION OF OPERATIONS below
If yes, describe under
ANY PROPRIETOR/PARTNER/EXECUTIVE
$
$
$
E.L. DISEASE - POLICY LIMIT
E.L. DISEASE - EA EMPLOYEE
E.L. EACH ACCIDENT
EROTH-STATUTEPER
LIMITS(MM/DD/YYYY)POLICY EXP(MM/DD/YYYY)POLICY EFFPOLICY NUMBERTYPE OF INSURANCELTRINSR DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required)
EXCESS LIAB
UMBRELLA LIAB $EACH OCCURRENCE
$AGGREGATE
$
OCCUR
CLAIMS-MADE
DED RETENTION$
$PRODUCTS - COMP/OP AGG
$GENERAL AGGREGATE
$PERSONAL & ADV INJURY
$MED EXP (Any one person)
$EACH OCCURRENCE
DAMAGE TO RENTED $PREMISES (Ea occurrence)
COMMERCIAL GENERAL LIABILITY
CLAIMS-MADE OCCUR
GEN'L AGGREGATE LIMIT APPLIES PER:
POLICY PRO-JECT LOC
CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY)
CANCELLATION
AUTHORIZED REPRESENTATIVE
ACORD 25 (2016/03)
© 1988-2015 ACORD CORPORATION. All rights reserved.
CERTIFICATE HOLDER
The ACORD name and logo are registered marks of ACORD
HIRED
AUTOS ONLY
4/17/2025
Champion Risk &Insurance Services,L.P.
12264 El Camino Real,Ste 350
San Diego CA 92130
858-369-7900 800-829-0807
[email protected]
Omaha National Casualty Company 32107
COLTLAN-01 Middlesex Insurance Company 23434ColtsLandscapeInc. 12111 Chapman Ave
Garden Grove CA 92840
1552308170
B X 1,000,000
X 500,000
5,000
1,000,000
3,000,000
X
Y Y A0279124004 4/15/2025 4/15/2026
2,000,000
B 1,000,000
X
X X
Y Y A0279124001 4/15/2025 4/15/2026
B X 2,000,000
X
A0279124005 4/15/2025 4/15/2026
2,000,000
Prod/Comp Ops Agg 2,000,000
A X
Y
Y ONCC1701242301 1/6/2025 1/6/2026
1,000,000
1,000,000
1,000,000
CERTIFICATE HOLDER IS AN ADDITIONAL INSURED ON A PRIMARY AND NON-CONTRIBUTORY BASIS WITH RESPECTS TO GENERAL &AUTO LIABILITY INSURANCE WHERE REQUIRED BY WRITTEN CONTRACT,SUBJECT TO POLICY TERMS AND CONDITIONS,AND ATTACHED FORMS.
WAIVER OF SUBROGATION APPLIES PER ATTACHED FORM(S).
The City of Placentia,its officers,officials,agents,employees,and volunteers are included as additional insureds,when required by written contract.
City of Placentia
401 E.Chapman Ave.
Placentia CA 92870
THIS CERTIFICATE SUPERSEDES PREVIOUSLY ISSUED CERTIFICATE 56 57
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