Agenda Item: 6
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: August 22, 2023
SUBJECT: LANDSCAPE MULCH PURCHASE AND DELIVERY CONTRACT DEPARTMENT: Administrative Services
PRESENTER: Keith Miller
RECOMMENDED ACTION
City Council:
1. Award a two-year contract to C & M Topsoil, Inc., for the purchase and delivery of mulch in support of the City of Santa Clarita’s Landscape Maintenance District operation as specified in Bid No. LMD 22-23-37 for an annual amount not to exceed $117,000.
2. Authorize the City Manager or designee to execute up to three additional one-year renewal options beginning in year three, not to exceed the base contract of $117,000 plus CPI adjustments, upon request of the contractor and contingent upon the appropriation of funds by the City Council in the annual budget for such fiscal year.
3. Authorize the City Manager or designee to execute all contracts and associated documents, subject to City Attorney approval.
BACKGROUND
The use of mulch is a landscaping best management practice. The City of Santa Clarita’s (City) Landscape Maintenance District (LMD) operation spreads more than 2,400 tons of mulch throughout the 62 financially independent zones within the LMD. Moreover, mulch is more aesthetically pleasing than bare dirt; it helps retain moisture in the soil, thereby reducing water use; and it inhibits weed growth, thus reducing the use of chemical weed retardants.
On February 2, 2023, Bid No. LMD-22-23-37, for the procurement and delivery of mulch on an as-needed basis, was circulated to potential vendors via the City’s e-procurement platform, BidNet. For the purpose of the procurement process, proposers were asked to submit pricing based on the delivery of 12,000 cubic yards of mulch.
This solicitation was advertised to 78 vendors, including the Santa Clarita Valley Chamber of Commerce and the Valley Industrial Association. Twelve vendors downloaded the bid, with two companies submitting responses. Bids were opened on March 13, 2023, with the results shown below:
BID COMPANY LOCATION BID AMOUNT
Bid 1 C & M Topsoil, Inc. Sylmar, CA $117,000
Bid 2 North Hills Recycling, Inc. Granada Hills, CA $121,650
Staff reviewed the submissions and determined C & M Topsoil, Inc., to be the lowest responsive bidder, meeting all of the City’s bid specifications and demonstrating the capability of meeting the City’s expectations. As a result, staff recommends awarding a two-year contract to C & M Topsoil, Inc.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Adequate funds were appropriated by the City Council during the Fiscal Year 2023-24 budget process to support this contract. The procurement of mulch via C & M Topsoil, Inc. beyond Fiscal Year 2023-24 is contingent upon the appropriation of funds by the City Council during future budget processes.
ATTACHMENTS
LMD-22-23-37 Mulch Supplier Bid (available in City Clerk's Reading File) LMD-22-23-37 Response File for C & M Topsoil, Inc. (available in City Clerk's Reading File)