Item Number: 4
City Council / Board of Directors
Written Communications
Meeting of: April 1, 2025
Submitted By:
Doug Mathews, Director of Public Works and Water
Subject:
Brentwood Beautification Project, Project CC25-071
Recommendation:
That the Honorable City Council approve the award of a Construction Contract for the Brentwood Beautification Project, Project CC25-071, to Contractor's Connect in an amount not-to-exceed $287,500.00.
Fiscal Impact:
The recommended contract award includes a base amount of $250,000.00, with an additional 15 percent contingency of $37,500.00. The contingency is necessary to address any unforeseen conditions that may arise during construction, such as potential failures in the existing irrigation system, which could require full or partial replacement. It will also accommodate any unexpected site conditions that might necessitate minor design adjustments or additional materials to ensure the project’s successful completion and long-term viability.
The total expenditure of $287,500.00 for the Brentwood Beautification Construction Contract has been allocated in the FY 24-25 budget under the following account code(s):
Account Account
Description
Amount
Available
Contract
Amount
2813025U-52300-21226 CDBGPW- Contract
SVCS.
$149,528.00 $149,528.00
3705503-55070-70748 LMAD 3 –
Improvements
$148,878.22 $137,972.00
Total: $298,406.22 $287,500.00
4 0
4 9
Strategic Plan Goal:
This item aligns with Goal E, Invest in Infrastructure, which emphasizes creating a healthy and livable community by maintaining the City’s assets through investment in infrastructure and innovation. By awarding the Brentwood Beautification Construction Contract, the City not only enhances community aesthetics but also reduces maintenance costs and conserves water, directly improving the quality of life for residents. This proactive approach ensures the long-term sustainability of the City's environment, fosters civic pride, and supports the overall well-being of the community.
Background:
Landscape Maintenance Assessment District No. 3 (LMAD 3) was established in 1987 and covers approximately 747,054 square feet of landscaped area maintained by the City in the Brentwood neighborhood of Victorville. Properties within this district currently pay a fixed annual assessment of $69.38 for maintenance. However, the assessment lacks a built-in mechanism to adjust for inflation and the rising costs of labor, materials, and water.
As a result, funding has not kept pace with increasing expenses, leading to deteriorating landscaping conditions that negatively impact the appearance of the area. This situation underscores the need for a solution that addresses these financial shortfalls, ensuring that the landscaping remains well-maintained and aesthetically pleasing, while meeting the evolving needs of the community.
To address these concerns, staff applied for a Community Development Block Grant (CDBG) in January 2024 to support beautification efforts, address funding shortages, and enhance sustainable landscaping within LMAD 3. Public Works was awarded a CDBG grant in the amount of $149,528.00. Additionally, as part of the FY24/25 budget, the City Council appropriated $150,000.00 from LMAD 3 funds to further support this project.
Staff utilized the expertise of the City’s talented staff to create a landscape design for the project and subsequently conducted a competitive bid solicitation using formal bidding procedures in accordance with Victorville Municipal Code (VMC) Section 2.28.210.
Although the project is below the $500,000 threshold outlined in VMC 2.28.210, formal bidding procedures were followed to comply with the requirements of the CDBG program.
The Request for Bid (RFB) was advertised in the Daily Press on December 9, 2024, in the San Bernardino Sun on December 15, 2024, mailed to twelve (12) prospective contractors, and posted on the City of Victorville's website. As a result, the City received bids from the following six (6) contractors, ensuring a competitive and transparent process for selecting the most qualified firm to carry out the beautification project:
•Contractor’s Connect, Victorville, CA - $250,000.00
•Superb Engineering, Banning, CA - $284,436.50
o(Corrected from $289,668.50 due to a mathematical error) •Fireman Landscape, Acton, CA - $365,275.00
o(Corrected from $365,575.00 due to a mathematical error) •Marina Landscape, Orange, CA - $370,524.00
•Inland Empire, San Bernardino, CA - $496,963.01
•LA Engineering, Inc., Covina, CA - $549,500.00
4 0
4 9
During the bid evaluation process, mathematical errors were identified in the bids submitted by Superb Engineering and Fireman Landscape. The corrected bid amounts are reflected above and were considered during the evaluation. These adjustments ensured that the evaluation was based on accurate and fair comparisons of the submitted bids.
Discussion:
This project, known as the Brentwood Beautification Project, focuses on improving a high- visibility area within LMAD 3, located across the street from Brentwood Elementary School and Brentwood Park. This area serves as a well-traveled walkway for children and families heading to and from the school and park, as well as a visible part of the neighborhood frequently passed through by residents and visitors. The project will transform this area into a more inviting and well-maintained landscape, enhancing its appearance and usability for the community.
The planned improvements will include removing existing trees and replacing them with drought-tolerant species. The project will incorporate xeriscape elements, such as boulders, decomposed granite, and decorative rocks of varying sizes. The existing irrigation system will be retrofitted to accommodate the new plantings; however, due to the system’s age, some components may require full replacement. Community amenities, such as walkways and benches, will also be added to enhance accessibility and usability.
These enhancements will create a visually appealing landscape, increase property values, and foster community pride. By incorporating drought-resistant materials, the project promotes water conservation and aligns with statewide sustainability efforts.
Additionally, it will help reduce blight, lower maintenance costs, and provide a clean and safe space for the community.
In accordance with VMC section 2.28.210, the City Council may award the construction contract to the best value bidder, with VMC 2.28.040, outlining the criteria for determining the best value bidder. Contractor’s Connect emerged as the best value bidder due to the following factors:
•VMC 2.28.040 (a)(1)- Price; and
•VMC 2.28.040 (a)(2)- The bidder’s ability, capacity and skills to provide the goods and/or services in accordance with the bid specifications.
These factors, in combination, position Contractor’s Connect as the best value bidder for the Brentwood Beautification Project.
Accordingly, staff recommends that the City Council award a Construction Contract for the Brentwood Beautification Project to Contractor’s Connect in an amount not to exceed $287,500.00.
Staff remains available for any questions the Council may have. 4 0
4 9
Attachments: A. Landscape Design
B. Construction Agreement