Item -15 - Award of Bid for LMDs and Landscaping AGENDA REPORT SUMMARY �. �r
TO: Honorable Mayor and Members of the City Council ,,,.���•' �o �
E� M THE•w Ja�'
FROM: James L. Bowersox, City Manag�
INITIATED BY: Jim Howell, Director of Public Works �� � `
DATE: July 5, 2005
SUBJECT: Award of Bids for Landscape Maintenance Services for Five Landscape Maintenance
Districts (LMD) and Selected City Landscaping
ABSTRACT
A Notice Inviting Bids was duly advertised and a pre-bid meeting was held on June 6, 2005 for landscape
maintenance services for various LMD and City sites. The City of Poway opened bids June 16, 2005. The bid
awards are for two years with the option to renew by mutual consent for four additional one-year terms.
Benchmark Landscape, Inc., Heaviland Enterprises, Inc. and LaBahn's Landscaping responded with bids.
Based on the contract stated Best Value Evaluation, Benchmark is determined to be the lowest, best-qualified
bidder for LMD 83-1A, B & C; LaBahn's Landscaping for LMD 86-2A & B, including two mini parks; and
Heaviland Enterprises for LMDs 86-1, 86-3A & B, 87-1,the Poway Road medians, the Library/Sheriff's sites,
the Poway Center for the Performing Arts, one mini park, and the City's pump and reservoir sites.
ENVIRONMENTAL REVIEW
This item is not subject to CEQA review.
FISCAL IMPACT
Sufficient funds have been budgeted for Fiscal Year 2005/2006 in the District Accounts 0204-4116,0206-4116,
0402-4120, 0411-4116, 0421-4116, 0422-4116, 0423-4116, 0424-4116, 0425-4116, 0426-4116, 0427-4116,
0428-4116, 0429-4116, 0405-4116 for a total of$848,436 for the first year of the contract.
ADDITIONAL PUBLIC NOTIFICATION AND CORRESPONDENCE
Copies of this report have been mailed to Benchmark Landscape, Inc, Heaviland Enterprises, Inc., and
LaBahn's Landscaping.
RECOMMENDATION
It is recommended that the City Council: 1)award the bid to Benchmark Landscape, Inc.for LMD 83-1A, B&C;
2)award the bid to Heaviland Enterprises, Inc.for LMDs 86-1,86-3A&B, LMD 87-1, including the Poway Road
medians, one mini-park, the Poway Center for the Performing Arts, the Library/Sheriff's site, and the City's
pump/reservoir sites; 3)award the bid to LaBahn's Landscaping for LMD 86-2A& B, including two mini-parks;
and 4) authorize staff to execute the contract documents.
ACTION
1 of 4 July 5, 2005 Item #�_
G�� �F �W'9Y
CITY OF POWAY
AGENDA REPORT Ty��'�ry�1N NE �pJ��4y
This repoM1 is included on the Consent Calendar. There will be no separate discussion of the repoR priorto approval by the City Council unless members of the
Council,staH or public request it to be removed trom the Consent Calendar and discussed separately. If you wish to have ihis report pulled for discussion,please
fll ou[a slip indicating the report number and give it to the City Clerk pnor to the beginning of the City Council meeting.
TO: Honorable Mayor and Members of the City Council
FROM: James L. Bowersox, City Manage��
INITIATED BY: Jim Howell, Director of Public Works �Q�y
Dennis Quillen, Assistant Director of Public Works�
Pat Nelson, Assessment District Specialist�
DATE: July 5, 2005
SUBJECT: Award of Bids for Landscape Maintenance Services for Five Landscape
Maintenance Districts (LMD) and Selected City Landscaping
BACKGROUND
The current contracts for the Landscape Maintenance Districts are due to expire June 30,
2005. The current contractors, Heaviland Enterprises, Inc. and LaBahn's Landscaping agreed
to extend their contracts with the City for an additional month to allow new award of bids.
A Notice Inviting Bids was published two consecutive Thursdays in the Powav News Chieftain,
and approximately 20 contractors were notified by mail. A pre-bid conference was held at the
Public Works Administration Office on June 6, 2005. Four prospective bidders attend this
mandatory pre-bid conference. Following the pre-bid conference,three addenda were issued
June 6 (two) and June 13, 2005.
FINDINGS
On June 16, 2005, three bidders (Benchmark Landscape, Heaviland Enterprises, and
LaBahn's Landscaping) submitted bids. These bids were opened and read as scheduled at
City Hall by Administrative Services staff.
The bid packages were reviewed for completeness, references checked, and staff completed
a Best Value Evaluation. Below are the determinations and recommendations based on the
Best Value Evaluation of the bids submitted. Evaluation determinations were based on 60%of
the evaluation being lowest or within 10 percent of lowest bid, up to 20 percent for Technical
Ability, up to 10 percent for Capability, up to five percent for Timely Service, and five percent
for Professionalism.
2 of 4 July 5, 2005 Item #�
Agenda Report—Award of Bids for Landscape Maintenance Services
July 5, 2005
Page 2
LMD 83-1 A, B and C
Benchmark received a score of 99.3% out of 100; Heaviland 79.4%; and LaBahn's 89.3%.
LMD 86-1 and Performinq Arts Center
Heaviland received a score of 99.4% out of 100, and LaBahn's 89.3%.
LMD 86-2 and Two Mini-Parks
LaBahn's received a score of 89.5% out of 100 and Heaviland 89.4%.
LMD 86-3, Librarv/Sheriff's Site, Powav Road Medians, and One Mini-Park
Heaviland received a score of 99.4% out of 100 and LaBahn's 79.5%.
LMD 87-1
Heaviland received a score of 99.4% out of 100; Benchmark 99.3%, and LaBahn's 85.3%.
Pumps and Reservoir Sites
The bids received from the two bidders (Heaviland Enterprises and LaBahn's Landscaping)
were widespread. LaBahn's bid $8,367.25 and Heaviland bid $27,947.00.
After reviewing the bid documents, it was evident from the frequency schedules submitted by
LaBahn's, LaBahn's did not sufficiently considerthe hours required to maintain these areas,or
to include materials costs as required in the bid.
Bidders were requested to base their bids on using one man, one truck for these services for
the entire year. Based on prevailing wage for the one man ($10 without benefits, $13.57 with
benefits), staff expected bids above $20,800.
Therefore, staff has rejected the bid from LaBahn's as incomplete, awarding the bid to
Heaviland Enterprises, Inc. in the amount of$27,947.00 is appropriate.
ENVIRONMENTAL REVIEW
This item is not subject to CEQA review.
FISCAL IMPACT
Sufficient funds have been budgeted for Fiscal Year 2005/2006 in the District Accounts 0204-4116,
0206-4116, 0402-4120, 0411-4116, 0421-4116, 0422-4116, 0423-4116, 0424-4116, 0425-4116,
0426-4116, 0427-4116, 0428-4116, 0429-4116, and 0405-4116 for a total of$848,436 for the first
year of the contract.
3 of 4 July 5, 2005 Item # �S
Agenda Report—Award of Bids for Landscape Maintenance Services
July 5, 2005
Page 3
ADDITIONAL PUBLIC NOTIFICATION AND CORRESPONDENCE
Copies ofthis report have been mailed to Benchmark Landscape, Inc, Heaviland Enterprises, Inc.,
and LaBahn's Landscaping.
RECOMMENDATION
It is recommended that the City Council: 1) award the bid to Benchmark Landscape, Inc. for LMD
83-1A, B & C; 2) award the bid to Heaviland Enterprises, Inc. for LMDs 86-1, 86-3A& B, LMD 87-1,
including the Poway Road medians, one mini-park, the Poway Center for the Performing Arts, the
Library/Sheriff's site, and the City's pump/reservoir sites; 3)award the bid to LaBahn's Landscaping
for LMD 86-2A & B, including two mini-parks; and 4) authorized staff to execute the contract
documents.
JLB:JRH:DQ:PN
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