Report to Mayor and City Council
Tuesday, July 18, 2023
Consent
SUBJECT:
Title
CONSIDER AWARDING CONTRACTS TO MARIPOSA LANDSCAPES INC. AND SWAYZER CORPORATION FOR LANDSCAPE MEDIAN MANAGEMENT AND CONSIDER APPROVAL OF RESOLUTION NO. 23-124 AMENDING THE FISCAL YEAR 2023-2024 BUDGET IN THE AMOUNT OF $71,298
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I. SUMMARY
Two Invitations for Bid, IFB 23-11 and IFB 23-12 (Exhibit Nos. 1 and 2), were released on June 15, 2023, to seek qualified contractors capable of providing professional landscape management services for the City’s medians. In response to the IFBs, staff received four (4) bids for each IFB. After careful review of the bids, staff is recommending the City Council award a three (3) year contract to Mariposa Landscapes Inc. for median landscape management of Area A and total contract amount of $865,296.00, with an option to extend by up to two (2) additional one-year terms at the City’s sole discretion (Exhibit No. 3), and award a three (3) year contract with Swayzer Corporation for median landscape management of Area B and total contract amount of $716,760.00, with an option to extend by up to two (2) additional one-year terms at the City’s sole discretion (Exhibit 4).
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. AWARD a three-year contract for landscape median management of Area A in an amount not to exceed $865,296.00, to Mariposa Landscapes Inc with an option to extend for two additional one-year terms at the City’s discretion; and
2. AUTHORIZE the Mayor to execute the contract, following approval as to form by the City Attorney; and
3. AWARD a three-year contract for landscape median management of Area B in an amount not to exceed $716,760.00, to Swayzer Corporation with an option to extend for two additional one-year terms at the City’s discretion; and
4. AUTHORIZE the Mayor to execute the contract, following approval as to form by the City Attorney.
5. ADOPT Resolution No. 23-124, “A RESOLUTION OF THE CITY OF CARSON CITY COUNCIL AMENDING THE FISCAL YEAR 2023-24 BUDGET IN THE GENERAL FUND AND SPECIAL REVENUE FUNDS”
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III. ALTERNATIVES
1. REJECT all bids
2. TAKE any other action the City Council deems appropriate consistent with the requirements of law
IV. BACKGROUND
The City of Carson maintains over 20 miles of medians, parkways, and embankments. Due to lapse of the previous median maintenance contract and the high levels of rainfall experienced earlier this year, the City’s medians became overgrown with weeds and ultimately fell to a below-standard condition. As a result of the overgrowth, residents expressed concerns for safety and reduced aesthetic quality. Staff worked to resolve the concerns by taking steps to procure a new median contractor via the formal IFB process; to address immediate needs of the medians while the IFB process ran its course, City Council approved a short-term agreement for landscaped median maintenance services with Swayzer Corporation for a 90-day period, ending July 31, 2023.
During the process of establishing the IFB, staff determined it was more advantageous to divide the medians into two service areas which could be managed concurrently. This division will ensure medians citywide are brought up to proper condition in a more expedient manner and allow for future median concerns to be addressed efficiently. The medians were split as follows: Area A, medians south of the 405 freeway and Area B, medians north of the 405 freeway.
On June 15, 2023, staff released IFB 23-11 (Area A) and IFB 23-12 (Area B) for landscape median management. Prospective bidders interested in managing both service areas were allowed to bid on both but had to demonstrate their ability to service each area simultaneously. Notices of the IFBs were posted in accordance with Carson Municipal Code (CMC) Section 2800 on the City’s website, at the City’s public notice locations, and published in a local newspaper on June 15, 2023. Bids were due on July 6, 2023.
In response to the IFBs, the City received the following bids:
Area A Bids
Company City Bid Amount Confirmed Annual
Mariposa Landscapes Inc Irwindale, CA $ 312,468.00 $288,432.00
SGD Enterprises Van Nuys, CA $ 318,500.00 $294,000.00
Swayzer Corporation Carson, CA $ 329,420.00 $304,080.00
DMS Facility Services Anaheim, CA $ 421,434.00 $389,016.00
Area B Bids
Company City Bid Amount Confirmed Annual
Swayzer Corporation Carson, CA $ 258,830.00 $238,920.00
SGD Enterprises Van Nuys, CA $ 301,600.00 $278,400.00
Mariposa Landscapes Inc Irwindale CA $326,248.00 $301,152.00
DMS Facility Services Anaheim, CA $ 421,434.00 $389,016.00
The bid amounts listed in the bid registers reflect the annual amount plus the monthly amount because in the IFBs the total monthly cost as well as the total annual cost were requested, and the total annual plus month costs appears as the bid amounts due to how the Planetbids platform is designed. The confirmed annual amounts reflect the corrected amounts after staff removed the monthly amount from the calculations.
Staff reviewed the bids for responsiveness and accuracy. As a result, it was determined that Mariposa Landscapes Inc. was the lowest responsive and responsible bidder for Area A and Swayzer Corporation was the lowest responsible and responsive bidder for Area B.
Staff is recommending Council approve a three- year contract, with two additional one-year term options with Mariposa Landscapes Inc. for a total contract amount of $865,296.00 and approve a three-year contract with Swayzer Corporation, with the option to extend for two additional one-year term options and a total contract amount of $716,760.00.
V. FISCAL IMPACT
Funds for these contracts in the amount of $500,000 were included in the FY 2023-24 general fund budget in Public Works Median Maintenance Account 101-80-840-108-6004. Staff is requesting approval of Resolution No. 23-124 transferring an additional $27,352.00 from the Median Maintenance materials and supplies account 101-80-840-108-6009 to account 101-80-840-108-6004 (Exhibit 5).
VI. EXHIBITS
1. IFB 23-11
2. IFB 23-12
3. Mariposa Contract
4. Swayzer Contract
5. Resolution No. 23-124
Prepared by: Arlington Rodgers Jr., Public Works Director