HomeMy WebLinkAboutPW Parkette Routine Landscape Bid RejectionDepartment: Public Works
Agenda
Agenda Item No: f
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Meeting Date: June 2, 2014
Prepared by: Manager Approval:
Director of Public Works
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SUBJECT: REPORT ON BID OPENING FOR THE PARKETTE ROUTINE LANDSCAPE
MAINTENANCE (BID OPENING HELD ON TUESDAY, MAY 6,2014) AND
RESOLUTION REJECTING ALL BIDS
BACKGROUND:
Currently, the Department of Public Works Parks Division provides routine landscape maintenance
services at ten City owned parks, nine City parkettes (mini -parks), three sports fields, City Hall, the Terra
Linda swimming pool, the Falkirk Cultural Center, the library, three Community Centers and the Public
Works headquarters. In addition, the Parks Division maintains the City's 24 acres of medians, 16 acres of
roadside landscaping and for more than 50,000 City trees.
Parks Division staffing has been reduced significantly over the past several years. The division has been
unable to spend sufficient time maintaining high use and high visibility areas such as the City parks,
medians and roadsides,, community centers, and sports fields.
Hiring a contractor to perform routine landscape maintenance at the City's nine parketten will allow Parks
Division staff to concentrate on the City's main facilities. City staff will continue to monitor and oversee
the work of the contractor, and will also respond to emergency situations.
On April 7, 2014, the City Council adopted the specifications and authorized the City Clerk to call for
bids. The project was advertised in accordance with San Rafael's Municipal Code and policies, and
seated bids were publicly opened and read aloud on May 6, 2014 at 10: 00 AM. Contractors submitted the
following bids:
NAME OF BIDDER
Coast Landscape Management
New Image Landscape
Forster & Kroeger Landscape Maintenance, Inc.
File No.:
Dilsposition:
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ANALYSIS:
The bids received exceed the authorized $57,000 budget for maintaining the nine parkettes. Per Section
11. 5 0. 100 of the San Rafael Municipal Code, "the awarding authority may in its sole discretion reject any
and all bids presented".
After tabulation of the bids, staff found that Riviera, Bernard Hoffman and Hartzell parkettes required
additional travel time by the contractor. The general cost to maintain these parkettes was therefore more
expensive than originally anticipated. Following this Council action the Department of Public Works will
informally rebid the referenced project without the three parks noted in order to meet the budget
allocation. City Parks Division staff will continue to maintain the three parkettes removed from the scope
of this project.
FISCAL IMPACT:
There is no fiscal impact for rejecting the bids received.
ACTION REQUIRED:
Reject all bids.
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REPORT ON BID OPENING FOR THE PARKETTE ROUTINE LANDSCAPE
MAINTENANCE (BID OPENING HELD ON TUESDAY, MAY 6, 2014) AND RESOLUTION
REJECTING ALL BIDS
WHEREAS, On April 7, 2014, the City Council adopted the specifications for the Parkette
Routine Landscape Maintenance project; and
WHEREAS, on the 6th day of May, 2014, pursuant to due and legal notice published in the
manner provided by law, inviting sealed bids for proposals for the work hereinafter mentioned, as more
fully appears from the Affidavit of Publication thereof on file in the office of the City Clerk of the City of
San Rafael, California, the City Clerk of said City did publicly open, examine, and declare all sealed bids
or proposals for doing the following work in said City, to
"PARKETTE ROUTINE LANDSCAPE MAINTENANCE"
PROJECT ACCOUNT 241-44-11105-9270
in accordance with the specifications therefore on file in the office of said City Clerk; and
WHEREAS,, bids received were in excess of the authorized budget; and
WHEREAS, the San Rafael Municipal Code section 11.50.100 states that the awarding authority
has the sole discretion to reject all bids.
1. All bids received for the Parkette Routine Landscape Maintenance be rejected in
accordance with the San Rafael Municipal Code section
I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution
was duly and regularly introduced and adopted at a regular meeting of the City Council of said City held
on Monday, the 2"d day of June, 2014 by the following vote, to wit:
AYES: COUNCILMEMBERS: Bushey, Colin, Connolly, McCullough & Mayor Phillips
1111re-01-8-04-1M I No 1 1$3
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ESTHER C. BEIRNE, City Clerk
INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A ' CONTRACT, AGREEMErlT,
ORDINANCE OREESOLUTION BEFORE
l R L BY COUNCIL / AGENCY.
SRRA / SRCC AGENDA ITEM NO. I - f-- .
Nader Mansourian
REPORT
t! ; BID
OPENING FOR
THE i i i ROUTINE LANDSCAPE MAINTENANCE (BID
OPENING HELD ON TUESDAY9 MAY 69 2014) AND RESOLUTION REJECTING ALL BIDS
Department aa• (signature)
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(LOWER HALF OF FORM FOR APPROVALS ONLY)
APPROVED
!iROD AS COUNCIL / AGENCY
AGENDA
APPROVED AS TO FORM -
City Attorney (signature}