SR-903-002 (4)~_ . .
~ ~;tyof City Council Report
Santa Monica~
City Council Meeting: September 12, 2006
Agenda Item: 1 "~
To: Mayor and City Council
From: Craig Perkins, Director - Environmental and Public Works Management
Subject: Contract for Woodlawn Cemetery Landscaping Services
Recommended Action
This report recommends that the City Council award a contract with Valley Crest
Landscape Maintenance in an amount of $221,796 with a contingency amount of
$20,179, for the grounds maintenance services at Woodlawn Cemetery.
Executive Summary
Staff has investigated various options for providing landscape maintenance services at
Woodlawn Cemetery consistent with other City-owned open space, and consistent with
expectations of Cemetery visitors and patrons. Based on staff's evaluation and following
a bidding process, it is recommended that Council authorize the City Manager to award a
landscape contract with Valley Crest Landscape Maintenance in the amount of $221,967
p{us a contingency amount of $20,179.
Discussion
Woodlawn Cemetery, grounds maintenance, mausoleum maintenance, and
interment/disinterment services are provided by City staff, under the direction of the
Environmental and Public Works Management Department. Seven permanent
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maintenance positions are budgeted for this purpose. As a result of staffing shortages,
maintenance of the Cemetery grounds remains inconsistent, resulting in less then
acceptable appearance of the grounds and markers. The Department is proposing to
utilize salary savings resulting from the three vacant ground maintenance positions to
help off-set the cost of this important enhancement. The remaining four filled staff
positions will concentrate on performing mausoleum cleaning and maintenance, continue
to perform all the tasks associated with burials or interments, and augment grounds
maintenance activities whenever possible. Services under this contract will include once
a week turf mowing, aeration, fertilization, weeding, trimming, trash pick-up, and the
perimeter hedge both inside and outside the Cemetery grounds. The contract would be
for a one-year term with options to extend. A more permanent solution will be
implemented following the outcome of the planned Council discussion on contracting out
certain services.
Contractor/Consultant Selection
In April 2006 a request for bids was issued to thirty-seven contractors and the City
received eight bids. It was determined that six of the responses meet the bid
specifications. Following Environmental and Public Works Management staff's analysis
of the bids and contractor work history, Valley Crest Landscape Maintenance is
recommended as the best overall bidder. Valley Crest possesses the experience,
equipment, available staffing and understanding of the conditions to perform the various
tasks successfully. The contractor has successfully completed several projects for other
cities and agencies. The State Contractors' License Board verified that the Contractor's
license is current, active, and in good standing.
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Budqet/Financial Im act
The contract will be awarded in the amount of $221,796 which includes a 10%
contingency of $20,179. The following budget actions will be required to fund the
contract:
1. Freeze hiring of the three vacant ground maintenance positions at the
Cemetery.
2. Transfer the $170,000 in estimated salary savings to Cemetery account
37641.555010 (Contractual Services).
3. Appropriate $51,796 to account 37641.555010 from the Cemetery fund
balance.
No additional loan from the General Fund is required due to the increased budget
appropriation. Cemetery activities for Fiscal Year 2005/06 resulted in an increase of
over $200,000 in additional sales revenues.
Prepared by: Joan Akins, Administrative Services Manager
Approved:
Forwarded to Council:
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Craig Perkin P ont Ewell
Director - vironmental and Public i Manager
Works Management Department
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