SR 06-14-2016 3B
City Council
Report
City Council Meeting: June 14, 2016
Agenda Item: 3.B
To: Mayor and City Council
From: Martin Pastucha, Director, Public Works, Public Landscape
Subject: Award Bid to Furnish Material and Labor for the Landscape and Irrigation
Conversion Project
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4250 to Clean Cut Landscape, a California-based company to
furnish material and labor for the landscape and irrigation conversion project at
various City locations;
2. Authorize the City Manager to negotiate and execute a contractual services
agreement with Clean Cut Landscape, in an amount not to exceed $700,000
(includes a $73,230 contingency).
Executive Summary
In accordance with statewide drought mitigation efforts, the City is acting to reduce its
own institutional water consumption. Acco
in 2015, City landscaping accounted for 39% of the City government
usage. The proposed landscape and irrigation conversion project would reduce water
use in 39 locations citywide by roughly 2.4 million gallons a year. In April 2016, the City
solicited bids to furnish material and labor for landscape and irrigation conversions at
various City locations. Staff recommends Clean Cut Landscape as the best and lowest
bidder for this project for a total cost of $700,000 (includes a $73,230 contingency).
Background
On January 13, 2015 (Attachment A), Council adopted the updated Water Shortage
Response Plan (WSRP), reconfirmed a Stage 2 Water Supply Shortage, established a
citywide 20% reduction target from 2013 water usage by December 31, 2016, and
approved the implementation of water use allowances for all water customers (except
non-potable accounts) and penalties for exceedances of the allowance.
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On April 1, 2015, Governor Brown issued an Executive Order directing the State Water
Resources Control Board to impose mandatory restrictions to achieve an aggregate
statewide 25% reduction in potable urban water use by February 2016. To support the
Council approved the purchase of smart irrigation controllers
on March 22, 2016 (Attachment B).
To further advance water conservation, staff identified three approaches to reducing
water use, namely landscape and irrigation conversions, that could be implemented in
39 locations citywide. These areas were selected because they are the most viable for
turf removal and replacing spray with drip irrigation.
Discussion
The Public Landscape Division of the Public Works Department maintains 28 parks
(130 acres) and 282 landscaped sites (92 acres) such as medians, parkways and curb
bump-outs in the public right-of-way. Public Landscape Division staff responsibilities
include the management of active turf for sports fields and lawn bowling, passive turf
areas (low intensity use) such as the Civic Center and in front of City Hall, plant material
and public trees. Additionally, staff oversees six water features and landscaping at 34
City facilities such as Woodlawn Cemetery and the Big Blue Bus. Due to the routine
duties required to maintain the abovement
technicians do not have the capacity to perform the landscape and irrigation
conversions.
Landscape Division identified 54 conversion projects throughout the City. Since the bids
came in significantly higher than the budget, the projects were prioritized to the 39
highest water conserving projects within budget. These 39 water conservation projects
would include:
Converting planter bed spray irrigation to drip irrigation (at 32 sites):
Removing turf and adding mulch to make tree rings (at four sites);
Removing turf and installing decomposed granite and/or mulch (at three sites).
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Thirty-two sites totaling more than three acres would convert spray irrigation to a more
water-efficient drip irrigation system. Drip irrigation systems deliver low volumes of
water directly into the soil and root area and minimize water loss due to runoff,
evaporation or overspray. According to the United States Environmental Protection
Agency, drip irrigation systems use 20 to 50 percent less water than conventional pop-
up sprinkler systems. Based on this figure and 2013 water use data, these conversions
would save roughly a minimum of 1.9 million gallons per year. Additionally, 33,627
estimated square feet (.8 acres) of turf would be removed and replaced with
decomposed granite or mulch. Based on 2013 data, the removal of this turf would save
approximately 537,060 gallons per year. Based on 2013 data, the 39 proposed
landscape and irrigation conversion projects would reduce water use by roughly 2.4
million gallons per year, an approximate savings of $22,500 per year based on average
cost of tiers for commercial rates. Staff anticipates all work would be completed by the
end of 2016.
Vendor/Consultant Selection
On April 8, 2016, the City published Notices Inviting Bids to furnish material and labor
for the landscape and irrigation conversions at various City locations as required by the
Public Landscape Divisi
notices were advertised in the Santa Monica Daily Press in accordance with City
Charter and Municipal Code provisions. A total of 42 vendors downloaded the bid. Two
bids were received and publicly opened on April 26, 2016 (Attachment C).
Bidder Bid Amount
Clean Cut Landscape $1,140,932
Terra Form, Inc. $2,954,778
proposed budget of $700,000, which
did not account for prevailing wathan
Clean Cut Landscape primarily due to its substantially higher costs for turf removal.
Since the bids came in significantly over the proposed budget, staff reduced the scope
of work from 54 conversion projects to 39 conversion projects, while exploring other
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funding sources to address the remaining 15 conversion projects in the future. Bids
were evaluated based on the criteria in SMMC 2.24.072, including price, previous
experience, ability to deliver, quality of product, and compliance with City specifications.
Based on these criteria and references provided by Clean Cut Landscape for projects
completed for the California Department of Transportation, Clean Cut Landscape is
recommended as the best and lowest bidder to furnish material and labor for the
landscape and irrigation conversion at various City locations in accordance with City
specifications.
Financial Impacts and Budget Actions
The contract to be awarded to Clean Cut Landscape is for an amount not to exceed
$700,000 (includes a $73,230 contingency). Funds are available in the FY 2015-16
Capital Improvement Program budget in account C259132.589000.
Prepared By:
Carlos Collard, Senior Administrative Analyst
Approved Forwarded to Council
Attachments:
A. January 13, 2015 Staff Report (Web Link)
B. March 22, 2016 Staff Report (Web Link)
C. Attachment C- Bid Results
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Attachment C - Bid Results
Landscape and Irrigation Conversion at Various City Locations
CleanCut LandscapeTerra Form Inc.
BID #: 4250
Clovis, CaliforniaLa Canada, California
BID CLOSE DATE: 4/26/16
RESPONSE RESPONSE
VENDOR
$1,140,932.00$2,954,778.00
TOTAL AMOUNT OF BID:
TOTAL AMOUNT OF BID WRITTEN IN
ONE MILLION ONE HUNDRED FORTY THOUSAND NINE HUNDRED THIRTY TWO TWO MILLION NINE HUNDRED FIFTY FOUR THOUSAND SEVEN HUNDRED
DOLLARSSEVENTY EIGHT DOLLARS AND NO CENTS
WORDS:
NET 30_
PAYMENT TERMS
PLEASE DESCRIBE ANY ADDITIONAL FEES &
TRAFFIC CONTROL: 2 MEN, 1 TRUCK, 50 LONES, 5 36"X36" SIGNUS ON ANY UNFORSEEN OBSTACLES THAT MIGHT BE ENCOUNTERED DURING
BARRICADES, 2 ARROW BOARDS. PER DAY @ $700EXCAVATION OR TRENCHING
CHARGES NOT LISTED ABOVE
PROJECT WILL BE COMPLETED WITHIN _160 CALENDAR DAYS
RESPONSE RESPONSE
OTHER
COMPLETECOMPLETE
PREVAILING WAGE JOB ACKNOWLEGMENT
INCOMPLETECOMPLETE
OAKS
COMPLETE- NO PRESENCECOMPLETE- NO PRESENCE
ARIZONA
CONTRACT IS SUBJECT TO THE LIVING WAGECONTRACT IS SUBJECT TO THE LIVING WAGE
LIVING WAGE
ADDENDUM COMPLETECOMPLETE
OUT-OF CITY BUSINESS LICENSE
BUSINESS LICENSE