SR 07-23-2019 3M
City Council
Report
City Council Meeting: July 23, 2019
Agenda Item: 3.M
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Public Landscape
Subject: Award Bid #4369 and enter into agreement with Mariposa Landscapes, Inc.
for Citywide Landscape Maintenance Services
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4369 to Mariposa Landscapes, Inc., a California -based company, for
citywide landscape maintenance services for the Public Works Department.
2. Authorize the City Manager to negotiate and execute an agreement with
Mariposa Landscapes, Inc. in an amount not to exceed $12,383,435 (including
$400,000 each year for one-time projects and potential new sites, plus a 5%
contingency) over a five-year period.
Summary
The City uses a mix of in-house staff and contracting with a vendor to provide
landscape maintenance services citywide. A master contract has been used for
landscape services in many of our public open spaces including certain park space,
medians and City-owned facilities including Woodlawn Cemetery, City Hall and
Annenberg Community Beach House. The City also contracts out special landscape-
related projects. The current landscape maintenance contract expires on September 1,
2019. Staff recommends Mariposa Landscapes, Inc. as the best bidder for citywide
landscape maintenance services for an amount not to exceed $12,383,438 over a five-
year period (includes $400,000 each year to account for one -time projects and new
routine sites).
Discussion
The Public Landscape Division oversees landscape maintenance at open spaces
citywide including weed abatement, hardscape cleaning, irrigation inspections, trash
removal at parks, turf aerification, fertilization and mowing. The division employs a
combination of in-house staff and contractor services to complete these tasks, since the
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City has not had the resources to maintain all sites using City staff . Additionally, bringing
this service in-house would require the hiring of numerous permanent full-time staff
along with the purchase of several vehicles and pieces of equipment to maintain
approximately 110 acres of landscaping on 141 different park, facility, and street median
sites throughout the city. Depending on the required tasks, the recommended vendor
would perform routine work at different frequencies, such as daily, weekly, or monthly,
and one-time projects at the request of various departments. One-time projects include
installation of turf or plants, planter and turf renovations, palm frond removal after
inclement weather, and weed abatement. In addition, as new sites requiring ongoing
maintenance are completed, such as Ishihara Park in 2017, the landscape maintenance
could be performed by the vendor. As a result, the recommended contract authority
includes an additional $400,000 each year to account for one-time projects and new
routine sites. In these cases, funds would be encumbered by specific departments and
used as needed.
Vendor Selection
Bid Data
Bid Posting
Date Bid Posted On
Bid Advertised In
(City Charter &
Municipal Code)
# of Vendors
Downloaded
# of
Submittals
Received
Date
Publicly
Opened
4/15/2019 City's Online
Bidding Site
Santa Monica
Daily Press 32 6 5/13/2019
Submittals Received * Selection Criteria
Brightview
Landscape
$9,610,851.84
Municipal Code SMMC 2.24.180
Mariposa
Landscapes
$9,793,749.65
Evaluation
Criteria
Price, quality of services
offered, capacity of the bidder
to perform services, capacity of
the bidder to perform the
contract within the time
specified, experience
Parkwood
Landscape
$9,847,696.85
Evergreen
Landscaping
$10,235,958.60
Best Bidder Mariposa Landscapes
LandCare $11,658,474.60
Swayzer
Corporation
$81,437,520.00
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*Total price of five-year contract including optional sites and annual cost increases.
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the General Fund, Beach Recreation
Fund, Water Fund, Wastewater Fund, Airport Fund, Cemetery Fund, Clean Beaches
Fund, Pier Fund, and Big Blue Bus Fund and to award a contract with Mariposa
Landscapes for citywide landscape maintenance services.
Contract Request
Request Amount
FY 2019-20 Budget
Department/CIP Account #
Total Contract
Amount
$16,356 01160002.529140 $85,387
$1,056 01180003.529140 $5,513
$1,056 01190001.529130 $5,513
$2,112 01200005.529140 $11,026
$51,252 01400028.550010 $267,561
$1,584 01500003.552010.55099 $8,268
$79,212 11500001.550010 $413,527
$88,056 11500002.550010 $459,699
$3,696 51500001.529420 $19,295
$4,224 51500001.529450 $22,052
$288,564 57500002.529220 $1,506,456
Best Bidder Justification
Mariposa Landscapes is not the lowest bidder, but demonstrated its ability to maintain
large municipal parks and locations with complicated site requirements. The company
also received exceptional references, has skilled employees, provides good customer
service and reliable equipment, and has an efficient and responsive management
structure. The total cost of the recommended five -year contract with Mariposa is less
than 2% higher than the lowest bidder.* The contract differs from the bid amount to the
addition of $2,000,000 ($400,000 per year over five years) for special projects and
additional routine sites and a 5% contingency.
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$139,788 59500001.550010 $729,767
$1,056 16500001.529070 $5,513
$53,808 50500001.550010 $280,906
$8,436 53500001.529160 $44,040
$24,792 60600011.550016 $129,427
$594,852 01500023.550010.40073 $3,105,441
$516,108 01500023.550010 $2,694,356
$589,688 01500023.550010
(contingency) $589,688
$400,000 Account provided by
requesting department $2,000,000
$2,865,696 Total $12,383,435
Future year funding is contingent on Council budget approval.
Prepared By: Joel Britton, Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. Mariposa Landscapes, Inc. Oaks Initiative Disclosure Form
CITY OF SANTA MONICA
OAKS INITIATIVE DISCLOSURE FORM
In order to facilitate compliance with the requirements of the Oaks Initiative, the City
compiles and maintains certain information. That information includes the name of any
person or persons who is seeking a “public benefit.” If the “public benefit” is sought by
an entity, rather than an individual person, the information includes the name of every
person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten
percent interest in the entity.
Public benefits include:
1. Personal services contracts in excess of $25,000 over any 12-month period;
2. Sale of material, equipment or supplies to the City in excess of $25,000 over a 12-
month period;
3. Purchase, sale or lease of real property to or from the City in excess of $25,000
over a 12- month period;
4. Non-competitive franchise awards with gross revenue of $50,000 or more in any
12-month period;
5. Land use variance, special use permit, or other exception to an established land
use plan, where the decision has a value in excess of $25,000;
6. Tax “abatement, exception, or benefit” of a value in excess of $5,000 in any 12-
month period; or
7. Payment of “cash or specie” of a net value to the recipient of $10,000 in any 12-
month period.
Name(s) of persons or entities receiving public benefit:
Name(s) of trustees, directors, partners, and officers:
Name(s) of persons with more than a 10% equity, participation, or revenue interest:
Prepared by: ____________________________Title: __________________________
Signature: ______________________________________ Date: ________________
Email: ____________________________________ Phone: ____________________
FOR CITY USE ONLY:
Bid/PO/Contract # ____________________________ Permit # ___________________________
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REFERENCE:
Agreement No. 10889
(CCS)