HomeMy WebLinkAbout02.A- Parks, Recreation & Community Services RESOLUTION(ID# 1948) DOC ID: 1948 A
�^ CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION
1� Agreement/Contract
From: Kevin L. Hawkins M/CC Meeting Date: 08/29/2012
Prepared by: Harriet Myers, (909) 384-5233
Dept: Parks, Recreation & Community Ward(s): All
Services
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino Authorizing the
City Manager to Execute Vendor Service Agreements with Inland Empire Landscape, Service
Scape, and Valley Crest Landscape to Perform Comprehensive Landscape Maintenance on the
City of San Bernardino's Fifty-Eight(58)Landscape Maintenance Districts.
Financial Impact:
Presently, 24 full-time City employees are maintaining the City's 58 Landscape Maintenance
Districts("LMDs") in addition to over 550 acres of open space, which includes 31 parks and
other City green-space. The estimated annual cost of maintaining the LMDs under the proposed
contracts is $463,248. If the contract are awarded, approximately 12 City positions will be
eliminated at an estimated annual savings of$628,300. The 12 employees who were transferred
from City park maintenance to LMD maintenance in 2009 would be slated to return to City
(� parks.
�✓ According to the City's Civil Service rules,without the identification of any additional funding,
which is currently estimated at$628,300 for salaries and benefits, awarding the contracts would
result in the termination through bumping of approximately 12 current full-time park
maintenance positions. Currently, 2 full-time positions are vacant and are being underfilled with
part-time personnel.
The City's 2011 LMD Assessment was approximately $1.41M, which included$1,038,911 of
City Labor and Other Costs. In 2010,the LMD Assessment was approximately $1.44M,which
included $1,053,066 of City Labor and Other Costs. Although the winning bid amounts are
significantly lower than the previous assessment amount utilizing city personnel,the full savings
will not be realized this year as assessments are based on the calendar year not fiscal year.
Funds for any subsequent contract services remain available in the Assessment District Reserve
(Account No. 254-150-5506-1462-0106)with the following allocation: Inland Empire Landscape
- $188,196, Service-Scape - $214,200 and Valley Crest Landscape maintenance - $60,852.
Motion: Waive full reading; and adopt the Resolution.
SYNOPSIS OF PREVIOUS COUNCIL ACTION
March 5, 2012 - The Mayor and Common Council approved the Ways and Means
Committee's recommendation to direct staff to initiate the Bid Process as
part of the LMD Reorganization Plan, which via Option A, would return
the City's LMD maintenance to contract services and the pre-2009 staffing
levels.
Updated: 8/28/2012 by Shauna Britton A
1948
January 11,2012 - The Ways and Means Committee reviewed the proposed reorganization
`"e and recommended the matter be presented to the Mayor and Common
Council with a recommendation of approval.
February 17,2009 - The Mayor and Common Council approved the Interim City Manager's
Modified Budget Strategy, which included the termination of Landscape
Maintenance District (LMD) contracts and shifted City Park maintenance
personnel to LMDs instead (effective April 1, 2009), which mitigated the
layoff of the positions initially proposed in the Parks Maintenance
Division.
BACKGROUND
In February 2009, as a continuation of the Interim City Manager's efforts to reduce costs, the
Mayor and Common Council approved a plan to restructure the City's Parks, Recreation and
Community Services Department to reduce General Fund expenditures while protecting jobs.
The measures approved:
Measure Savings
Termination of 14 general park maintenance positions $ 749,086
r^ General park maintenance M&O savings $ 100,000
�r Transfer of 12 positions to LMDs (includes $150,000 in $ 886,480
M&O)
Annual Park Maintenance Contract or Equivalent personnel -$ 650,000
Total GF Savings $1,085,566
Under the plan, which was initially considered a pilot program, the City eliminated 14 general
park maintenance positions preserving twelve general park maintenance positions by shifting the
salary and benefits costs related to the positions to the City's 58 LMDs, which had previously
been maintained using contractors. The existing contracts were allowed to expire or were
terminated. The Department aggressively supplemented the City maintenance positions with
community volunteers, as well as SBETA, Urban Conservation Corps (UCC), California
Conservation Corps (CCC), and Glen Helen Correctional workers in order to maintain service
delivery levels. The restructuring resulted in a General Fund savings of approximately $1.1
Million. The intent was to return park workers to the parks and contract for LMD maintenance
when additional resources were realized.
During the Budget workshops in April 2010, August 2010, and May 2011, it was determined that
certain revenue measures, in which future parks maintenance staffing was heavily dependent
upon, would not move forward. Since 2009, park maintenance staffing levels have ballooned
from a 1 person per 20 acre of parkland maintenance ratio in the City's Park Maintenance
Division to a 1 person per 60 acre parkland maintenance ratio, resulting in a corresponding
inconsistency in landscaping maintenance. This is due to the heavy reliance upon non-city
Updated:8/28/2012 by Shauna Britton A
1948
personnel. (Note: industry standards recommend a ratio of 1 person per 10 acres of parkland
maintenance.)
ANALYSIS
Over the past two years, despite the extraordinary efforts of the City's parks workers, park
maintenance and landscape maintenance personnel agree that the model currently being utilized
is unsustainable and does not provide consistent, quality service. Moreover, after significant
improvements to LMD maintenance in FY07/08, the Department has received numerous
complaints from residents and some business owners regarding concerns over ongoing
maintenance as mentioned in the Grand Jury report.
On October 13, 2010, a formal bid process was initiated to solicit bids for the servicing of 58
Landscape Maintenance Districts in the City of San Bernardino utilizing outside contractors;
however,the bids were never awarded.At the meeting of March 5, 2012,the following summary
of options was presented for Council consideration:
• Option A: Return LMDs to contract care and reorganize the Park Maintenance Division
to increase services to both City LMDs and City Parks;
• Option B: Continue in-house pilot program, maintain the existing staffing and service
levels in the City's LMDs and Parks or;
• Option C: Seek, through a vote of residents, to approve a reassessment of each district for
higher annual assessment values in accordance with Proposition 218.
With the concurrence of the Mayor and Common Council, staff was directed to proceed with a
new bid process, prior to approving Option A. As a result, a Notice Inviting Bid for RFQ F-12-
15 for Landscape Maintenance districts was advertised on April 16, 2012.
Bid notices were posted in the local media, industry websites, the San Bernardino Chamber of
Commerce, and to approved vendor lists. The bid documents requested pricing for maintenance
of easements, open space, and medians in designated City Assessment Districts. There was a
mandatory pre-bid conference and job walk on April 23, 2012, which resulted in the attendance
of fourteen vendors.
The bid closing date was May 14, 2012, and eleven bids were received. Prior to the bid opening,
the City Attorney's office was contacted for assistance. In order to ensure full transparency, Bob
Peppler, City Attorney Investigator, supervised the bid opening process.
Any proposed agreement will cover the maintenance of 58 Landscape Maintenance Districts in
the City of San Bernardino for an initial one-year period, with the option for two additional
years.
After a complete review of the most responsive, realistic and competitive bids and verification of
mathematical calculations and requisite qualifications, staff recommends the selection of the
following contractors for Citywide LMD maintenance:
v- L.M.D. CONTRACTED LANDSCAPE MAINTENANCE BIDS-JULY 2012
Updated: 8/28/2012 by Shauna Britton A
1948
L.M.D. SELECTED
BID AND BIDDER
INLAND EMPIRE LANDSCAPE
A 1017 $ 16,740.00
A 1025 $ 1,634.00
A 1028 $ 2,537.00
A 1030 $ 2,018.00
A 1031 $ 8,640.00
A 1032 $ 1,915.00
A 1035-1 $ 2,743.00
A 1035-2 $ 149.00
A 1037 $ 2,629.00
A 1039 $ 7,236.00
A 1041 $ 4,209.00
A 1043-1 $ 2,045.00
A 1043-2 $ 4,185.00
A 1047 $ 2,788.00
A 1052 $ 4,845.00
A976 $ 12,153.00
A 991 $ 6,923.00
A 997 $ 1,608.00
TOTAL $ 84,997.00
INLAND EMPIRE LANDSCAPE
B 1002 $ 602.00
B 1019 $ 3,776.00
B 1046 $ 115.00
B 951-1 $ 1,094.00
B 951-2 $ 1,805.00
B 952-1 $ 22,917.00
B 952-2 $ 40,114.00
B 952-2A $ 3,015.00
B 952-3 $ 4,432.00
TOTAL $ 77,870.00
SERVICE-SCAPE
C 959-1 $ 78,500.00
C 1036 $ 92,000.00
C 1040 $ 6,800.00
C 1042 $ 36,900.00
TOTAL $214,200.00
INLAND EMPIRE LANDSCAPE
D 982 $ 2,465.00
TOTAL $ 2,465.00
Updated: 8/28/2012 by Shauna Britton A
1948
L.M.D. BID
INLAND EMPIRE LANDSCAPE
E 1005 $ 6,074.00
E 1057 $ 7,691.00
E 993 $ 5,921.00
TOTAL $ 19,686.00
INLAND EMPIRE LANDSCAPE
F 1029 $ 1,180.00
F 953 $ 1,998.00
TOTAL $ 3,178.00
VALLEY CREST LANDSCAPE MAINTENANCE
G 1001 $ 4,140.00
G 1007 $ 384.00
G 1012 $ 1,524.00
G 1020 $ 240.00
G 1050 $ 420.00
G 974 $ 420.00
G 975 $ 1,500.00
G 981 $ 3,180.00
G 986 $ 6,000.00
G 989 $ 1,284.00
TOTAL $ 19,092.00
VALLEY CREST LANDSCAPE MAINTENANCE
H 1016 $ 396.00
H 1023 $ 1,140.00
H 1027 $ 7,812.00
H 1045 $ 2,700.00
H 1059 $ 636.00
H 956 $ 16,860.00
H 968 $ 1,500.00
TOTAL $ 31,044.00
VALLEY CREST LANDSCAPE MAINTENANCE
11024 $ 1,320.00
TOTAL $ 1,320.00
VALLEY CREST LANDSCAPE MAINTENANCE
J 1022-1 $ 7,152.00
J 1022-2 $ 1,764.00
J 1022-3 $ 480.00
TOTAL $ 9,396.00
GRAND $463,248.00
Updated: 8/28/2012 by Shauna Britton A
1948
TOTAL
BID
ANNUAL BASE YEAR COST
VENDOR COST OPTION COST OPTION COST OPTION 'Total
YEAR ONE YEAR TWO YEAR THREE
Inland Empire San $ 188,196 $
Bernardino 188,196 $188,196 $564,588
Service-Scape Alta Loma $214,200 $214,200 $214,200 $642,600
Valley Crest Fontana $60,852 $182,556
$60,852 $60,852
Total $463,248 1 $463,248 1 $463,248 1 $1,389,744
A bid award detail and summary sheet (Exhibit "C"), awarded vendors' bid submittal, and
agreement are attached (Exhibits`B 1", `132" and`B3" respectively).
Given the uncertainty of the City's financial outlook, several departmental employees have
expressed an interest in retiring from the City, which may mitigate the impact on existing park
/^ maintenance personnel as a result of this proposed bid award. Notwithstanding, additional
�rr resources in the form of community partnerships such as the Urban Conservation Corps and
volunteers or non-general fund dollars such as CDBG and Construction funds, will be necessary
to immediately address City park maintenance. Without the aforementioned measures, park
system improvements,which would be noticeable within the first 3 months,would continue to be
significantly impacted. The first step, however, to returning the maintenance of the LMDs and
general park maintenance to more consistent/quality service levels, begins with the award of the
proposed bids.
FINANCIAL IMPACT
It is estimated the cost of servicing the LMDs under the proposed contract care is $463,248
annually. Presently, 24 full-time City employees are maintaining the City's 58 LMDs and over
550 acres of open space, which includes 31 parks and other City green-space. If a contract were
awarded, approximately 12 City positions would be eliminated at an estimated savings of
$628,300. The original 12 employees who were transferred from City Park Maintenance into the
LMDs in 2009 would be slated to return to City Parks.
According to the City's Civil Service rules, without the identification of any additional funding,
which is currently estimated at $628,300 for salaries and benefits, this action would result in the
termination through bumping of approximately 12 current full-time Park Maintenance positions.
Currently, 2 full-time positions are vacant and are being under-filled with part-time personnel.
Updated:8/28/2012 by Shauna Britton A
1948
The City's 2011 LMD Assessment was approximately $1.4lMillion, which included $1,038,911
of City labor and other costs. In 2010, the LMD Assessment was approximately $1.44 Million,
which included $1,053,066 of City labor and other costs. Although the winning bid amounts are
significantly lower than the previous assessment amount utilizing City personnel,the full savings
will not be realized this year as assessments are based on the calendar year not fiscal year.
Funds for any subsequent contract services remain available in the Assessment District Reserve
(Account No. 254-150-5506-1462-0106)with the following allocation: Inland Empire Landscape
-$188,196, Service-Scape -$214,200, and Valley Crest Landscape maintenance - $60,852.
RECOMMENDATION
Direct Staff to award the City's Landscape Maintenance Districts contracts to Inland Empire
Landscape, Service Scape and Valley Crest Landscape Maintenance Bid Process as part of the LMD
Reorganization Plan(Option A),which will return the City's LMDs back to contract services and
pre 2009 staffing levels.
City Attorney Review:
Sunportine Documents:
LMD Bid Award Staff Report_Word (DOCX)
LMD Bid Award Staff Report PDF (PDF)
Parks Rec LMD Reso(DOCX)
LMD VSA Exhibits A,B, C (DOCX)
Exhibit D Bid Summary (XLS)
Exhibit E Sign In Sheets and Maps (PDF)
Updated:8/28/2012 by Shauna Britton A
SYNOPSIS OF PREVIOUS COUNCIL ACTION
(ZMarch 5, 2012— Approve the Ways and Means Committee's recommendation to direct staff to initiate the
Bid Process as part of the LMD Reorganization Plan, which via Option A, would return
the City's LMD maintenance to contract services and the pre-2009 staffing levels.
January 11, 2012— The Ways and Means Committee reviewed the proposed reorganization and 'wo
recommended the matter be presented to the Mayor and Common Council with a
recommendation of approval.
v
February 17, 2009— Mayor and Common Council approved the Interim City Manager's Modified Budget
Strategy, which included the termination of Landscape Maintenance District (LMD)
contracts and shifted City Park maintenance personnel to LMDs instead (effective April n
1, 2009), which mitigated the layoff of the positions initially proposed in the Parks
Maintenance Division. c
m
c
m
BACKGROUND
W
f
In February 2009, as a continuation of the Interim City Manager's efforts to reduce costs, the Mayor and o
Common Council approved a plan to restructure the City's Parks, Recreation and Community Services
Department to reduce General Fund expenditures while protecting jobs.
w
J
The measures approved: vg
�-- Measure Cost U
i`,.Termination of 14 general park maintenance positions $ 749,086
General park maintenance M&O savings $ 100,000
Transfer of 12 positions to LMDs (includes $150,000 in
M&O) $ 886,480 c
Annual Park Maintenance Contract or Equivalent personnel A 650,000
Total GF Savings $1,085,566 c
a
m
Under the plan, which was initially considered a pilot program, the City eliminated 14 general park maintenance a
positions preserving twelve general park maintenance positions by shifting the salary and benefits costs related
to the positions to the City's 58 LMDs, which had previously been maintained using contractors. The existing
contracts were allowed to expire or were terminated. The Department aggressively supplemented the City 3
maintenance positions with community volunteers, as well as SBETA, Urban Conservation Corps (UCC),
California Conservation Corps (CCC) and Glen Helen Correctional workers in order to maintain service m
delivery levels. The restructuring resulted in a General Fund savings of approximately $1.1 Million. The intent p
was to return park workers to the parks and contract for LMD maintenance when additional resources were
realized.
c
m
During the Budget workshops in Apri l 2010, August 2010, and May 2011, it was determined that certain
revenue measures, in which future parks maintenance staffing was heavily dependent upon, would not move
forward. Since 2009, park maintenance staffing levels have ballooned from a 1 person per 20 acre of parkland a
maintenance ratio in the City's Park Maintenance Division to a I person per 60 acre parkland maintenance ratio,
resulting in a corresponding inconsistency in landscaping maintenance. This is due to the heavy reliance upon
mon-city personnel. (Note: industry standards recommend a ratio of 1 person per 10 acres of parkland
aintenance).
ANALYSIS
Over the past two years, despite the extraordinary efforts of the City's parks workers, park maintenance and
landscape maintenance personnel agree that the model currently being utilized is unsustainable and does not
provide consistent, quality service. Moreover, after significant improvements to LMD maintenance in FY07/08,
the Department has received numerous complaints from residents and some business owners regarding concerns v
over ongoing maintenance as mentioned in the Grand Jury report. a
v
On October 13, 2010, a formal bid process was initiated to solicit bids for the servicing of 58 Landscape m
Maintenance Districts in the City of San Bernardino utilizing outside contractors; however, the bids were never
awarded. At the meeting of March 5, 2012, the following Summary of Options was presented for Council
consideration: o
m
u
• Option A: Return LMDs to contract care and reorganize the Park Maintenance Division to increase c
services to both City LMDs and City Parks
• Option B: Continue in-house pilot program, maintain the existing staffing and service levels in the f
City's LMDs and Parks or m
• Option C: Seek, through a vote of residents, to approve a reassessment of each district for higher annual u
assessment values in accordance with Proposition 218.
c
A
With the concurrence of the Mayor and Common Council, staff was directed to proceed with a new bid process, 4))
prior to approving Option A. As a result, a Notice Inviting Bid for RFQ F-12-15 for Landscape Maintenance
istricts was advertised on April 16, 2012.
U
otices of bids were posted in local media, industry websites, the San Bernardino Chamber of Commerce and e
to approved vendor lists. The bid documents requested pricing for maintenance of easements, open space, and
medians in designated City Assessment Districts. There was a mandatory pre-bid conference and job walk on E
April 23, 2012,which resulted in the attendance of fourteen vendors. 3
i
The bid closing date was May 14, 2012, and eleven bids were received. Prior to the bid opening, the City o
Attorney's office was contacted for assistance. In order to ensure full transparency, City Attorney Investigator,
Bob Peppler supervised the bid opening process.
H
Any proposed agreement will cover the maintenance of 58 Landscape Maintenance Districts in the City of San E
Bernardino for an initial one year period,with the option for two additional years. a
After a complete review of the most responsive, realistic and competitive bids and verification of mathematical m
calculations and requisite qualifications, staff recommends the selection of the following contractors for
Citywide LMD maintenance:
C
d
E
r
v
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Packet Pg. 13
L.M.D. CONTRACTED LANDSCAPE MAINTENANCE BIDS-JULY 2012
L.M.D. SELECTED
BID AND BIDDER u,
v
m
INLAND EMPIRE LANDSCAPE a
A 1017 $ 16,740.00 v
A 1025 $ 1,634.00 °0
N
A 1028 $ 2,537.00
A 1030 $ 2,018.00 .`
N
A 1031 $ 8,640.00 0
A 1032 $ 1,915.00
A 1035-1 $ 2,743.00 R
A 1035-2 $ 149.00 aCi
Y
A 1037 $ 2,629.00
A 1039 $ 7,236.00
A 1041 $ 4,209.00 0
A 1043-1 $ 2,045.00
A 1043-2 $ 4,185.00
A 1047 $ 2,788.00 J
A 1052 $ 4,845.00 d
A 976 $ 12,153.00 v
A 991 $ 6,923.00 _
A 997 $ 1,608.00 u
TOTAL $ 84,997.00
m
INLAND EMPIRE LANDSCAPE
v
B 1002 $ 602.00 `o
B 1019 $ 3,776.00 3�
B 1046 $ 115.00 r
B 951-1 $ 1,094.00 0
B 951-2 $ 1,805.00
B 952-1 $ 22,917.00
B 952-2 $ 40,114.00 y
B 952-2A $ 3,015.00 v
B 952-3 $ 4,432.00 ;
TOTAL $ 77,870.00 Q
v
m
SERVICE-SCAPE
C 959-1 $ 78,500.00
C 1036 $ 92,000.00 c
C 1040 $ 6,800.00 E
C 1042 $ 36,900.00 L
U
TOTAL $214,200.00
Q
INLAND EMPIRE LANDSCAPE
D 982 $ 2,465.00
TOTAL $ 2,465.00
PadW Pg.14
0
L.M.D. BID
INLAND EMPIRE LANDSCAPE
E 1005 $ 6,074.00
E 1057 $ 7,691.00
a
E 993 $ 5,921.00 0
TOTAL $ 19,686.00 ;
a
INLAND EMPIRE LANDSCAPE 9
m
F 1029 $ 1,180.00 $
F 953 $ 1,998.00
TOTAL $ 3,178.00 4
D
d
VALLEY CREST LANDSCAPE MAINTENANCE
G 1001 $ 4,140.00
G 1007 $ 384.00
G 1012 $ 1,524.00
G 1020 $ 240.00 d
G 1050 $ 420.00 m
G 974 $ 420.00 v
G 975 $ 1,500.00 m
G 981 $ 3,180.00
d
G 986 $ 6,000.00 'o
G 989 $ 1,284.00
TOTAL $ 19,092.00 V
VALLEY CREST LANDSCAPE MAINTENANCE
H 1016 $ 396.00
H 1023 $ 1,140.00 9
H 1027 $ 7,812.00 3
H 1045 $ 2,700.00 I
H 1059 $ 636.00 a
H 956 $ 16,860.00
H 968 $ 1,500.00
TOTAL $ 31,044.00 y
a
VALLEY CREST LANDSCAPE MAINTENANCE 3
11024 $ 1,320.00 a
TOTAL $ 1,320.00 m
0
VALLEY CREST LANDSCAPE MAINTENANCE
J 1022-1 $ 7,152.00
J 1022-2 $ 1,764.00
J 1022-3 $ 480.00 E
TOTAL $ 9,396.00
a
GRAND $463,248.00
TOTAL
BID
Pacw Pg 15
ANNUAL OPTION OPTION
Vendor BASE YEAR YEAR ONE YEAR TWO Total
COST COST COST
San
Inland Empire Bernardino $ 188, 196 $ 188, 196 $ 188,196 $ 564,588
N
Service-Scapa Alta Loma $ 214,200 $ 214,200 $ 214,200 $ 642,600 °
Valley Crest Fontana $ 60,852 1 $ 60,852 1 $ 60,852 $ 182,556 a
$ 463,248 $ 463,248 1 $ 463,248 $ 1,389,744 m
a
I+i
A bid award detail and summary sheet (Exhibit "C") and awarded vendors' bid submittals and agreement are c
attached(Exhibits"B1", `112" and`B3" respectively.
C
to
Given the uncertainty of the City's financial outlook, several departmental employees have expressed an r
interest in retiring from the City, which may mitigate the impact on existing park maintenance personnel as a
result of this proposed bid award. Notwithstanding, additional resources in the form of community partnerships 1
such as the Urban Conservation Corps and volunteers or non general fund dollars such as CDBG and m
Construction funds, will be necessary to immediately address city park maintenance. Without the a
aforementioned measures, park system improvements, which would be noticeable within the fast 3 months,
would continue to be significantly impacted. The first step; however,to returning the maintenance of the LMDs mi
and general park maintenance to more consistent/quality service levels, begins with the award of the proposed v
bids.
U
FINANCIAL IMPACT
It is estimated the cost of servicing the LMDs under the proposed contract care is $463,248 annually. Presently, u
24 full- time City Employees are maintaining the City's 58 LMDs and over 550 acres of open space, which 3:
includes 31 parks and other city green-space. If a contract were awarded, approximately twelve (12) City r
positions would be eliminated at an estimated cost of $628,300. The original 12 employees who were FL
transferred from City Park maintenance into the LMDs in 2009 would be slated to return to City Parks. Mal
According to the City's Civil Service rules, without the identification of any additional funding, which is
currently estimated at $628,300 for salaries and benefits, this action would result in the termination through m
bumping of approximately 12 current full-time Park Maintenance positions. Currently, 2 full-time positions are a
vacant and are being underfilled with part-time personnel. v_
m
0
The City's 2011 LMD Assessment was approximately $1.41M, which included $1,038,911 of City Labor and
Other Costs. In 2010, the LMD Assessment was approximately $1.44M, which included $1,053,066 of City
Labor and Other Costs. Although the winning bid amounts are significantly lower than the previous assessment
amount utilizing city personnel, the full savings will not be realized this year as assessments are based on the
calendar year not fiscal year.
a
Funds for any subsequent contract services remain available in the Assessment District Reserve (Account No.
254-150-5506-1462-0106) with the following allocation: Inland Empire Landscape - $188,196, Service-Scape -
C14,200 and Valley Crest Landscape maintenance - $60,852.
RECOMMENDATION
1� rect Staff to award the City's Landscape Maintenance Districts contracts to Inland Empire Landscape, Service
escape and Valley Crest Landscape Maintenance Bid Process as part of the LMD Reorganization Plan (Option A)
which,will return the City's LMDs back to contract services and pre 2009 staffing levels.
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Packet Pg. 17
SYNOPSIS OF PREVIOUS COUNCIL ACTION
Cmarch 5,2012— Approve the Ways and Means Committee's recommendation to direct staff to initiate the
Bid Process as part of the LMD Reorganization Plan, which via Option A, would return
the City's LMD maintenance to contract services and the pre-2009 staffing levels.
January 11, 2012— The Ways and Means Committee reviewed the proposed reorganization and
recommended the matter be presented to the Mayor and Common Council with a E
recommendation of approval.
V
February 17, 2009— Mayor and Common Council approved the Interim City Manager's Modified Budget 'm
Strategy, which included the termination of Landscape Maintenance District (LMD)
contracts and shifted City Park maintenance personnel to LMDs instead (effective April
1, 2009), which mitigated the layoff of the positions initially proposed in the Parks c
Maintenance Division.
a
c
BACKGROUND
In February 2009, as a continuation of the Interim City Manager's efforts to reduce costs, the Mayor an d d
Common Council approved a plan to restructure the City's Parks, Recreation and Community Services u
Department to reduce General Fund expenditures while protecting jobs.
c
M
The measures approved: m
v
Measure Cost
CTermination of 14 general park maintenance positions $ 749,086 v
General park maintenance M&O savings $ 100,000
Transfer of 12 positions to LMDs (includes $150,000 in
M&O) $ 886,480 a
Annual Park Maintenance Contract or Equivalent personnel -$ 650,000
Total GF Savings $1,085,566 c
CL
d
Under the plan, which was initially considered a pilot program,the City eliminated 14 general park maintenance
positions preserving twelve general park maintenance positions by shifting the salary and benefits costs related y
to the positions to the City's 58 LMDs, which had previously been maintained using contractors. The existing P
contracts were allowed to expire or were terminated. The Department aggressively supplemented the City 3
maintenance positions with community volunteers, as well as SBETA, Urban Conservation Corps (UCC), 9
California Conservation Corps (CCC) and Glen Helen Correctional workers in order to maintain service 'm
delivery levels. The restructuring resulted in a General Fund savings of approximately $1.1 Million. The intent C3
was to return park workers to the parks and contract for LMD maintenance when additional resources were J
realized. c
d
E
During the Budget workshops in April 2010, August 2010, and May 2011, it was determined that certain A
revenue measures, in which future parks maintenance staffing was heavily dependent upon, would not move a
forward. Since 2009, park maintenance staffing levels have ballooned from a 1 person per 20 acre of parkland
maintenance ratio in the City's Park Maintenance Division to a I person per 60 acre parkland maintenance ratio,
resulting in a corresponding inconsistency in landscaping maintenance. This is due to the heavy reliance upon
on-city personnel. (Note: industry standards recommend a ratio of 1 person per 10 acres of parkland
aintenance).
Packet Pg. 18
Over the past two years, despite the extraordinary efforts of the City's parks workers, park maintenance and
landscape maintenance personnel agree that the model currently being utilized is unsustainable and does not
provide consistent, quality service. Moreover, after significant improvements to LMD maintenance in FY07/08,
the Department has received numerous complaints from residents and some business owners regarding concerns v
over ongoing maintenance as mentioned in the Grand Jury report. 3
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On October 13, 2010, a formal bid process was initiated to solicit bids for the servicing of 58 Landscape In
Maintenance Districts in the City of San Bernardino utilizing outside contractors; however, the bids were never
awarded. At the meeting of March 5, 2012, the following Summary of Options was presented for Council
consideration: a
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• Option A: Return LMDs to contract care and reorganize the Park Maintenance Division to increase
services to both City LMDs and City Parks
• Option B: Continue in-house pilot program, maintain the existing staffing and service levels in the
City's LMDs and Parks or
• Option C: Seek, through a vote of residents, to approve a reassessment of each district for higher annual A
assessment values in accordance with Proposition 218. 9
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With the concurrence of the Mayor and Common Council, staff was directed to proceed with a new bid process,
prior to approving Option A. As a result, a Notice Inviting Bid for RFQ F-12-15 for Landscape Maintenance v
istncts was advertised on April 16,2012.
Notices of bids were posted in local media, industry websites, the San Bernardino Chamber of Commerce and
to approved vendor lists. The bid documents requested pricing for maintenance of easements, open space, and
medians in designated City Assessment Districts. There was a mandatory pre-bid conference and job walk on a
April 23, 2012,which resulted in the attendance of fourteen vendors. o
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The bid closing date was May 14, 2012, and eleven bids were received. Prior to the bid opening, the City
Attorney's office was contacted for assistance. In order to ensure full transparency, City Attorney Investigator,
Bob Peppier supervised the bid opening process.
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Any proposed agreement will cover the maintenance of 58 Landscape Maintenance Districts in the City of San m
Bernardino for an initial one year period,with the option for two additional years.
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After a complete review of the most responsive, realistic and competitive bids and verification of mathematical o
calculations and requisite qualifications, staff recommends the selection of the following contractors for 2
Citywide LMD maintenance: J
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L.M.D. CONTRACTED LANDSCAPE MAINTENANCE BIDS-JULY 2012
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L.M.D. SELECTED a
BID AND BIDDER
INLAND EMPIRE LANDSCAPE
k 1017 $ 16,740.00
A 1025 $ 1,634.00
A 1028 $ 2,537.00
Packet Pg. 19
2A.b
A 1030 $ 2,018.00
A 1031 $ 8,640.00
A 1032 $ 1,915.00
A 1035-1 $ 2,743.00
A 1035-2 $ 149.00
A 1037 $ 2,629.00
A 1039 $ 7,236.00 �
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A 1041 $ 4,209.00 Q3
A 1043-1 $ 2,045.00 :2
A 1043-2 $ 4,185.00 m
A 1047 $ 2,788.00
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A 1052 $ 4,845.00
A 976 $ 12,153.00 0
A 991 $ 6,923.00
A997 $ 1,608.00
TOTAL $ 84,997.00 y
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INLAND EMPIRE LANDSCAPE
B 1002 $ 602.00 0
B 1019 $ 3,776.00
B 1046 $ 115.00
B 951-1 $ 1,094.00
B 951-2 $ 1,805.00 J
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B 952-1 $ 22,917.00 —°
B 952-2 $ 40,114.00
3 952-2A $ 3,015.00 U
B 952-3 $ 4,432.00 co
TOTAL $ 77,870.00 obi
SERVICESCAPE p
C 959-1 $ 78,500.00 IL
C 1036 $ 92,000.00 c
C 1040 $ 6,800.00 C
C 1042 $ 36,900.00
TOTAL $214,200.00 :4
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INLAND EMPIRE LANDSCAPE m
D 982 $ 2,465.00 Q
TOTAL $ 2,465.00 :9
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L.M.D. BID
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INLAND EMPIRE LANDSCAPE m
E 1005 $ 6,074.00 Q
E 1057 $ 7,691.00
E 993 $ 5,921.00
TOTAL $ 19,686.00
INLAND EMPIRE LANDSCAPE
F 1029 $ 1,180.00
F 953 $ 1,998.00
Padret Pg.20
TOTAL $ 3,178.00
VALLEY CREST LANDSCAPE MAINTENANCE
G 1001 $ 4,140.00
G 1007 $ 384.00
G 1012 $ 1,524.00 9
G 1020 $ 240.00
G 1050 $ 420.00 a
G 974 $ 420.00 v
G 975 $ 1,500.00 m
G 981 $ 3,180.00 H
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G 986 $ 6,000.00
G 989 $ 1,284.00 p
TOTAL $ 19,092.00
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VALLEY CREST LANDSCAPE MAINTENANCE d
H 1016 $ 396.00 c
H 1023 $ 1,140.00
H 1027 $ 7,812.00 a
H 1045 $ 2,700.00
H 1059 $ 636.00 v
H 956 $ 16,860.00 J
H 968 $ 1,500.00 m
TOTAL $ 31,044.00
VALLEY CREST LANDSCAPE MAINTENANCE v
11024 $ 1,320.00 e
TOTAL $ 1,320.00 cp
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VALLEY CREST LANDSCAPE MAINTENANCE a
J 1022-1 $ 7,152.00 1='
J 1022-2 $ 1,764.00 a
J 1022-3 $ 480.00
TOTAL $ 9,396.00
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GRAND $463,248.00 v
TOTAL 3
BID Q
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ANNUAL OPTION OPTION J
Vendor BASE YEAR YEAR ONE YEAR TWO Total d
COST COST COST E
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San cc
Inland Empire Bernardino $ 188, 196 $ 188, 196 $ 188,196 $ 564,588 Q
Service-Sca e Alta Loma $ 214,200 $ 214,200 $ 214,200 $ 642,600
Valle Crest Fontana $ 60,852 $ 60,852 $ 60,852 $ 182,556
$ 463,248 $ 463,248 $ 463,248 $ 1,389,744
Packet P¢21
k bid award detail and summary sheet (Exhibit "C") and awarded vendors' bid submittals and agreement are
attached (Exhibits`B1", "132" and`B3" respectively.
Given the uncertainty of the City's financial outlook, several departmental employees have expressed an
interest in retiring from the City, which may mitigate the impact on existing park maintenance personnel as a
result of this proposed bid award. Notwithstanding, additional resources in the form of community partnerships v
such as the Urban Conservation Corps and volunteers or non general fund dollars such as CDBG and
Construction funds, will be necessary to immediately address city park maintenance. Without the a
aforementioned measures, park system improvements, which would be noticeable within the first 3 months, m
would continue to be significantly impacted. The first step; however,to returning the maintenance of the LMDs
and general park maintenance to more consistent/quality service levels, begins with the award of the proposed
bids.
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FINANCIAL IMPACT o
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It is estimated the cost of servicing the LMDs under the proposed contract care is $463,248 annually. Presently, 2
24 full- time City Employees are maintaining the City's 58 LMDs and over 550 acres of open space, which a
includes 31 parks and other city green-space. If a contract were awarded, approximately twelve (12) City a
positions would be eliminated at an estimated cost of $628,300. The original 12 employees who were c
transferred from City Park maintenance into the LMDs in 2009 would be slated to return to City Parks.
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According to the City's Civil Service rules, without the identification of any additional funding, which is
Cpnently estimated at $628,300 for salaries and benefits, this action would result in the termination through v
Umping of approximately 12 current full-time Park Maintenance positions. Currently, 2 full-time positions are
vacant and are being underfilled with part-time personnel.
The City's 2011 LMD Assessment was approximately $1.41M, which included $1,038,911 of City Labor and p
Other Costs. In 2010, the LMD Assessment was approximately $1.44M, which included $1,053,066 of City ai
Labor and Other Costs. Although the winning bid amounts are significantly lower than the previous assessment a
amount utilizing city personnel, the full savings will not be realized this year as assessments are based on the
calendar year not fiscal year. :
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Funds for any subsequent contract services remain available in the Assessment District Reserve (Account No. a
254-150-5506-1462-0106) with the following allocation: Inland Empire Landscape - $188,196, Service-Scape - a
$214,200 and Valley Crest Landscape maintenance -$60,852. a
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RECOMMENDATION °
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Direct Staff to award the City's Landscape Maintenance Districts contracts to Inland Empire Landscape, Service m
Scape and Valley Crest Landscape Maintenance Bid Process as part of the LMD Reorganization Plan (Option A) t
which, will return the City's LMDs back to contract services and pre 2009 staffing levels. W
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Packet Pg. 22
I RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE CITY MANAGER TO EXECUTE VENDOR
3 SERVICE AGREEMENTS WITH INLAND EMPIRE LANDSCAPE, SERVICE
SCAPE, AND VALLEY CREST LANDSCAPE TO PERFORM COMPREHENSIVE
4 LANDSCAPE MAINTENACE ON THE CITY OF SAN BERNARDINO'S FIFTY-
EIGHT(58) LANDSCAPE MAINTENANCE DISTRICTS.
5
WHEREAS, on March 5, 2012 the Mayor and Common Council determined that it is v
6 3
advantageous and in the best interest of the City to contract with professional contractors to a
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8 perform comprehensive landscape maintenance (general maintenance, irrigation repairs, and
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9 weed abatement) within the City of San Bernardino's fifty-eight (58) Landscape Maintenance o
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10 Districts; and W
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11 WHEREAS, on April 16, 2012 the City invited bids from vendors for landscape f
12 maintenance services pursuant to RFQ F-12-15; and C
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13 WHEREAS,the City received eleven bids in response to RFQ F-12-15;and m
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14 WHEREAS, Inland Empire Landscape, Service Scape, and Valley Crest Landscape m
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15 were the lowest and most responsible bidders to provide services to the City for the Landscape U
16
Maintenance Districts; 0)
17 "
NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND COMMON cn
18 COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: o
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SECTION 1. Inland Empire Landscape, 2456 Kern Street San Bernardino CA 92407 is the
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lowest responsible bidder for comprehensive landscape maintenance of only the specific x
21 a
Landscape Maintenance Districts listed in Exhibit A, attached hereto. A contract is awarded
22
accordingly to Inland Empire Landscape in the amount of$188,196.00 per year with an
23
option of two additional years totaling $564,588.00. The City Manager is hereby authorized
24
and directed to execute on behalf of said City a Vendor Service Agreement with Inland
25
Packet Pg.23
I Empire Landscape, a copy of which is attached hereto marked Exhibit A and incorporated
2 herein by reference as fully as though set forth at length.
3 SECTION 2. Service Scape, 9716 Cottonwood Way, Alta Loma, California 91737 is
4 the lowest responsible bidder for comprehensive landscape maintenance of only the specific
5 Landscape Maintenance Districts listed in Exhibit B, attached hereto. A contract is awarded
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6 accordingly to Service Scape in the amount of $214,200.00 per year with an option of two 3
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7 additional years totaling $642,600. The City Manager is hereby authorized and directed to '-
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8 execute on behalf of said City a Vendor Service Agreement with Service Scape, a copy of
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9 which is attached hereto marked Exhibit B and incorporated herein by reference as fully as o
10 though set forth at length.
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11 SECTION 3. Valley Crest Landscape, 8726 Calabash Avenue, Fontana, CA. 92335 is f
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the lowest responsible bidder for comprehensive landscape maintenance of only the specific a W
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Landscape Maintenance Districts listed in Exhibit C, attached hereto. A contract is awarded 3
14 0
accordingly to Valley Crest Landscape in the amount of$60,852.00 per year with an option of V
15
two additional years totaling $182,556.00. The City Manager is hereby authorized and directed U U
16
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17 to execute on behalf of said City a Vendor Service Agreement with Valley Crest Landscape, a
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18 copy of which is attached hereto marked Exhibit C and incorporated herein by reference as fully c
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19 as though set forth at length.
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20 SECTION 4. All other bids pursuant to RFQ F-12-15,therefore, are hereby rejected. u
21 SECTION 5. The authority granted by this Resolution shall expire and be void and of a
22 no further effect if the agreement is not executed by both parties within sixty (60) days of
23 passage of this Resolution.
24
+ 25
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
1 BERNARDINO AUTHORIZING THE CITY MANAGER TO EXECUTE VENDOR
2 SERVICE AGREEMENTS WITH INLAND EMPIRE LANDSCAPE, SERVICE SCAPE,
AND VALLEY CREST LANDSCAPE TO PERFORM COMPREHENSIVE
3 LANDSCAPE MAINTENANCE ON THE CITY OF SAN BERNARDINO'S FIFTY-
EIGHT(58) LANDSCAPE MAINTENANCE DISTRICTS.
4
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
5
Common Council of the City of San Bernardino at a meeting thereof,
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held on the_day of 2012, by the following vote, to wit: a
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8 Council Members: AYES NAYS ABSTAIN ABSENT
9 MARQUEZ c
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10 JENKINS
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11 VALDIVIA 5
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12 SHORETT c
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C 13 KELLEY r
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14 JOHNSON
15 MCCAMMACK
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17 George ann anna, rty er
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19 The foregoing resolution is hereby approved this day of 2012. `
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Patrick J. Morris, Mayor
22 City of San Bernardino
Approved as to form:
23 JAMES F. PENMAN,
24 City Attorney
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Packet Pg.25
Exhibit A
VENDOR SERVICE AGREEMENT BETWEEN
THE CITY OF SAN BERNARDINO AND INLAND EMPIRE LANDSCAPE v
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This Vendor Service Agreement is entered into this day of
2012, by and between Inland Empire Landscape ("VENDOR") and the City San Bernardino m
("CITY").
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WITNESSETH:
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WHEREAS, the Mayor and Common Council determined that it is advantageous and in E 5
the best interest of the CITY to contract with a professional contractor to perform comprehensive
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landscape maintenance (general maintenance, irrigation repairs and weed abatement) in support c
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of the Parks, Recreation and Community Services Department within the City of San v
Bernardino's Landscape Maintenance Districts; and U
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WHEREAS, CITY did solicit and accept bids from available vendors for landscape rn
maintenance services per RFQ F-12-15; and
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WHEREAS, VENDOR is the lowest and most responsible bidder to provide said
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services to CITY for the selected assessment district areas;
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NOW, THEREFORE, the parties hereto agree as follows: Q
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1. SCOPE OF SERVICES. m
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For the remuneration stipulated, the CITY hereby engages the services of VENDOR, to r
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provide those products and services as set forth in Bid Specifications No. RFQ F-12-15, for the c
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maintenance of landscaping and related facilities located with the City of San Bernardino's
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Landscape Maintenance districts, dated May 14, 2012. C
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2. COMPENSATION AND EXPENSES.
For the services delineated above by VENDOR, the CITY, upon presentation of
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invoices, shall pay to the VENDOR, pursuant to the bid summary sheet attached hereto as
Exhibit "D" and made a part hereof, an amount not to exceed the amount of$188,196 for the °-
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initial base year of service, $188,196 for the first optional year renewal, and $188,196 for the
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second optional year renewal; for the maintenance of only selected assessment districts and areas
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indicated in Exhibit "D". "c
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3. TERM; TERMINATION.
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The term of this Vendor Service Agreement shall be from September 17, 2012 through H
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September 16, 2013 with the Option of two additional 1 year terms.
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This Agreement may be terminated at any time by thirty (30) days written notice by
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either party. The terms of this Agreement shall remain in force unless mutually amended.
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4. INDEMNITY.
Vendor agrees to and shall indemnify and hold the City, its elected officials, employees, g
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agents or representatives, free and harmless from all claims, actions, damages and liabilities of
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any kind and nature arising from bodily injury, including death, or property damage, based or m
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asserted upon any actual or alleged act or omission of Vendor, its employees, agents, or x
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subcontractors, relating to or in any way connected with the accomplishment of the work or a,
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performance of services under this Agreement, unless the bodily injury or property damage was
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caused by the sole negligence of the City, its elected officials, employees, agents or
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representatives. As part of the foregoing indemnity, Vendor agrees to protect and defend at its a
own expense, including attorney's fees, the City, its elected officials, employees, agents or
PacbW Pg 27
representatives from any and all legal actions based upon such actual or alleged acts or
omissions. Vendor hereby waives any and all rights to any types of express or implied
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indemnity- against the City, its elected officials, employees, agents or representatives, with 3
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respect to third party claims against the Vendor relating to or in any way connected with the '
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accomplishment of the work or performance of services under this Agreement
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5. INSURANCE. °
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While not restricting or limiting the foregoing, during the term of this Agreement, m A
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VENDOR shall maintain in effect policies of comprehensive ublic
p , general and automobile �
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liability insurance, in the amount of$1,000,000.00 combined single limit, and statutory worker's
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compensation coverage, and shall file copies of said policies with the CITY's Risk Manager
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prior to undertaking any work under this Agreement. CITY shall be set forth as an additional
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named insured in each policy of insurance provided hereunder. The Certificate of Insurance o0
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furnished to the CITY shall require the insurer to notify CITY at least thirty (30) days prior to
any change in or termination of the policy. o
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6. NON-DISCRIMINATION.
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In the performance of this Agreement and in the hiring and recruitment of employees, m
VENDOR shall not engage in, nor permit its officers, employees or agents to engage in, L
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discrimination in employment of persons because of their race, religion, color, national origin, m
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ancestry, age, mental or physical disability, medical condition, marital status, sexual gender or
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sexual orientation, or any other status protected by law. v
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Packet Pp-729
7. INDEPENDENT CONTRACTOR.
VENDOR shall perform work tasks provided by this Agreement, but for all intents and
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purposes VENDOR shall be an independent contractor and not an agent or employee of the ;
CITY. VENDOR shall secure, at its expense, and be responsible for any and all payment of m
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Income Tax, Social Security, State Disability Insurance Compensation, Unemployment
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Compensation, and other payroll deductions for VENDOR and its officers, agents, and m
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employees, and all business licenses, if any are required, in connection with the services to be a
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performed hereunder. m
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8. BUSINESS REGISTRATION CERTIFICATE AND OTHER REQUIREMENTS. m
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VENDOR warrants that it possesses or shall obtain, and maintain a business registration
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certificate pursuant to Chapter 5 of the Municipal Code, and any other licenses, permits,
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qualifications, insurance and approval of whatever nature that are legally required of VENDOR co
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to practice its business or profession.
9. NOTICES. o
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Any notices to be given pursuant to this Agreement shall be deposited with the United 0:
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States Postal Service, postage prepaid and addressed as follows: rd
TO THE CITY: Parks, Recreation & Community Services Department d
201 North"E" Street
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San Bernardino, CA 92418 a,
Telephone: (909) 384-5233 r
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TO THE VENDOR: Inland Empire Landscape
2456 Kern Street
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San Bernardino, CA 92407
Telephone: (909) 47')-9066 a
10. ATTORNEYS' FEES
In the event that litigation is brought by any party in connection with this Agreement, the
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prevailing party shall be entitled to recover from the opposing party all costs and expenses,
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including reasonable attorneys' fees, incurred by the prevailing party in the exercise of any of its m
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rights or remedies hereunder or the enforcement of any of the terms, conditions or provisions
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hereof. The costs, salary and expenses of the City Attorney and members of his office in c
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enforcing this Agreement on behalf of the CITY shall be considered as "attorneys' fees" for the
purposes of this paragraph. d
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11. ASSIGNMENT.
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VENDOR shall not voluntarily or by operation of law assign, transfer, sublet or v
encumber all or any part of the VENDOR's interest in this Agreement without CITY's prior U
written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void ,co�,
and shall constitute a breach of this Agreement and cause for the termination of this Agreement.
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Regardless of CITY's consent, no subletting or assignment shall release VENDOR of
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VENDOR's obligation to perform all other obligations to be performed by VENDOR hereunder u
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for the term of this Agreement. d
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12. VENUE. d
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The parties hereto agree that all actions or proceedings arising in connection with this
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Agreement shall be tried and litigated either in the State Courts located in the County of San
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Bernardino, State of California or the U.S. District Court for the Central District of California, v
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Riverside Division. The aforementioned choice of venue is intended by the parties to be a
mandatory and not permissive in nature.
P=Amt PO,36
13. GOVERNING LAW.
This Agreement shall be governed by the laws of the State of California.
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14. SUCCESSORS AND ASSIGNS.
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This Agreement shall be binding on and inure to the benefit of the parties to this 4
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Agreement and their respective heirs, representatives, successors, and assigns. °
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15. HEADINGS. m
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The subject headings of the sections of this Agreement are included for the purposes of
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convenience only and shall not affect the construction or the interpretation of any of its
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provisions.
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16. SEVERABILITY.
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If any provision of this Agreement is determined by a court of competent jurisdiction to v
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be invalid or unenforceable for any reason, such determination shall not affect the validity or
enforceability of the remaining terms and provisions hereof or of the offending provision in any `o
2
other circumstance, and the remaining provisions of this Agreement shall remain in full force
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and effect. m
17. ENTIRE AGREEMENT; MODIFICATION. X
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This Agreement constitutes the entire agreement and the understanding between the
parties, and supersedes any prior agreements and understandings relating to the subject matter
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PadM Pp M
VENDOR SERVICE AGREEMENT BETWEEN
THE CITY OF SAN BERNARDINO AND INLAND EMPIRE LANDSCAPE
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of this Agreement. This Agreement may be modified or amended only by a written instrument
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executed by all parties to this Agreement. p
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IN WITNESS THEREOF, the parties hereto have executed this Agreement on the day 4
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and date set forth below. °
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Dated 2012
VENDOR: Inland Empire Landscape a
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By: c
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Dated 2012 CITY OF SAN BERNARDINO
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By:
Andrea M. Travis-Miller, Interim City Manager
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Approved as to form: .h
James F. Penman, City Attorney a:
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By: ¢
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2A.d
VENDOR SERVICE AGREEMENT BETWEEN
THE CITY OF SAN BERNARDINO AND SERVICE SCAPE
This Vendor Service Agreement is entered into this_day of
2012, by and between Service Scape ("VENDOR")and the City San Bernardino ("CITY'). a
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WITNESSETH: m
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WHEREAS, the Mayor and Common Council determined that it is advantageous and in o
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the best interest of the CITY to contract with a professional contractor to perform comprehensive
landscape maintenance (general maintenance, irrigation repairs and weed abatement) in support �
of the Parks, Recreation and Community Services Department within the City of San C
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Bernardino's Landscape Maintenance Districts; and
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WHEREAS, CITY did solicit and accept bids from available vendors for landscape a
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maintenance services per RFQ F-12-15; and U
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WHEREAS, VENDOR is the lowest and most responsible bidder to provide said rn
services to CITY for the selected assessment district areas;
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NOW, THEREFORE, the parties hereto agree as follows:
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1. SCOPE OF SERVICES. ci
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For the remuneration stipulated, the CITY hereby engages the services of VENDOR, to c
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provide those products and services as set forth in Bid Specifications No. RFQ F-12-15, for the
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maintenance of landscaping and related facilities located with the City of San Bernardino's r
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Landscape Maintenance districts,dated May 14, 2012.
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2. COMPENSATION AND EXPENSES.
For the services delineated above by VENDOR, the CITY, upon presentation of
invoices, shall pay to the VENDOR, pursuant to the bid summary sheet attached hereto as
Exhibit "D" and made a part hereof, an amount not to exceed the amount of$214,200 for the 13
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initial base year of service, $214,200 for the first optional year renewal, and $214,200 for the
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second optional year renewal; for the maintenance of only selected assessment districts and areas
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indicated in Exhibit"D". c
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3. TERM; TERMINATION.
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The term of this Vendor Service Agreement shall be from September 17, 2012 through y
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September 16, 2013 with the Option of two additional I year terms.
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This Agreement may be terminated at any time by thirty (30) days written notice by '
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either party. The terms of this Agreement shall remain in force unless mutually amended. co
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4. INDEMNITY.
Vendor agrees to and shall indemnify and hold the City, its elected officials, employees, 4
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agents or representatives, free and harmless from all claims, actions, damages and liabilities of
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any kind and nature arising from bodily injury, including death, or property damage, based or m
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asserted upon any actual or alleged act or omission of Vendor, its employees, agents, or d
subcontractors, relating to or in any way connected with the accomplishment of the work or off,
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performance of services under this Agreement, unless the bodily injury or property damage was m
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caused by the sole negligence of the City, its elected officials, employees, agents or E
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representatives. As part of the foregoing indemnity, Vendor agrees to protect and defend at its a
own expense, including attorney's fees, the City, its elected officials, employees, agents or
�t34
representatives from any and all legal actions based upon such actual or alleged acts or
omissions. Vendor hereby waives any and all rights to any types of express or implied
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indemnity against the City, its elected officials, employees, agents or representatives, with
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respect to third party claims against the Vendor relating to or in any way connected with the a
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accomplishment of the work or performance of services under this Agreement.
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7. INDEPENDENT CONTRACTOR.
VENDOR shall perform work tasks provided by this Agreement, but for all intents and
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TO THE CITY: Parks, Recreation& Community Services Department d
201 North"E" Street
San Bernardino, CA 92418
Telephone: (909) 384-5233 r
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TO THE VENDOR: Service Scape
9716 Cottonwood Way
Alta Loma, CA 91737
Telephone: (951) 545-1125 a
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10. ATTORNEYS' FEES
In the event that litigation is brought by any party in connection with this Agreement, the
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prevailing party shall be entitled to recover from the opposing party all costs and expenses,
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mandatory and not permissive in nature.
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13. GOVERNING LAW.
This Agreement shall be governed by the laws of the State of California.
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This Agreement constitutes the entire agreement and the understanding between the x
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VENDOR SERVICE AGREEMENT BETWEEN
THE CITY OF SAN BERNARDINO AND SERVICE SCAPE
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IN WITNESS THEREOF, the parties hereto have executed this Agreement on the day 3
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and date set forth below.
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Dated 2012 °
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VENDOR: Service Scape
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Dated 2012 CITY OF SAN BERNARDINO r
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Andrea M. Travis-Miller, Interim City Manager
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Approved as to form:
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VENDOR SERVICE AGREEMENT BETWEEN
THE CITY OF SAN BERNARDINO AND VALLEYCREST LANDSCAPE
This Vendor Service Agreement is entered into this_day of
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2012, by and between Valley Crest Landscape ("VENDOR") and the City San Bernardino ¢
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("CITY").
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WITNESSETH: a
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WHEREAS, the Mayor and Common Council determined that it is advantageous and in r
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the best interest of the CITY to contract with a professional contractor to perform comprehensive E
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landscape maintenance (general maintenance, irrigation repairs and weed abatement) in support o
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of the Parks, Recreation and Community Services Department within the City of San �
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WHEREAS, CITY did solicit and accept bids from available vendors for landscape U
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maintenance services per RFQ F-12-15; and
WHEREAS, VENDOR is the lowest and most responsible bidder to provide said
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services to CITY for the selected assessment district areas;
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1. SCOPE OF SERVICES. ¢
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For the remuneration stipulated, the CITY hereby engages the services of VENDOR, to d
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provide those products and services as set forth in Bid Specifications No. RFQ F-12-15, for the
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maintenance of landscaping and related facilities located with the City of San Bernardino's
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Landscape Maintenance districts, dated May 14, 2012. L
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2. COMPENSATION AND EXPENSES.
For the services delineated above by VENDOR, the CITY, upon presentation of
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invoices, shall pay to the VENDOR pursuant to the bid summary sheet attached hereto as 3
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Exhibit "D" and made a part hereof, an amount not to exceed the amount of $60,852 for the m
initial base year of service, $60,852 for the first optional year renewal, and $60,852 for the
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second optional year renewal; for the maintenance of only selected assessment districts and areas
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indicated in Exhibit"D". c
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3. TERM; TERMINATION.
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The term of this Vendor Service Agreement shall be from September 17, 2012 through U
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September 16, 2013 with the Option of two additional I year terms.
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either party. The terms of this Agreement shall remain in force unless mutually amended. au
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4. INDEMNITY.
Vendor agrees to and shall indemnify and hold the City, its elected officials, employees, c
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agents or representatives, free and harmless from all claims, actions, damages and liabilities of
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any kind and nature arising from bodily injury, including death, or property damage, based or m
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asserted upon any actual or alleged act or omission of Vendor, its employees, agents, or x
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subcontractors, relating to or in any way connected with the accomplishment of the work or rn
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performance of services under this Agreement, unless the bodily injury or property damage was
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representatives. As part of the foregoing indemnity, Vendor agrees to protect and defend at its a
own expense, including attorney's fees, the City, its elected officials, employees, agents or
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representatives from any and all legal actions based upon such actual or alleged acts or
omissions. Vendor hereby waives any and all rights to any types of express or implied
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accomplishment of the work or performance of services under this Agreement.
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5. INSURANCE. °
While not restricting or limiting the foregoing, during the term of this Agreement,
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liability insurance, in the amount of$1,000,000.00 combined single limit, and statutory worker's y
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7. INDEPENDENT CONTRACTOR.
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TO THE CITY: Parks, Recreation& Community Services Department
201 North"E"Street
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San Bernardino, CA 92418
Telephone: (909) 384-5233 r
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TO THE VENDOR: ValleyCrest Landscape
8726 Calabash Avenue E
Fontana, CA 92335 u
Telephone: (909)349-1802 a
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10. ATTORNEYS' FEES
In the event that litigation is brought by any party in connection with this Agreement, the
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prevailing party shall be entitled to recover from the opposing party all costs and expenses, 3
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rights or remedies hereunder or the enforcement of any of the terms, conditions or provisions
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The parties hereto agree that all actions or proceedings arising in connection with this rn
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mandatory and not permissive in nature.
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13. GOVERNING LAW.
This Agreement shall be governed by the laws of the State of California.
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14. SUCCESSORS AND ASSIGNS. m
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Agreement and their respective heirs,representatives, successors, and assigns.
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VENDOR SERVICE AGREEMENT BETWEEN
THE CITY OF SAN BERNARDINO AND VALLEYCREST LANDSCAPE
IN WITNESS THEREOF, the parties hereto have executed this Agreement on the day
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and date set forth below. a
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Dated 2012 m
VENDOR: Valley Crest Landscape
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Dated 2012 CITY OF SAN BERNARDINO log
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James F. Penman, City Attorney
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L.M.D. TOTAL WINNING WATER& ADMIN &
ASSMT. BID ENERGY AGEN
INLAND
A 1017 $ 29,913 $ 16,740 $ 9,145 $ 1,550
A 1025 $ 7,867 $ 1,634 $ 1,568 $ 1,550
A 1028 $ 11,788 $ 2,537 $ 61203 $ 1,550
A 1030 $ 10,221 $ 2,018 $ 1,590 $ 1,550 v
A 1031 $ 19,104 $ 8,640 $ 4,506 $ 1,550
A 1032 $ 9,313 $ 1,915 $ - $ 1,550 Q
A 1035-1 $ 12,765 $ 2,743 $ 3,692 $ 1,550
A 1035-2 $ 1,663 1 $ 149 $ 1,252 $ 1,550 m
A 1037 $ 11,513 $ 2,629 $ - $ 1,550
A 1039 $ 8,729 $ 7,236 $ 346 $ 1,550
A 1041 $ 15,304 $ 4,209 $ 2,037 $ 1,550 0 l
A 1043-1 $ 10,928 $ 2,045 $ 323 $ 1,550
A 1043-2 $ 16,156 $ 4,185 $ 31908 $ 1,550 m
A 1047 $ 7,667 $ 2,788 $ - $ 11550
A 1052 $ 24,261 $ 4,845 $ 31679 $ 1,550
A 976 $ 39,591 $ 12,153 $ 12,082 $ 11550
A 991 $ 26,601 $ 6,923 $ 6,017 $ 1,550 d
A 997 $ 5,667 $ 1,608 $ 1,031 $ 1,550 m
TOTAL $ 269,051 $ 84,997 $ 57,379 $ 27,900
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INLAND
B 1002 $ 4,050 $ 602 $ 1,047 $ 1,550 a
B 1019 $ 19,495 $ 3,776 $ 5,748 $ 1,550 3T
B 1046 $ 5,821 $ 115 $ 804 $ 1,550 v
8951-1 $ 5,251 $ 1,094 $ 1,241 $ 1,550
B 951-2 $ 6,821 $ 1,805 $ 769 $ 1,550 e
B 952-1 $ 61,007 $ 22,917 $ 20,952 $ 11550
B 952-2 $ 72,673 $ 40,114 $ 13,793 $ 11550
B 952-2A $ 9,406 $ 3,015 $ 1,064 $ 1,550 E
B 952-3 $ 21,513 $ 4,432 $ 6,007 $ 1,550 E
TOTAL $ 206,037 $ 77,870 $ 51,425 $ 13,950 y
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C 959-1 $ 122,043 $ 78,500 $ 30,325 $ 1,550 cl
C 1036 $ 171,332 $ 92,000 $ 44,066 $ 1,550 a
C 1040 $ 34,496 $ 6,800 $ - $ 1,550 x
C 1042 $ 57,921 $ 36,900 $ 4,805 $ 1,550 w
TOTAL $ 385,792 $ 214,200 $ 79,196 $ 6,200
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INLAND v
D 982 1 $ 9,827 1 1 $ 2,465 1 1 $ 3,361 $ 1,550 Q
TOTAL 1 $ 9,827 1 1 $ 2,465 1 1 $ 3,361 1 1 $ 1,550
INLAND
E 1005 $ 20,295 $ 61074 $ 4,805 $ 1,550
E 1057 $ 64,774 1 $ 7,691 1 1 $ - $ 1,550
E 993 $ 27,717 $ 5,921 $ 5,107 $ 1,550
Packet Pg.47
TOTAL 1 $ 112,786 $ 19,686 $ 9,912 $ 4,650
INLAND
F 1029 $ 7,064 $ 1,180 $ 1,251 $ 1,550
F 953 1 $ 7,158 1 1 $ 1,998 1 1 $ 1,975 1 1 $ 1,550
TOTAL 1 $ 14,222 1 1 $ 3,178 $ 3,226 $ 3,100
VALLEY
G 1001 $ 8,833 $ 4,140 $ 2,706 $ 1,550
G 1007 $ 2,931 $ 384 $ 1,730 $ 1,550 ;
G 1012 $ 9,960 $ 1.524 $ 2,371 $ 1,550 Q
G 1020 $ 3,129 $ 240 $ - $ 1,550 m
G 1050 $ 4,568 $ 420 $ - $ 1,550
G 974 $ 2,810 $ 420 $ 2,720 $ 1,550
G 975 $ 8,160 $ 1,500 $ 1,749 $ 1,550
G 981 $ 15,068 $ 3,180 $ 4,646 $ 1,550 p
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G 986 $ 15,816 $ 6,000 $ 6,308 $ 1,550
G 989 $ 11,710 $ 1,284 $ $ 1,550 c
TOTAL $ 82,985 $ 19,092 $ 22,230 $ 15,500
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VALLEY
H 1016 $ 4,305 $ 396 $ 518 $ 1,550 m
H 1023 $ 6,839 $ 1,140 $ 256 $ 1,550 N
H 1027 $ 32,234 $ 7,812 $ 61553 $ 1,550 a
H 1045 $ 7,562 $ 2,700 $ 1,688 $ 1,550
H 1059 $ 3,899 $ 636 $ - $ 1,550
H 956 $ 36,196 $ 16,860 $ 16,851 $ 1.550 3
H 968 $ 5,312 $ 1,500 $ 11031 $ 1,550 D
TOTAL $ 96,347 $ 31,044 $ 26,897 $ 10,850 v
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1024 1 $ 12,009 $ 1,320 $ $ 1,550
TOTAL 1 $ 12,009 $ 1,320 $ $ 1,550
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J 1022-1 $ 33,020 $ 7,152 $ $ 1,550
J 1022-2 $ 17,201 $ 1,764 $ - $ 1,550
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J 1022-3 $ 9,373 $ 480 $ $ 1,550 p
TOTAL $ 59,594 $ 9,396 $ $ 4,650
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GRAND $ 1,248,650 $ 463,248 $ 253,626 $ 89,900 w
TOTAL
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Exhibit D
OTHER TOTAL SURPLUS/ LANDSCAPE WATER& ENERGY
COSTS EST. DEFICIT AREA (SQ.FT.) COST PER SQ. FT.
Lift Station)
$ 27,435 $ 2,478 186,000 $ 0.05
$ 4,752 $ 3,115 18,150 $ 0.09
$ 10,290 $ 1,498 28,190 $ 0.22
$ 5,158 $ 5,063 22,425 $ 0.07
$ 14,696 $ 4,408 96,000 $ 0.05 3
$ 3,465 $ 5,848 21,280 $ - Q
$ 7,985 $ 4,780 30,475 $ 0.12 :o
$ 2,951 $ (1,288) 1,650 $ 0.76 m
$ 4,179 $ 7,334 29,207 $ -
$ 9,132 $ (403) 1 40,425 $ 0.01
$ 7,796 $ 7,508 46,771 $ 0.04 0
$ 3,918 $ 7,010 22,720 $ 0.01
$ 9,643 $ 6,513 46,495 $ 0.08
$ 4,338 $ 3,329 14,205 $ - c
$ 10,074 $ 14,187 32,519 $ 0.11 c
$ 25,785 $ 13,806 119,360 $ 0.10
$ 14,490 $ 12,111 76,920 $ 0.08 v
$ 4,189 $ 1,478 17,868 $ 0.06 m
$ 170,276 $ 98,775 850,660
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$ 3,199 $ 851 6,684 $ 0.16
$ 11,074 $ 8,421 41,960 $ 0.14
$ 2,469 $ 3,352 9,560 $ 0.08 v
$ 3,885 $ 1,366 12,160 $ 0.10
$ 4,124 $ 21697 20,050 $ 0.04 a
$ 45,419 $ 15,588 254,630 $ 0.08
$ 55,457 $ 17,216 353,070 $ 0.04 Z
$ 5,629 $ 31777 19,550 $ 0.05 E
$ 11,989 $ 9,524 49,245 $ 0.12 E
$ 143,245 $ 62,792 766,909 N
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$ 110,375 $ 11,668 1,039,500 $ 0.03 cl
$ 137,616 $ 33,716 1,615,182 $ 0.03 n
$ 8,350 $ 26,146 72,965 $ - K
$ 43,255 $ 14,666 417,130 $ 0.01 w
$ 299,596 $ 86,196 3,144,777
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$ 7,376 $ 2,451 27,384 $
$ 7,376 $ 2,451 1 1 27,384 1 1 Q
$ 12,429 $ 7,866 1 1 67,483 1 1 $ 007
$ 9,241 1 $ 55,533 1 1 85,451 1 1 $ -
$ 12,578 $ 15,139 65,784 $ 0.08
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$ 34,248 $ 78,538 1 1 218,718
$ 3,981 $ 3,083 1 1 13,109 1 1 $ 0.10
$ 5,523 1 $ 1,635 1 1 22,200 1 1 $ 009
$ 9,504 $ 4,718 35,309
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$ 8,396 $ 437 52,400 $ 0.05
$ 3,664 $ (733) 4,218 $ 0.41 ;
$ 5,445 $ 4,515 19,150 $ 0.12 Q
$ 1,790 $ 1,339 2,640 $ -
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$ 1,970 $ 2,598 5,155 $ -
$ 4,690 $ (1,880) 3,522 $ 0.77
$ 4,799 $ 3,361 13,289 $ 0.13
$ 9,376 $ 5,692 39,000 $ 0.12 p
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$ 13,858 $ 1,958 74,665 $ 0.08
$ 3,500 $ 6,334 $ 5,376 11,800 $ - c
$ 3,500 $ 60,322 $ 22,663 225,839 v
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$ 2,464 $ 1,841 4,700 $ 0.11 m
$ 2,946 $ 3,893 14,200 $ 0.02 N
$ 15,915 $ 16,319 97,949 $ 0.07
$ 5,938 $ 1,624 30,898 $ 0.05
$ 2,186 $ 11713 7,073 $ -
$ 35,261 $ 935 212,887 $ 0.08 ;
$ 4,081 $ 11231 13,168 $ 0.08
$ 68,791 $ 27,556 380,875 v
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$ 3,500 $ 6,370 $ 5,639 16,500 $
$ 3,500 $ 6,370 $ 5,639 16,500
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$ 8,702 $ 24,318 89,555 $ y
$ 3,314 $ 13 8 1 2,000 $ -
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$ 2,030 $ 7,343 5,654 $ p
$ 14,046 $ 45,548 117,209
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