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CITY OF SAN BERNARDINO -
o File No. 6.514. 0
REQUEST FOR COUNCIL ACTION
From:
Roger G. Hardgrave
Su~ect: Award of Contract - Maintenance of
Landscaping at Central City Mall,
City Hall, Central City Parking
District Lot Nos. 1, 2 & 3, Central
City West & Animal Shelter
Date:
Public Works/Engineering
July 29, 1985
Dept:
Synopsis of Previous Council action:
NONE
Recommended motion:
Adopt resolution.
cc: John Matzer, Jr., City Admin.
Warren Knudson, Oir. of Finance
Ralph Prince, City Attorney
Annie Ramos, Dir. Parks, Rec. & Comm. Services
Wayne Overstreet, Public Buildings
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Signature
Contact person:
'AntjlOiT" 'R'~rn'Jr::ilu~
Phone:
0;0'0;
Supporting data attached:
Yes
Ward:
1 & 3
FUNDING REQUIREMENTS:
Amount:
$71,760
Source: 10-390. 11-312. 313. 318
(in Public Buildinqs Division of Public Works) Finance:
Council Notes: __.___
75-0262
Agenda Item NO'~-;;;;;(,'
C~ OF SAN BERNAREAo - REQlAT FOR COUNCIL A~ION
STAFF REPORT
During the Budget Review with the City Administrator, the
Public Works Department was directed to obtain bid prices for
contracting for landscaping maintenance services in certain
areas currently provided by the Park, Recreation and Commu-
nity Services Department. Subsequently, bid specifications
were prepared in April, 1985 and sent out in May.
Bids for providing these landscaping maintenance services
were opened at 2:00 p.m. on Tuesday, June 4, 1985.
A total of 3 bids were received, ranging from $71,760 to
$106,224.
Listed below is a breakdown of the cost of providing these
landscaping maintenance services by facility, based upon the
actual low bid price from Toyo Landscaping Company:
Central City Mall - Parking Lots $47,940
Central City Mall - Inside the Mall $ 9,480
City Hall - Adjacent Areas $ 4,200
Central City parking Dist. Lot No. 1 $ 2,400
Lot No. 2 $ 1,800
Lot No. 3 $ 1,800
Central City West $ 2,340
Animal Shelter $ 1.800
TOTAL CONTRACT PRICE
$71,760
Toyo Landscaping Co. has been in the landscape construction
and landscape maintenance business continuously for the past
25 years. Standing landscape maintenance contracts include:
County of Orange, City of Carson, City of Fountain Valley,
City of Los Angeles and County of Los Angeles. The County of
Orange has a 3-5 year contract with option of 2-year renewal
for a cost of $397,000 with Toyo Landscaping Co. Reference
checks on a few selected clients have all been very
satisfactory.
COST SAVINGS
Savings will be achieved by eliminating vacant positions in
the department and transferring personnel who are currently
assigned to the proposed contract areas to assume their
duties. This will result in a total anticipated saving of
$52,474 which represents 27% of the proposed budget request
of $191,625.
Savings
will be
tion.
of $l7,780 can be realized immediately, and $34,694
achieved during the next 8-12 months through attri-
75-0264
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The fOllowing is a detailed plan of reassignment:
Position
Rejuu'l.ignm.en.t
Park Maintenance
Worker III
Fill an existing vacancy of Park
Maintenance Worker III
Heavy Laborer
Utility Worker I
Fill a new position approved by
Council for the new Library
Fill a new position approved by
Council for the new Harrison Canyon
Park, the recently established
Hampshire Floodway, and Sonora Tot
Lot.
Park Maintenance
Worker II
Wait for attrition. The turnover
for this position is about 8-12
months.
Utility Worker I
Wait for attrition. The turnover
for this position is about 8-12
months.
Other unquantifiable savings include wear and tear on equip-
ment and vehicles, fuel to transport personnel between job
sites, maintenance cost on vehicles and equipment, etc.
In addition to the landscape contract price of $71,760, the
Parks Division will continue to undertake certain services
that will not be covered in the contract. This will include
$26,624 in personnel costs for supervision and inspection of
the contract work, $23,080 in materials and supplies for
performing special services such as sprinkler system repair
and replacement, waterfall and pond cleaning, fence repair,
plant materials for stolen plants, etc. and $6,360 for
unplanned services. The two employees waiting for attrition
will be providing these special services. After attrition
has occurred, additional part-time hours will need to be
provided to continue the services.
Other alternatives of reassigning personnel are subject to
Council's approval: 1) Add personnel to reduce the current
average acreage of 13.50 acres per maintenance employees in
order to improve the parks maintenance level, 2) Increase
weekend coverage at more parks which may require the hiring
of additional maintenance personnel, 3) Provide in-house
maintenance to the completed Seccombe Lake. Staff is making
a comparison with maintenance through outside contractor.
We recommend that a contract be awarded to the low bidder,
Toyo Landscaping Co.
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RESOLUTION NO.
RESOLUTION OF THE CITY OF SAN BERNARDINO AWARDING A CONTRACT TO TOYO
LANDSCAPING CO., FOR MAINTENANCE OF LANDSCAPING IN PARKING LOTS FOR CENTRAL
CITY MALL, INSIDE CENTRAL CITY MALL, CENTRAL CITY PARKING DISTRICT LOTS
NO, I, 2 & 3, AREAS ADJACENT TO CITY HALL, CENTRAL CITY WEST AND ANIMAL
SHELTER.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AS FULLOWS;
SECTION 1. ToyoLandscaping, Co .is the lowest responsible bidder for
construction of a public project, to-wit: Maintenance of landscaping in
Parking Lots for Central City Mall, Central City Parking District Lots
No.1, 2 & 3, areas adjacent to City Hall, Central City West, inside
Central City Mall and adjacent to Animal Shelter in accordance with Plan No.
6735 (1985-86) for the total amount of $71,760.00, a contract is awarded to
said bidder accordingly for the Basic Bid, and Additive Alternate Nos. 1,
2, 3, 4, 5, 6 and 7 but such award shall be effective only upon the contract
being fully executed by the parties; all other bids therefore are hereby
rejected; and the Mayor is hereby authorized and directed to execute said
contract on behalf of the City; a copy of the contract is attached hereto,
marked Exhibit "A" and incorporated herein by reference as fully as though
set forth at length.
SECTION 2. The City of San Bernardino shall not be obligated by making
this award unless and until the contract is fully executed and no oral
agreement relating thereto is intended or authorized and should not be
implied.
I HEREBY CERTIFY that the foregoing resolution was duly adopted by the
Mayor and Common Council of the City of San Bernardino at a
meeting thereof, held on the
following vote, to wit:
day of
, 1985, by the
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AYES:
NAYS:
ABSEllT :
The foregoing resolution is hereby approved this
, 1985.
City Cl erk
day of
Mayor of the City of San Bernardino
Approved as to form:
City Attorney
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CENTRAL CITY COMPANY
295 CENTRAL CITY MALL . SAN BERNARDINO, CA 92401 . TELEPHONE (714) 884-0106
August 2, 1985
Honorable Mayor and Members of the
San Bernardino City Council
300 North "0" Street
San Bernardino, California 92418
Subject: Central City Mall Landscape Maintenance/Agenda Item 52
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We understand you are considering contracting out the Mall interior and exterior
landscape maintenance. We are concerned about the level and quality of service
that is to be provided under the proposal. Our City/Developer Agreement calls
for the City to maintain the Mall as a first class shopping center.
Gentlemen:
A review of the prepared specifications leaves some matters to ambiguous inter-
pretation, i.e., "sufficient supervision and personnel" and "reasonable amount
of time" and matters left to schedules to be provided at a later date.
Over the past 15 years we have monitored the City's manpower schedule and found
that it is necessary to have a minimum of five full-time people to maintain the
exterior and interior of the Mall in a satisfactory condition. The Mall has many
fine and expensive specimen trees and plants that require careful and continuous
attention. In the past, when the number of full-time workers have been cut for a
period as little as three months many areas had to be relandscaped which proved
to be a false economy to the City.
I would like to suggest that if the City is to award a contract that an addendum
to the contract be added that clearly spells out the number of full-time men to
be assigned to the Mall and that be no less than five and what their duties are
so that we know in advance what we are getting.
It makes one suspicious when we note that the Parks Department recommends a
minimum budget of approximately $100,000, as compared to the contractors bid of
$57,000.
We would like to respectfully request that the City split out the Mall maintenance
portion of this contract for at least a six-month period while the City gathers
experience regarding the quality of work that will be provided by this contractor
so that we don't risk the loss of many costly plants, trees and turf.
Robert D. C
Managing Partner
RDC:bh
DEVELOPERS, OWNERS AND OPERATORS OF CENTRAL CITY MALL