Sparks City Council Meeting 8/27/2018 2:00:00 PM

    Monday, August 27, 2018 2:00 PM
    Council Chambers, Legislative Bldg, 745 4th St., Sparks, NV

General Business: 9.4

Title: RECONSIDERATION, discussion, and possible approval of a Landscape Maintenance Services contract (AC-5505) for the Landscape Maintenance-Maintenance Districts Bid 18/19-002, with Signature Landscapes for the proposed contract period of September 2018 thru March 2020 for a total cost not to exceed $180,899. (For Possible Action)
Petitioner/Presenter: John A. Martini, P.E., Community Services Director/Christopher S. Cobb, P.E., Parks Development Coordinator
Recommendation: Staff recommends the City Council approve the contract as submitted
Financial Impact: N/A
Total Costs: $180,899.01
Fund: Promontory Landscape Maintenance (Fund abolished 02/22/21)    Account: 603185
Program: Promontory Landscape Maintenance (610010)
Amount: $35,238.67    Budget Status: Over Budget (See Budget Correction Plan)
Fund: Mesa Meadows Landscape Maintenance (Fund abolished 02/22/21)    Account: 603185
Program: Mesa Meadows Landscape Maintenance (611010)
Amount: $79,508.67    Budget Status: Over Budget (See Budget Correction Plan)
Fund: Triple Crown Landscape Maintenance (Fund abolished 02/22/21)    Account: 603185
Program: Triple Crown Landscape Maintenance (612010)
Amount: $66,151.67    Budget Status: Over Budget (See Budget Correction Plan)
Budget Correction Plan:
Contract for 19 months, difference will be included in fiscal year 2020 budget.
Business Impact (Per NRS 237):
    
A Business Impact Statement is not required because this is not a rule.
Agenda Item Brief:

The Landscape Maintenance Districts Bid is an annual contract for the maintenance of landscaping in common area of   the Mesa Meadows, Triple Crown, and Promontory Subdivisions.



Background:

In October 1994 the City of Sparks entered into a Landscape Maintenance District agreement with the Developers of the Mesa Meadows and Triple Crown Subdivisions.  In April 1996 the City of Sparks entered into a Landscape Maintenance District agreement with the Developer of the Promontory Subdivision.    These Landscape Maintenance agreements require the City to collect a fee such that the maintenance of the open space landscaping is maintained by a contractor overseen by the City of Sparks.



Analysis:

Each subdivision has a separate bid item which include mowing as applicable during the growing season, trimming of bushes/trees annually, maintenance of at grade or above ground irrigation systems, annual fertilization, pest control, weed control, and sidewalk clearing during snow events.  The bid was advertised to obtain an annual cost for each landscape area that will provide a monthly cost.  Additionally, a $5,000 force account is added to each area for work that may be required outside the contract.  This could include underground mainline irrigation repairs, replacement of irrigation valves or clocks, trees damaged from storm events, etc.  The contract includes a regularly monthly inspection for each area.  Upon inspection by City Staff, those areas deemed to be not maintained per the terms of the contract may have a financial penalty imposed upon the monthly billing.

The project was advertised in the Reno Gazette Journal on June 6, 2018 and digital copies were distributed to local plan rooms.  One (1) bid was received and was opened at City Hall on June 20, 2018.  Staff has reviewed the bid, found no irregularities, and recommends award of the bid submitted by Signature Landscapes, in the amount $114,252 annually (12 months) for all three areas.  The proposed contract period for this Landscape Maintenance contract is from September 1, 2018 through March 31, 2020 (19 months).

 

Signature Landscapes:   Promontory    Mesa/Pinnacles   Triple Crown
Bid Annual Cost $22,256 $50,216    $41,780
Monthly Cost     $1,854.67 $4,184.67 $3,481.67
Total Cost for 19 mo. Contract   $35,238.67  $79,508.67 $66,151.67
City 30% share  N/A  $23,852.60   $19,845.50

 



Alternatives:

1. The City Council could approve the contract.

2. The City Council could reject the contract and provide direction to the City Manager.



Recommended Motion:

I move to approve the Landcape Maintenance Services contract for Landscape Maintenance with Signature Landscapes for the proposed contract period of September 2018 thru March 2020 for a total cost not to exceed $180,899.



Attached Files:
     02 - Mesa Meadows Bid Map Att 1 5-2018.pdf
     03 - Triple Crown Bid Map Att 3.pdf
     04 - Promontory Bid Map Att 2 5-2018.pdf
     Signature Contract-Landscape Maintenance 08-13-18.pdf
     Signature Contract-Landscape Maintenance 08-27-18.pdf
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