DATE: May 8, 2018
SUBJECT:
Title
RESOLUTION SELECTING AND AUTHORIZING AN AGREEMENT WITH AZTEC LANDSCAPING, INC. FOR LANDSCAPE MAINTENANCE SERVICES FROM JULY 1, 2018 THROUGH JUNE 30, 2023, FOR AN AMOUNT NOT TO EXCEED $880,000. ALL FUNDS REQUIRED FOR FUTURE FISCAL YEARS WILL BE BUDGETED IN THE APPROPRIATE FISCAL YEAR, SUBJECT TO BOARD APPROVAL UPON ADOPTION OF EACH FISCAL YEAR’S BUDGET
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EXECUTIVE SUMMARY:
The San Diego Unified Port District (District) contracts for landscape maintenance services along Harbor Drive, and for as needed landscape maintenance services in other landscaped areas. Services include lawn and landscape maintenance; pest control; irrigation; litter pickup; and trash removal and weed control in landscape, hardscape, and shoreline rock revetment areas.
Pursuant to Board of Port Commissioners (BPC) Policy No. 110, Procedure for the Administration of Contracts, Agreement, the Purchasing of Supplies, Materials, and Equipment, and Grants, Section II.C, Request for Proposal (RFP) No. 17-59RH was issued on September 19, 2017. The District received three (3) responsive proposals and conducted panel interviews with all three to determine the best value to the District. A decision analysis was conducted by staff, which rated service providers according to the standard weighted criteria, as listed in the RFP. Aztec Landscaping, Inc. (Aztec) received the highest total score and was deemed the best value to provide landscape maintenance services. Staff recommends the Board select and authorize an agreement with Aztec for Landscape Maintenance Services from July 1, 2018 through June 30, 2023, for an amount not to exceed $880,000.
RECOMMENDATION:
Recommendation
Adopt a resolution selecting and authorizing an agreement with Aztec Landscaping, Inc. for Landscape Maintenance Services from July 1, 2018 through June 30, 2023, for an amount not to exceed $880,000.
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FISCAL IMPACT:
Funds for the first year of this expenditure of $165,000 are included in the upcoming FY 2019 budget within the General Services’ Facilities Maintenance Outside Services expense budget. Staff estimates annual cash requirement of approximately $165,000 to $190,000 resulting in a 5-year total cash requirement of $880,000.
Funds required for future fiscal years will be budgeted for in the appropriate year subject to Board approval upon adoption of each fiscal year’s budget.
Compass Strategic Goals:
This agenda item supports the following Strategic Goals by keeping highly utilized landscaped areas well maintained.
• A vibrant waterfront destination where residents and visitors converge.
• A Port with a healthy and sustainable bay and its environment.
• A Port that is a safe place to visit, work and play.
DISCUSSION:
The District is seeking a service provider to provide landscape maintenance services along Harbor Drive, including Linear Park and America’s Cup Harbor, in addition to other landscaped areas, as required. Services include lawn and landscape maintenance; pest control; irrigation; litter pickup; and trash removal and weed control in landscape, hardscape, and shoreline rock revetment areas.
As required by BPC Policy 110, Request for Proposal No. 17-59RH was solicited through Planet Bids on September 19, 2017. Electronic solicitation notifications were sent to three hundred sixty-six (366) potential service providers; twenty-five (25) service providers downloaded the bid package.
On October 24, 2017, the District received three (3) proposals; all deemed responsive. Staff convened a panel to evaluate the three (3) proposals based upon standard criteria listed in the RFP. The proposals are described below, in order of final rankings.
Aztec Landscaping, Inc.
Aztec Landscaping, Inc., is located in Lemon Grove, CA. Aztec’s experience includes previous performance of this project, as well as extensive experience with similar scopes of services for other municipalities, including current landscape maintenance at the San Diego International Airport. Aztec’s proposed staff includes certified irrigation technicians, knowledgeable landscapers, a robust quality control program, and over forty (40) years of combined managerial experience with similar scopes of work. Aztec provided a detailed calendar of scheduled services for this project with an emphasis on clear communication with the District’s project manager on the schedule and status of tasks. Their proposal outlined a focus on sustainability in line with the District’s practices and their staff has training in stormwater protection plans. Their approach to the project incorporated the use of smartphones and electronic mapping of irrigation to improve irrigation maintenance efficiency. Aztec’s safety program meets the District’s safety standards and shows a commitment to ongoing safety training. Aztec demonstrated a strong capability to perform this scope of work in their staffing plans, equipment and fleet inventory, proximity of other active projects to this area, and in their strong subject matter knowledge. Aztec proposed the use of one (1) subcontractor for litter and trash removal. Aztec’s proposed costs were the lowest costs submitted and were determined to be fair and reasonable.
Nissho of California, Inc.
Nissho of California, Inc. (Nissho) is located in Vista, CA. Nissho’s experience includes previous performance of this project, as well as providing similar services for the District at Ruocco Park, and previously at Broadway Landing. Nissho’s proposed staff has moderate landscaping experience, with their management team bringing over fifty (50) years of combined experience in landscape maintenance. Nissho’s proposal included a well-organized approach to water management & tracking, and showed an understanding of working with and around the large unsheltered population in these areas. The proposal lacked information on stormwater awareness and environmental Best Management Practices, and did not present a clear approach to addressing invasive landscape species. Nissho proposed a monthly punch list for scheduled services and showed how they would divide the project into specific areas that would be addressed on a rotation. Their staffing plan included the availability of a design & construction team that would be able to renovate & modernize existing landscape under additional services. They did not propose the use of any subcontractors. Nissho’s proposed costs were within the costs projected and were determined to be fair and reasonable.
NatureScape Services, Inc.
NatureScape Services, Inc. (NatureScape) is located in San Diego, CA. NatureScape has extensive experience performing similar scopes of services for municipalities, including landscape maintenance at Broadway Landing. Their proposed staff has ten (10) years of experience working on similar types of work; their management team brings over fifty (50) years of combined experience in commercial landscaping. Their proposal reflected a strong focus on customer service and flexibility to address District needs in a timely manner. Their approach to the project incorporated an awareness of environmental concerns and demonstrated a thorough safety program. NatureScape’s relatively small workforce and limited number of vehicles caused some concern for the panel, as this project incorporates a large area, and their approach to hours of operation did not seem to take into account the high volume of traffic in this area. NatureScape proposed the use of one (1) subcontractor for any as-needed tree maintenance services, and one (1) subcontractor for pest control. NatureScape’s proposed costs were somewhat higher than projected, but were determined to be fair and reasonable.
The selection panel found that Aztec was the highest qualified service provider based upon the experience of their proposed staff, their approach to the project and capability to perform, fair and reasonable costs and the relevant experience of the firm. Staff recommends the Board select and authorize an agreement with Aztec Landscaping, Inc. for Landscape Maintenance Services from July 1, 2018 through June 30, 2023, for an amount not to exceed $880,000.
General Counsel’s Comments:
The Office of the General Counsel has reviewed the issues set forth in this agenda and found no legal concerns as presented and has reviewed and approved the agreement as to form and legality.
Environmental Review:
The proposed Board action to authorize an agreement with Aztec Landscaping, Inc. for as-needed maintenance services is Categorically Exempt pursuant to California Environmental Quality Act (CEQA) Guidelines Section 15301 (Class 1 - Existing Facilities) and Section 3.a (12) of the District’s Guidelines for Compliance with CEQA because the project in question is an agreement for landscape maintenance services that would involve no expansion of use beyond that previously existing. No further action under CEQA is required.
The proposed Board action complies with Section 87 of the Port Act, which allows for construction, reconstruction, repair, maintenance, and operation of public buildings public assembly and meeting places, convention centers, parks, playgrounds, bathhouses and bathing facilities, recreation and fishing piers, public recreation facilities, including, but not limited to, public golf courses, and for all works, buildings, facilities, utilities, structures, and appliances incidental, necessary, or convenient for the promotion and accommodation of any of those uses. The Port Act was enacted by the California Legislature and is consistent with the Public Trust Doctrine. Consequently, the proposed Board action is consistent with the Public Trust Doctrine.
In addition, the proposed Board action is considered “excluded development” pursuant to Section 8.a (8)(Existing Facilities) of the District’s Coastal Development Permit Regulations; therefore, issuance of a Coastal Development Permit is not required.
Equal Opportunity Program:
Due to limited known sub opportunities no SBE goal was established for this agreement.
PREPARED BY:
Amy Tigri
Management Analyst, General Services
Attachment:
Attachment A: Agreement No. 19-2018ND with Aztec Landscaping, Inc.