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Home My WebLink AboutC27730 Reject-Readvertise LMA No. 4 904-08IO CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT STAFF REPORT REQUEST: Reject All Bids for Contract No. C27730, Authorize the City Clerk to Re -Advertise and Approve Landscape Maintenance Activities on an As -Needed Basis for Landscape Maintenance Area 4 (Project No. 904-08) SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works DATE: June 26, 2008 CONTENTS: Vicinity Map Recommendation: By Minute Motion: 1. Reject all bids for Contract No. C27730 for Landscape Maintenance Area No. 4; 2. Authorize City Clerk to re -advertise and call for bids for landscape maintenance services; and 3. Authorize the City Manager to approve interim landscape maintenance activities on an as -needed basis until contract is awarded, not to exceed $20,000. Discussion: This maintenance area is comprised of street medians located in the north half of the City of Palm Desert. On May 30, 2008, the City Clerk advertised and called for bids for Landscape Maintenance Area No. 4. Bids were opened and read aloud on Tuesday, June 10, 2008, at 9:30 a.m. with the following results: 1. Sierra Landscape, Inc. (Palm Desert, CA) 2. Marina Landscape (Anaheim, CA) 3. Vintage Associates (Bermuda Dunes, CA) $109,380.00 $113,544.00 $139,800.00 Staff reviewed the contract documents and found irregularities in the high and low bidder's proposal. The second lowest bidder did not demonstrate sufficient experience in the maintenance of desert landscape. After consulting with the City Attorney, staff recommends Council reject all bids and direct staff to re -bid. Reject Bids and Re -Bid Landscape Maintenance Area No. 4. Page 2of2 June 26, 2008 In addition, because Landscape Maintenance Area 4 needs to be maintained until new contract is awarded, staff requests that the City Manager approve the use of existing vendors on an as -needed basis, not to exceed $20,000. Funds are available in account 110-4614-453-3370. Therefore, staff recommends that, by minute motion, City Council reject all bids for Contract No. C27730, authorize the City Clerk to re -advertise and call for bids and authorize the City Manager to approve maintenance activities on an as - needed basis, not to exceed $20,000, for Landscape Maintenance Area No. 4. Prepared By: S"%h Sl'enc4� night L nd�cap- Manager Approval: Homer Croy ACM for Dev Carlos Orteg City Manager /hsk/bg Department Hea "// Mark Greenw•od, P.E. Director of P blic Works Paul Gibson ent Services Finance Director CITY COUNCIL ACTION: APPROVED / DENIED RECEIVED OTHER I / AC En: Ferca5Latfcnt✓.r+yi v Lt,y, r,;e eI, ( f1S� NOES: nl ABSENT: Rorie ABSTAIN: IJ one, VERIFIED BY: 1.Q0k j re Original on File with City Clerk's Office G:IPubWorks\Sta6 Reports120081June 26102 Reject all bids LMA 41Reject All Bids and Re -Advertise C27730 LMA 4.doc RECEIVED NH JUN 12 P I: 09 ('itv 01 Palm Desert CITY OF PALM DESERT 73510 Fred Waring UrivPUBLIC WORKS DEPARTMENT Palm Desert. CA 9)2260 Attention: Ron Tucker, Landscape Inspector Formal Protest MARI Ngdt June 10, 2008 'viarina Landscape. inc. would like to file a formal protest with the City of maim Desert in regards to the "Landscape Maintenance Area # 4", Project # 904-08, Contract #C27730 that was publicly bid and opened today on 6/10/08 at 9:30 AM. It is our understanding that the apparent low bidder Sierra Landscape did not acknowledge and submit with the bid proposal forms Addendum Number 1, thus making the bid non -responsive. This issue was addressed at the bid opening by Marina personnel and City Staff and we were advised that the City Attorney would review the bid procedures for a decision on the matter. Addendum No. 1 stated in bold letters at the bottom of page I "important Note: Receipt of this Addendum must be acknowledged in the contractors proposal". Marina Landscape \vas the apparent second lowest bidder and followed all of the Cities rules and regulations as noted at the bid opening, and we believe that Marina Landscape should be the lowest responsive bidder and being so, should be awarded the project. Please contact my office once you have made your decision and let me know when the City Council will meet to vote on the acceptance of the proposal. Sincerely. :Marina I .ancisa,)e. Inc. Stephen . Guise Vice President (..1* Maintenance Operations 7i4-231-1-454 MARINA LANDSCAPE, INC. 1900 S Lewis Street • Anaheim, CA 92805 p 714.939.6600 f 714.935.1199 w marinaco.com • License #492862, A, B. C27, C36 ,. � � Strl! Growin�,_..-- FAX TRANSMITTAL , . ��; ��: � _�w� -�-� � .T-.�� e.. Date: 6/25/08 -� �.� r.�.) •..?rr, � ,` a;�` , � � �,�,'�,<��, Number� of pages includin,g cover sheet: 2 `�` �# � .�. -�--�. �` :� ,;�, . � ��a��'. To: City Clerk �rom: Stephen Guise �., z��=, � ��, Marina�Landscape, Inc. 1900 S. Lewis St. Anah�im, CA 92806 Phone: ' Phone: 714�231-1454 . Fe;x: 760-340-0574 Fax: ;`�ts.. . � .. +�. . .. � . ':" '.•i� ^F C• ,y' [] Urgent ❑ For ycur information ❑ Reply ASAP ❑ Please comment Please refer this to the proper authority. �:.,�a s�s ' . ,._ � w.J`A, . . .. ... .. .r � . . . ' .. - � a�'`r�4�� *t.; � ,�°: . ..Ti��s t i��U: . .. ., . _ �'-�� - p' � -b�lisit ou�web site at: http://www.marinaco.com + + � � t 1900 S. Lewis StreeE, Anaheim, CA 92805 Phone: (714)939-6600 Fax: (?14) 935-1199 Receivad Jun-25-06 05:49pm From— To-CITY OF PAL�I DESERT P�ae O1 � �� , , i � - M/�111A� . •r.,r•,dsceinc uonsl,:;:ia�� r�ndsoas,�ma+•^•+a,ancg June 25,2008 >�nc1e^.��a erc�:,;::::tu:d City of Pa]m.Desert �::;��: t��u�� 73510 Fred Waring Drive Pa1m Desert, CA 92260 ,A,tte��ox�: Cit�y C�exk � Regarding: Bid Pro�osal for Landscape Maintenance Area No. 4, Contract No. C27730, Pmject N0. 904,qR FnRMAL PROTEST Marina Landsca�e would like to file a formal protest wi�th tlae City o£P�xn Desert an r�gards to Mark Greenvvood,Director of Public Works, rejecting ihe low responsive bidder Marina Landsca�e on Che grounds that th��roj�ct references listed in our bid ° docu�nnents wexe not located itza�e Desert. Dal,e Hardin, Marina landsca�e's salesman contacted Mark Greenwood on 6/24/08 to enq,uire on the status of our Formal�rotest Fiated June 10�"wheze �VJ.axiz�a was ck�a�lengi�.g tkxe low bi.ddex Sxez�ra Landsoape £oz noz�- coz�ap�xazace with bid documents and was notitied of this tact. ;� y � �.� Iv�arina fee�s stxoz�gl.y tkaat tkxe bid documents received by the City of Palm DeserC were aamplete and that nc� where in the documents daes it state the bidders experience or projects listed has to be in tk�e D�sezt. P�ease note tk�.at�axi.x�a�.a�dsca�e k�as bee�, working in the Desext£or znaxay �es�rs completi,�g construction and msint�nanc�projects s�.ch as tY��P�alm S,prings,Aarpart, the C�a�cde�t o�Ck�ampions Tennis Facility, Twin palms, and axe at tk�xs time fi�uisk�ing the construction of the same medians that are included in tlnis bid pro�osal on JCffersoil Street. Fox these reasozxs we,wou�d ask the City Council to not approve the 12equest for Authorization to reject a11 bids as stated in t�,e Coxasent Csle�,da.r, Ztem "O". I iwi�il be at�he Regu,lax t'alm l�esert C;ity Council Meeting on 7une Z6, Z008 to�ersonal.ly address t�,�s zz�atte�. To dale I have not receiv��I a forrr�al rep1�tu our initial �'ortz�a� Protest dated.Jwn.e 1.0`h �uad recexved by ce�rtified zxxax� at City Ha.l� oz�Ju�e �2th by B Keating. Si.zacerely: s ; ;, ' a Lands a�e, Inc. � � Stepl�en G se Vxce J?resident of Maintenance O�er�tions. ,,. :�. � e , �, � �j�iw ..� � . k;,; �, . MARINA�NDSCAPE,INC. 1900;.5,;Lewis Street •Anaheim, CA 92805 p 714.939.8600 f 714.935-1199 w marinaco.com •LiCenee#492862,A.B,C27,C36 ' ; Rece►ved Jun-25-08 05:48pm From— To-CITY OF PALM DESERT PaQa 02 06126+f2008 14:49 7605685292 MARINA LANDSC PAGE 02/02 ,. _ ,� �� MAR�NA , ;a � ; ,, ;��—:a;=�i�;� , � �r , � , .. � n � �>_' k.:,: L.+' J...!' 1 , ._ .'-i �� Q� 7une 26, 2008 ' Ciry of Palm Desert ' � 7,35�0 k'xed Wa�i.io�g A�ve ' Pa►lxu;Aesert�CA 92260 �,ttention: Ciry Clerk Regazding; Marina Forncxal Protests for Landsca�e Maintez�ance Area No. 4, Cont�cact Na. �,;. e:� �C277730 lvjarina latJdscape wishes to rescind tl�eir Formal Prulcsla�Sl�l Ju.x�� 10�'a�id Junc 25�' and will rcbid thc projvCt when it cosncs back out tv bid. �apologize for any x�convenience that this zz�ay have caused. � SincerEly;; N ;, [anna dscape o. ' ,� ;; � '� � Stephen II_ uisc V'ice President of Maintenance Operations : i � rt ,. .� MARINA LANDSCAPE, INC. 73-96D Hwy.111,Suite 2,Palm Desert,Cal;fomia 92260 Ph(760)836-1200 Fax(760)568-5292 Contractor's License Numper 492862 VV�b Site:www.marinaco.com Received' � `Jun-26-08 02:52pm From-T605685292 To-CITY OF PAL�I DESERT Pa�e 02 06l26/2008 14:49 7605685292 MARINA LANDSC PAGE 01/02 �:_ .� ' �IT �" <.�r,; �tj � ��Fi;;F� � �°��t_�; ,�::� �; �,� G� ' Still Growing____. ?�r�? �!t1� �� 1� 3� Q� , , FAx TRANSMITTAL : ,, _, � Date:I 6/2f108 � �. -, Number of pages including cover sheet: 2_ To:'` '' City Cle�k - . From: Stephen Guise Marina Landscape, Inc. 19�0 S. Lewis St. Anaheim, CA 92805 Phone� Phone: 714-231-1454 Fax_ 760-340-0574� Fax: � �.......��. . . • .. . :•�� ..� :•..•. �..:•r.;.. �.. •.., •'..:tr...•�:'.,.�.... �•..:. .*�.�;,�; •�.�...� yv�:.''S.� '-'�4Fc�:��'i;y y Vi;,,: _� . L ... .:4.. ....... . � .. ��, ,.. ...•.::i ,•l%:, .'.y�J�..'�'.,�,'J - -!Y'„• .�J1�' :SS" - � . � �. . �:.-..._e :, _ � � ••• • : ..,.��s�: .. .,. ,� , ..". ..A•.•..�,:•. '.�' _ : . _ .. .. ,��,:.�...•� .-...� �•�. .,. , • .'.::- .....�; u �. • � :.�, ... �,. ..; �.1:.. ,;:i: ..ti•.: "'�`' ' �' ❑ Urgent `' ❑ For your information [J Reply ASAP ❑ Please comment ��t�lease refer this to the proper autnority. � �.s;�, ,;; i ;��, .. ,�W; k �.0 �1�f�lj� . ..... . . . � � - ....r. � � .�.I... Visit our web site at: � ri aco.com 1900 S. l-ewiS Street�/�naheim, GA 92505 Phone: (71a)939-6600 �ax: (714)935-1199 s'"� �,,.��'� � Recaivad Jun-26-08 02:52pm From-T605685292 To-CITY�,OF PAL1� DESERT PaQe O1 _ , ,