CITY COUNCIL STAFF REPORT
MEETING DATE: June 17, 2015
PREPARED BY: Cynthia Iwanaga, Management Analyst/Community Services
APPROVED BY: City Manager
Title
AWARD CITYWIDE MULCH INSTALLATION PROJECT
END
RECOMMENDATION(S):
RECOMMENDATION
Adopt a Resolution approving the following actions:
1. Approve project plans and specifications;
2. Award a contract to Jet Mulch, Inc. ("Project') in the amount of $35,352.50;
3. Authorize the expenditure of construction contingency funds not to exceed $3,535.25; and
4. Authorize the City Manager to execute and administer that certain construction contract with Jet Mulch, Inc.
BODY
COUNCIL PRIORITIES, GOALS & STRATEGIES:
Ongoing Priorities
Maintaining fiscal responsibility
REPORT NARRATIVE:
The scope of work for the Citywide Mulch Installation Project ("Project") will include the furnishing and installation of mulch at four city parks: Diana Park, Howard Weichert Park, Oak Creek Park and Conte Gardens Park. The scope of work also includes the installation of mulch in street medians along three city corridors along Vineyard Boulevard, Tennant Avenue and Butterfield Boulevard.
In soliciting bids for the Project, the City advertised in the Morgan Hill Times newspaper, two online services, Online Plan and Public Purchase, and sent bid packages to ten Builders Exchanges in Northern California.
The bid opening was held on May 26, 2015 and five (5) bids were received. Selection of the low bidder was based upon the lowest base bid amount.
Bidder |
Base Bid-Parks |
Alternate Bid - Medians |
Total Amount |
1. Jet Mulch |
$16,748 |
$18,604.50 |
$35,352.50 |
2. Bortolussi & Watkins |
$21,800 |
$45,000 |
$66,800.00 |
3. Mike Davis Landscape |
$37,135 |
$23,800 |
$60,935.00 |
4. Marina Landscape |
$56,855 |
$69,964 |
$126,819.00 |
5. A Plus Tree |
$584,500 |
$135,000 |
$719,500.00 |
Jet Mulch, Inc. submitted the lowest base bid at $16,748 for the installation of mulch at four city parks. Jet Mulch also submitted the lowest alternate bid for the installation of mulch at street medians throughout the city at $18,604.50.
Jet Mulch has 19 years of experience in the mulch installation business, and has previously installed mulch in city parks for the City of Morgan Hill. Staff recommends the award of this contract for $35,352.50. Staff also recommends a 10% contingency of $3,535.25, which will yield a total construction authorization of $38,887.75. The Project will be scheduled to begin construction in late June and is expected to take not more than 14 calendar days.
COMMUNITY ENGAGEMENT: Inform
A general notice about the installation of the mulch at the parks will be posted on the City's website and on Next Door Morgan Hill to inform residents.
ALTERNATIVE ACTIONS:
An alternative action would be to delay the installation or not install mulch at the parks and in the medians. This action is not recommended, as delaying the installation of mulch will increase weed abatement needs and detract from the aesthetics of City parks and medians.
PRIOR CITY COUNCIL AND COMMISSION ACTIONS:
The Citywide Mulch Installation project is budgeted for in the adopted FY 14-15 Parks Maintenance Budget. The Council previously awarded a major mulch installation project in 2014 for a different group of locations.
FISCAL AND RESOURCE IMPACT:
The total funding required is $38,887.75, which is the contract price with a 10% contingency. The cost for the mulch installation will be paid proportionally by the Parks Maintenance, Landscape Assessment District and Streets Maintenance budgets, and is budgeted in the adopted FY 14-15 Budget.
CEQA (California Environmental Quality Act):
Categorical Exemption
The activities described in this Staff Report are categorically exempt under CEQA, specifically pursuant to Section 15301 of the CEQA Guidelines (Existing Facilities), as the subject work involves the repair, maintenance or minor alteration of existing City facilities involving negligible or no expansion of use of those facilities.
LINKS/ATTACHMENTS:
1. Resolution
2. Contract Documents
3. Technical Specifications