REPORT TO THE CITY COUNCIL June 26, 2014 FROM: MARTIN A. QUERIN, PE, Assistant Director Department of Public Utilities - Water Division BY: MICHAEL CARBAJAL, Chief Engineering Technician Department of Public Utilities - Water Division MARTIN L. WENDELS, Project Manager Department of Public Utilities - Water Division SUBJECT ..Title Reject all proposals for landscape maintenance services at various water well sites and Water Division properties - Bid File 9200 (Citywide) ..Body RECOMMENDATION Staff recommends the City Council reject all proposals received for landscape maintenance services at various water well sites and Water Division properties. EXECUTIVE SUMMARY The Department of Public Utilities - Water Division solicited and received proposals, in August of 2012, for landscape maintenance services at various water well sites and other Water Division owned properties. During the bid evaluation process it was decided that landscape maintenance services for Water Division properties could be included in a future citywide advertisement for landscape maintenance services. It was anticipated that the future contract may provide a savings for landscape maintenance services to multiple departments due to economies of scale. After further evaluation it was determined that the Water Division would not recognize additional savings. Due to a change in scope and the addition of more well sites, staff recommends a rejection of previous bids relevant to Bid File 9200. BACKGROUND The Water Division currently owns approximately 290 well sites as well as various surface water treatment and water storage facilities, and a corporation yard. These proposals will provide for the landscape maintenance at these properties. Proper landscape maintenance of Water Division properties enhances the aesthetics of the sites, compliments the surrounding properties and ensures water conservation. The Request for Proposal (RFP) for landscape maintenance at various water wells and Water Division properties was published in the Business Journal on July 30, 2012, faxed to 10 Building Exchanges, posted on the City's website, and distributed to 11 potential proposers. Three sealed proposals were received and opened in a public bid opening on August 30, 2012. During the bid evaluation, it was noted that the City had numerous contracts for landscape maintenance services. It was thought that as those contracts expired, water well sites and other Water Division owned properties could be incorporated into a larger Citywide contract for landscape maintenance services to reduce the level of contract administration across multiple departments. Due to the diversity of the landscape areas throughout the City and the consistent nature of the Water Division sites, it was decided a separate contract would provide the best opportunity for oversight and cost effectiveness. LOCAL PREFERENCE Not applicable FISCAL IMPACT As the recommendation is for the rejection of all proposals, there is no impact to the General Fund. Attachment: Bid Evaluation