TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Christopher Cash, Public Works Director
1. Subject
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Award of Contract to Marina Landscape, Inc. for White Oak Ridge Landscape Improvements and finding of CEQA exemption; Bid No. 23-24.34 (SP-4285).
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2. Summary
Bids for the landscape improvements at White Oak Ridge were received and opened on April 11, 2024. Three bidders responded to the notice inviting bids. The apparent low bidder is Marina Landscape, Inc., with a bid of $374,159. Staff recommends that Marina Landscape, Inc. be awarded the contract in the total amount of $430,283, representing the original amount of $374,159, plus a 15% contingency of $56,124 for the White Oak Ridge Landscape Improvement Project.
3. Recommended Action
recommendation
1. Authorize the appropriation of $184,900 from the unreserved Santiago Hills LAD (291) fund balance to:
291.5025.56015.20255 Gen Renovation
2. Approve the contract with Marina Landscape, Inc. for the landscape improvements at White Oak Ridge for $430,283; and authorize the Mayor and City Clerk to execute on behalf of the City.
3. Find that the proposed project is categorically exempt from the California Environmental Quality Act (CEQA) provisions per State CEQA Guidelines Section 15301 (Existing Facilities).
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4. Fiscal Impact
The expense for this contract is $430,283 and will be funded through Santiago Hills LAD (291):
291.5025.56015.20255 Gen Renovation $430,283
Upon approval of the appropriation, the estimated fund balance in the Santiago Hills Assessment District (291) fund on June 30, 2024, will be $1.4 million.
5. Strategic Plan Goals
Goal 1: Provide for a safe community
a: Provide staffing and resources to deliver services that ensure public safety.
Goal 2: Be a fiscally healthy community
a: Expend fiscal resources responsibly.
6. Discussion and Background
The Santiago Hills Landscape Assessment District covers 32 acres and includes landscape, lighting, and other infrastructure the city maintains through service contracts. The district’s landscape and infrastructure maintenance are funded through an annual assessment of property owners within the district. In 2015, property owners approved a ballot measure to increase the landscape assessment to address rising maintenance costs and gradually improve the 30-year-old landscape and irrigation throughout the district. The renovation work has been prioritized based on community feedback and annual available funding. Since the assessment increase, several renovation projects have been completed. The goals also included irrigation improvements that meet the State mandate for water-efficient landscapes and removing and replacing Pepper Trees with more appropriate tree species whenever possible.
The City Council previously approved an advertisement for bids on February 27, 2024. The bid solicitation was on March 28, 2024, for a period of three weeks, and bids were opened on April 11, 2024. Three bids were received as follows:
1. Marina Landscaping, Inc., Orange $374,159
2. Southern California Landscape, Inc., Rancho Cucamonga $388,537
3. Nieves Landscape, Inc., Santa Ana $438,777
The low bid is about 6.5% higher than the engineer’s estimate. Staff checked the references and qualifications for Marina Landscape, Inc. and found them acceptable, with adequate years of experience completing contacts of a similar nature to this project. Therefore, staff recommends that Marina Landscape, Inc. be awarded the contract in the total amount of $430,283, representing the original amount of $374,159, plus a 15% contingency of $56,124 for the White Oak Ridge Landscape Improvement Project.
Construction is expected to begin in July 2024 and is expected to be completed in late September 2024.
7. ENVIRONMENTAL REVIEW
Categorical Exemption: The proposed project is categorically exempt from the provisions of the California Environmental Quality Act (CEQA) per State CEQA Guidelines Section 15301 (Class 1 (d) and (h) - Existing Facilities) and Section 15304 (b) because the project involves renovating existing landscaping at White Oak Ridge from Newport Blvd. to Trails End Ln. to comply with current industry sustainable landscape and water efficient irrigation standards. No public review is required.
8. ATTACHMENTS
• Bid Abstract
• Contract with Marina Landscaping, Inc.