1997-0218_BOTACO INC._G3a_Agenda Report 600 , 3d
AGENDA ITEM February 18, 1997
TO: George Scarborough, City Manager
FROM: Joseph Arranaga, Director, Public Lands and Facilities
SUBJECT: Award of Contract - Landscape Maintenance, City Sports Park
RECOMMENDATION
By motion, accept the bids as submitted for Landscape Maintenance, City Sports Park, and award to the
lowest qualified bidder, BotaCo, Inc., in the amount of$100,000 (March 1997-June 1998; sixteen months
at $6,250 per month).
SITUATION
On May 4, 1996, the City Council approved a two year contract with California Landscape, Inc. to maintain
the City Sports Park for $31,512 per year. The original Engineer's Estimate for the project was $75,000
per year. The contract was to commence upon completion of the Sports Park project.
On August 15, 1996, the Sports Park was completed and Staff directed California Landscape to commence
with the maintenance contract. Before starting the contract, Staff conducted a pre-maintenance walk
through with the Contractor. At the conclusion of the review, the Contractor identified various landscape
and irrigation deficiencies which needed correction before starting maintenance. These deficiencies were
corrected and, in September, the Contractor was directed to proceed. On October 11, 1996, California
Landscape requested that their bid be rescinded due to conditions not evident at bid submittal. Specifically,
the wear to the fields from the heavy usage would require more sod, seed, top dressing and sand than
California Landscape had included in their bid.
At this point, Staff approached the number two bidder, Pro-Turf Professional Landscape Services, Inc., and
then the number three bidder, BotaCo., Inc. The contract was offered to them at their initial bid price.
They each refused, indicating that they developed their bids before the field's construction. Now that the
fields are in use and play established, they determined that the bid amounts were insufficient to cover their
costs.
Staff discussed options with the City Attorney who recommended that the City obtain a new bid from the
number two and number three bidders. Pro-Turf subsequently quoted $9,994.92/month (original bid
$3,200/month) and BotaCo quoted $6,250/month(original bid $3,922/month) to maintain the fields per the
specifications.
FOR CITY COUNCIL AGE
Agenda Item
February 18, 1997
Page 2
Staff recommends awarding the contract to BotaCo, Inc. for the remainder of the two year contract period
(March 1, 1997 through June 30, 1998), at a rate of$6,250 per month ($75,000 per year).
NOTIFICATION
BotaCo, Inc.
Pro-Turf Professional Lsc.Services, Inc.
COMMISSION/BOARD REVIEW, RECOMMENDATIONS
N/A
FINANCIAL CONSIDERATIONS
Increased maintenance costs for the remainder of Fiscal Year 1996-97 are $25,000. This will require an
appropriation from General Fund reserves to Account No. 01-62414-4430.
ALTERNATE ACTIONS
1. Accept the bids as submitted for Landscape Maintenance, City Sports Park, and award to the lowest
qualified bidder, BotaCo, Inc., in the amount of$100,000 (March 1997-June 1998; sixteen months
at $6,250 per month);
2. Do not accept the bids as submitted and do not award the contract;
3. Request additional information from Staff.
RECOMMENDATION
By motion, accept the bids as submitted for Landscape Maintenance, City Sports Park, and award to the
lowest qualified bidder, BotaCo, Inc., in the amount of$100,000 (March 1997-June 1998; sixteen months
at $6,250 per month).
Respectfully submitted, 0-01 . aa`' 1
Joseph Arranaga
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