Department of Parks and Recreation/Cemetery
Reference: Modernization of Irrigation Valves at Elmwood Cemetery
To: Mayor Gregory Mills and Members of City Council
Through: Jane Bais DiSessa, City Manager
Marv Falconburg, Deputy City Manager
Travis Haines, Parks and Recreation Director
Prepared By: Amber Gibbs, Procurement & Contracts Manager
Aaron Corr, Cemetery Manager
Date Prepared: December 11, 2020
PURPOSE
Requesting City Council approval of formal solicitation for project # 20-06520 to the most responsive and responsible bidder, and approving the resolution giving the City Manager, or Designee, authority to sign the contract. Municipal Code Section 3.08.090, “…All bids and proposals in excess of $50,000 shall be awarded through formal written procedures by the City Council.”
BACKGROUND/HISTORY
The irrigation system at Elmwood Cemetery is estimated to be 40 years old is very antiquated and has had some major issues over the last 6 years. In 2014 a lighting strike struck a tree and that bolt of lightning traveled through the wires of our irrigation system and melted the wires beyond repair. In 2020 a derecho hit Elmwood Cemetery and not only knocked down trees, but also brought up more wires when the trees fell over. Currently Staff has to “hand water” the affected areas of Elmwood Cemetery. Hand watering has to be done during the day, and is an inefficient use of City resources.
FINANCIAL IMPACT
The 2021 City budget was approved with $225,000 allocated for the project in the Cemetery Capital Projects budget.
STAFF RECOMMENDATION
Staff recommends that the award be made to the lowest responsive and responsible bidder of Korby Landscape, LLC for the amount of $187,871.26.
There was a second bid received by Integrated Site Services, Inc., that has been deemed both non-responsive and non-responsible. The bid received is lacking nine of the fourteen crucial requirements to properly evaluate how responsible the contractor is. Nor can City staff properly evaluate whether or not the contractor understands the full scope of the requirement or is capable of completing the job as needed.
Korby Landscape, LLC’s bid submission and participation in the solicitation process has provided City staff sufficient information and confidence that the contractor is the lowest responsive and responsible bidder.
OPTIONS FOR COUNCIL CONSIDERATION
Ø Approval as presented
Ø Reject
Ø Require new proposals be prepared
Attachments:
Ø Resolution
Ø PowerPoint