SR - AGR-6338 - LANDSCAPE RENOVATION SANTIAGO HILLS ASSESSMENT DISTRICT�OPOR._
AGENDAITEM
May 10, 2 0 1 6
TO: Honorable Mayor and
Members of the City Council
THRU: Rick Otto
City Manager
FROM: Barbara Messick ts
Acting Community Services Director
City Ma
Finance
To Be Presented By: Barbara Messick
X Cons Calendar _City Mgr Rpts
Council Reports _Legal Affairs
Boards /Cmtes _Public Hrgs
Admin Report
1. SUBJECT
Agreement with KASA Construction, Inc. to provide landscape and irrigation renovation work in
the Santiago Hills Assessment District for an amount not to exceed $97,350.00.
2. SUMMARY
The agreement with KASA Construction, Inc. is to provide landscape renovation, including soil
preparation, installation and planting of new drought tolerant plants and hydro -seed, and
installation of a new water efficient, sub - surface irrigation system.
3. RECOMMENDED ACTION
1) Approve Agreement with KASA Construction, Inc. for an amount not to exceed $97,350.00;
and
2) Authorize the Mayor and City Clerk to execute on behalf of the City.
4. FISCAL IMPACT
Funds are available in the current FY 16 budget as follows:
291.7024.56015.20255 (Santiago Hills LAD General Renovations) $97,350.00
5. STRATEGIC PLAN GOAL(S)
3a: Renovate, refurbish and improve public use places and spaces that are functional and safe.
ITEM �.. 5/10/16
s
Plan/Environ
1. SUBJECT
Agreement with KASA Construction, Inc. to provide landscape and irrigation renovation work in
the Santiago Hills Assessment District for an amount not to exceed $97,350.00.
2. SUMMARY
The agreement with KASA Construction, Inc. is to provide landscape renovation, including soil
preparation, installation and planting of new drought tolerant plants and hydro -seed, and
installation of a new water efficient, sub - surface irrigation system.
3. RECOMMENDED ACTION
1) Approve Agreement with KASA Construction, Inc. for an amount not to exceed $97,350.00;
and
2) Authorize the Mayor and City Clerk to execute on behalf of the City.
4. FISCAL IMPACT
Funds are available in the current FY 16 budget as follows:
291.7024.56015.20255 (Santiago Hills LAD General Renovations) $97,350.00
5. STRATEGIC PLAN GOAL(S)
3a: Renovate, refurbish and improve public use places and spaces that are functional and safe.
ITEM �.. 5/10/16
6. GENERAL PLAN IMPLEMENTATION
Land Use Element Goal 6.0: Advance development activity that is mutually beneficial to both
the environment and the community.
Policy 6.3: Establish and maintain greenways, and pedestrian and bicycle connections that
complement the residential, commercial and open space areas they connect.
Policy 6.8: Maximize landscaping along streetscapes and within development projects to enhance
public health and environmental benefits.
7. DISCUSSION and BACKGROUND
Background
The Santiago Hills Landscape Assessment District (District) comprises over 32 acres of landscape,
lighting, and other infrastructure maintained by the City under service agreements. Funds
supporting the maintenance of the District landscape and other infrastructure are derived from an
annual assessment of property owners within the District.
In June 2015 property owners in the District approved a ballot measure to increase the landscape
assessment to address rising maintenance costs and to gradually make improvements to the
outdated and inefficient landscape and irrigation throughout the District. Upon the passage of the
increased landscape assessment, the City formed a Santiago Hills Community Liaison Committee
to ensure neighborhood input in decisions regarding landscape maintenance and budgetary
priorities for the District. At an October 2015 Community Liaison Committee meeting, City staff
presented a conceptual landscape drawing and plant palette which included California native and
drought tolerant plant species and considerations for a low -flow, sub - surface irrigation system.
The plan and plant palette were presented as a template for smaller landscape renovation projects
to be phased in over time, as funds become available. At that October meeting, the Committee also
assisted City staff in identifying priority areas for these landscape renovations and it was agreed
that the top priority areas would be main entry points into the community on Trails End and
Skylark and the Handy Creek Paseo from Chapman and Newport to White Oak. Based on
consensus and direction from the Liaison Community, City staff finalized construction plans and
specifications for the first renovation project located along Trails End Ln. at the entrance to the
Santiago Hills neighborhood from Chapman Avenue. The Handy Creek Paseo is planned to begin
in FYI 7.
The Trails End Project consists o£ 1) clearing and grubbing; and 2) soil preparation, irrigation
modifications and planting. The first phase of the project was accomplished as part of the current
landscape maintenance contract. The second phase required a public bid process as a capital
improvement project.
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ITEM 5/10/16
Discussion
The Community Services Department sent out a public /formal bid request for the Trails End
Project based on approved plans and specifications. On March 28, 2016 City staff held a mandatory
job -walk and met with nine (9) potential bidders. Bids were received on April 7, 2016 from two
qualified contractors. Royer Landscape bid $114,899, and KASA Construction bid $88,500. The
Community Services Department is recommending KASA Construction Inc., as the lowest
qualified responsible bidder. Reference checks came back with very positive feedback from
satisfied clients who claimed that KASA did great work and completed their work on time. Some
were repeat customers and others said they would hire KASA Construction Inc. again. The City
of Orange also contracted with KASA Construction for the completion of landscape improvements
at the new Exercise Circuit at Grijalva Park. The Community Services Department team was very
satisfied with KASA's work product.
The renovation project work in KASA's project scope includes soil preparation and minor
adjustments to the existing grade, conversion of the existing irrigation system to a new low -flow,
sub - surface system, and installation of new landscaping using California native and drought
tolerant plants and groundcover.
The amount of the bid received from KASA Construction Inc. is $88,500.00. The Agreement
provides for a contingency amount of up to 10% ($8,850.00) for a total contract amount not to
exceed $97,350.00. The contingency amount will only be utilized in the event of unforeseen
circumstances that may arise during construction. Upon approval of the agreement, the Contractor
will complete this work during the month of June, 2016.
8. ATTACHMENTS
Bid Abstract
Draft Agreement
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ITEM 5/10/16
SHAD Turf Replacement Landscape Renovation, Bid No. 156 -34
4/20/2016
BID ABSTRACT
Company /Contractor
KASA Construction
Inc.
Royer Landscape
Const., Inc.
City (Location of Contractor)
Chino, CA
La Habra, CA
1
Bid Amount Total
$88,500.00
$114,899.00
TOTAL
$88,500.00
$114,899.00