SR - AGR-6505 - SKYLARK PLACE LANDSCAPE RENOVATION1. SUBJECT
Award of Contract for Turf Replacement and Landscape Renovation for Santiago Hills
Assessment District at Skylark Place (Bid No. 167 -46).
2. SUMMARY
Award of contract to Nieves Landscape, Inc. for the landscape renovation along Skylark Place in
the Santiago Hills Assessment District. The original landscape plant palette has been revised on
the basis of input from Santiago Hills property owners. Changes include the removal of
meadowgrass and replacement with West Coaster turf grass which is similar to the grass
previously featured in the parkways and entrance corners at Skylark and Newport. The remaining
plant materials featured in the planter areas and median require less water than traditional
landscape and will feature a new, water efficient, sub - surface irrigation system. The contract
amount is not to exceed $133,908.
3. RECOMMENDED ACTION
1) Authorize the appropriation of $108,940 from Fund 291 unreserved fund balance to
expenditure account number 291.7024.56015.20255 (Santiago Hills LAD General
Renovations); and
2) Approve contract with Nieves Landscape, Inc. for an amount not to exceed $133,908 and
authorize the Mayor and City Clerk to execute on behalf of the City.
4. FISCAL IMPACT
Upon appropriation, funds will be available to cover the cost of the contract as follows:
291.7024.56015.20255 Santiago Hills LAD General Renovations $133,908
5. STRATEGIC PLAN GOAL(S)
3a: Renovate, refurbish and improve public use places and spaces that are functional and safe.
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. The initial plan was for
landscape renovation projects to be completed throughout the District until all the landscape in
the District has been renovated. Projects were to be determined annually based on available
funds and resources to design and manage each project. This plan was discussed with the
Santiago Hills Assessment District Liaison Committee, which was formed after the ballot
measure was passed in 2015.
The first renovation project was completed on Trails End in 2016, and the second project at
Skylark Place was planned for 2017. After a period of establishment, staff began receiving input
from residents indicating that some did not like the renovated low water usage landscape at Trails
End. Most of the feedback focused on the planting of meadowgrass as a turf alternative which is
water efficient and requires less maintenance. At that time, preparations for the Skylark Place
project had already begun, and the landscape had already been removed.
At the August 8, 2017 City Council meeting, staff brought forth an award of contract for the
landscape renovation at Skylark Place. Based on the input received from the Santiago Hills
ITEM 2 10/24/17
community, the item was continued and staff was directed to work with the Santiago Hills
community on an acceptable alternative plant palette.
Staff held a community meeting at Chapman Hills Elementary School on August 30, 2017 to
discuss the proposed plant palette for Skylark and the next proposed project at the Handy Creek
Paseo. Meeting notices were mailed to each Santiago Hills property owner (1,574), information
regarding the meeting was posted on Next Door and on the City's website, and yard sign notices
were placed in landscaped areas throughout the District. Property owners were informed that
they could also provide feedback on the proposed Skylark project via email by September 17,
2017. Approximately 150 Santiago Hills residents attended the meeting and 24 provided
feedback by email through September 17.
Based on the feedback received both at the meeting and by email following the meeting, there
appears to be general community consensus regarding the following:
• Keep turf grass in the landscaped areas where it currently exists
• Remove and replace dead plants
• Improve maintenance of existing landscape
• The advisory committee established in 2015 is not sufficient and a process which
provides more input from more residents is desired
In addition, a majority of the feedback received communicated the following:
• Replace the meadow grass at Trails End
• Move forward to landscape Skylark Place since it is currently dirt, creates dust and is
unattractive
• For the remainder of landscaped areas going forward, maintain a blend of turf and replace
dead plants with water efficient plants as needed on a smaller scale (not large renovation
projects)
Discussion
On September 26, 2017, staff sent out an email communication to 133 persons who had
expressed an interest in being kept informed about the Santiago Hills landscaping. The email
summarized the above input received by September 17, and asked the residents for input on the
following options for Trails End and Skylark Place:
Skylark Place:
Option A: Bring back the award of contract on October 10 substituting the meadowgrass
with West Coaster turf grass sod on the corners and parkways, substituting Rockrose for
meadow grass in the median, and utilizing low water use plantings in the planter areas.
Attached are the specifications for the West Coaster turf grass and a visual representation
of the proposed landscaping (Conceptual Planting Schemes), identifying the proposed
specific plants, shrubs and trees after about 1 -2 years of growing and filling in. This
proposed plan will cost $133,400. If this option is chosen, the work would commence in
October and be completed by January 2018.
ITEM 3 10/24/17
Option B: Develop specifications and bid out work to prepare the soil for future
planting, and cover the existing area with mulch, until a comprehensive plan can be
developed for the entire District landscaping. The cost estimate for option B is $17,300
and the work would commence around December 2017.
Staff also evaluated a third option for Skylark to install irrigation and turf in the parkways
where it had been previously, and filling the planter areas with mulch until a
comprehensive plan can be developed for the entire District. This option would require
re- bidding and therefore would cause a delay of about 3 months over Option A, with the
turf installation not occurring until January 2018. In addition, this option would be more
costly since the future plantings would be a separate project without the economy of scale
of one project, and planting and irrigation installations in the planter areas would likely
cause some damage to the previously planted turfed areas. Therefore, this option was not
pursued further and is not recommended.
Trails End:
Option A: Develop specifications and bid out the work to remove the meadowgrass and
replace it with sod of West Coaster turf grass which is similar to what had previously
been featured. Attached are the specifications for the West Coaster turf grass. The cost is
estimated to be about $80,000 and the replacement could begin after the bid process,
around January 2018.
Option B: Leave Trails End as it is currently until a comprehensive plan can be
developed for the entire District landscaping. City staff will explore the possibility of
modifying maintenance practices for the meadow grass, to include turf like mowing, to
create a visual appearance more similar to a typical lawn.
Based on additional feedback received following the September 26 email, staff recommends
proceeding with the Skylark Project, however, change out the plant palette per Option A, and
substitute dwarf varieties of some plants per input received. These substitutions are included in
the recommended award presented herein.
Regarding Trails End, the majority of feedback received supports Option B. Staff agrees with this
approach, based on the time it will take to re -bid the landscape modification, the related costs,
and the need to replace the irrigation to support turf vs. meadowgrass. Waiting to replace the
meadowgrass will allow the community to evaluate Skylark, as well as provide time to develop
an overall landscape renovation plan for the District.
Nieves Landscape has agreed to honor their proposal cost of $99,000 for the original Skylark
project, which will be amended to add $22,735 for the planting and irrigation changes from the
original scope, for a total cost of $121,735. This amount is $51,375 lower than the second lowest
bid of $173,110 for proposals received for the original Skylark Project, which did not include the
above mentioned modifications. Staff recommends that the contract include a 10% contingency
ITEM 4 10/24/17
to address unforeseen conditions and /or needed field modifications, for a total contract amount
not to exceed $133,908.
As previously stated at the August 8, 2017 City Council meeting, reference checks for Nieves
provided positive feedback from other cities indicating they did great work and completed their
work on time. The City of Orange also has landscape maintenance service contracts with Nieves
for the Santiago Hills Assessment District, as well as City Facilities and Rights of Way. Nieves
has both a construction division and a maintenance services division. Award of this construction
contract to Nieves will provide continuity with their maintenance services agreement after
installation.
The 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, installation of
turf grass sod where similar grass had been previously featured, and landscaping of planter areas
using low water -use plants and groundcover as specified in Skylark Option A (Conceptual
Planting Schemes attached). Based on input received, staff has also incorporated recommended
dwarf varieties of the Lantana and Sage. Funds in the amount of $24,968 are available as a
carryover after the completion of the Trails End Project. The remaining $108,940 will need to be
appropriated from the 291 fund balance. Upon approval of the contract tonight, work is
anticipated to begin in November 2017 and be complete by February 2018.
With regard to Option B for Trails End, no further action is required by the City Council at this
time. Staff will continue to work with the Santiago Hills community to develop an overall
landscape plan for the entire District landscaping and will return to the City Council once an
acceptable plan has been developed.
Maintenance
With regard to concerns raised pertaining to on -going maintenance of the District, City staff has
directed the contractor to increase removal of dead plant material, apply mulch where needed,
and replace like for like plant material in sparse areas, where current irrigation will support it and
as funds allow. Beginning in October, turfed areas will be aerated, fertilized and overseeded to
encourage healthy growth and to fill in bare and thinning spots. This is the first year since the
assessment was approved and after the drought related watering restrictions were lifted, that these
enhanced turf maintenance practices are able to be reinstated. In addition, staff will evaluate the
cost for increased frequencies for maintenance services to be in line with expectations expressed,
and either amend or re -bid the existing landscape maintenance contract to include these changes,
if financially feasible.
Future Direction
Based on feedback received, the Handy Creek Paseo renovation and other District -wide
landscape renovations are on hold until a process is developed for moving forward. Staff is
considering options for the best method to gather input regarding future landscape renovations
for Santiago Hills and will bring them forward for City Council consideration.
ITEM 5 10/24/17
8. ATTACHMENTS
• West Coaster Turf Grass Specifications
• Conceptual Planting Schemes — Skylark Place
• Draft Contract
ITEM 6 10/24/17
CITY COUNCIL MINUTES OCTOBER 24, 2017
7. ADMINISTRATIVE REPORTS
7.1 Award of contract for Turf Replacement and Landscape Renovation for Santiago
Hills Assessment District at Skylark Place (Bid No. 167 -46). (A2100.0; AGR -6505)
NOTE: Councilmember Nichols recorded an abstention due to a potential conflict with a
nearby property interest and left the dais at 7:34 p.m.
City Manager Otto introduced the item, and Assistant Community Services Director
Barbara Messick provided the staff report. The Community Services Department held a
meeting in August to discuss the proposed Skylark project and gather feedback from the
community. The Skylark landscape renovation project is expected to begin in November
and will be completed in February, weather permitting. The Trails End project will be
placed on hold until the project can be rebid.
Public Speakers:
Char Davis — spoke in support of what is being proposed.
Marshall Krupp — spoke in support of what is being proposed and thanked staff.
Ed Knight — spoke in support of what is being proposed and thanked staff.
MOTION — Murphy
SECOND — Alvarez
AYES — Alvarez, Whitaker, Smith, Murphy, Nichols
ABSTAIN — Nichols
Moved to: 1) Authorize the appropriation of $108,940 from Fund 291 unreserved fund
balance to expenditure account number 291.7024.56015.20255 (Santiago Hills LAD
General Renovations); and 2) Approve contract with Nieves Landscape, Inc. for an amount
not -to- exceed $133,908 and authorize the Mayor and City Clerk to execute on behalf of
the City.
Councilmember Nichols returned to the dais at 7:50 p.m.
7.2 Financial status update for Fiscal Years 2017 and 2018. (C2500.J.1.1)
City Manager Otto introduced the item, and Finance Director Will Kolbow provided the
staff report. The City of Orange is in a stable financial condition; however, Ca1PERS costs
and other demands will make adopting a balanced budget a challenge in the future.
MOTION — Murphy
SECOND — Smith
AYES — Alvarez, Whitaker, Smith, Murphy, Nichols
Moved to receive and file.
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