January 19, 1999

The Honorable Board of Supervisors
County of Los Angeles
383 Kenneth Hahn Hall of Administration
500 West Temple Street
Los Angeles, California 90012

Dear Supervisors:

APPROVAL OF A CONTRACT FOR MOWING SERVICES
with AZTECA LANDSCAPE
AT WHITTIER NARROWS RECREATION AREA
(First District - 3 Vote Matter)

it is recommended that your board:

1. Find that this Agreement is categorically exempt from the California Environmental Quality Act (CEQA);

2. Find that the provision of mowing services at Whittier Narrows Recreation Area can be more economically performed by Azteca Landscape; and

3. Approve,  and  instruct  the  Chairman  to  sign the  attached  contract with Azteca Landscape for the provision of mowing services at Whittier Narrows Recreation Area for a total estimated first-year cost of $158,027, for a period of two (2) years, with three (3) two-year options, effective February 1, 1999.

PURPOSE OF RECOMMENDED ACTION

The award of this contract is a continuing effort on behalf of this Department to provide the best possible service to the public at the least cost. This recommendation is being submitted based upon a finding that the provision of mowing services for the subject County facility can be performed more economically by an independent contractor.

JUSTIFICATION

The  cost  of  contracting  for  these  services  is  forty  percent  less  than  the cost of provision of the services by Department staff. Additionally, in evaluating the cost-effectiveness of the proposed contract, the department examined the possibility of using Alternative Work Program crews, which are made up of individuals assigned to the County's General Relief and work release programs. Based upon the Department's analysis, it was determined that the use of the work crews would not be feasible due to the specialized services and equipment required accomplish the services specified in this contract.

FISCAL IMPACT

Although these services are currently contracted out, the Department estimates that the recommended contract cost of $158,027 will result in a first-year savings of $105,392 over County costs. However, the actual cost/benefit may be lower than projected since the level of as-needed specialty services cannot be estimated with certainty. A more detailed description of these costs is provided in Attachment A.

FINANCING

Sufficient appropriation for this contract is available in the Department's Fiscal Year 1998-99 budget, and the cost for subsequent years will be included in applicable budget requests.

FACTS AND PROVISIONS / LEGAL REQUIREMENTS

In compliance with the procedures established for contracting of services under the provisions of Los Angeles County Code Sections 2.121.250 through 2.121.420, this Department solicited bids from private contractors for the provision of mowing services at Whittier Narrows Recreation Area. The mandatory requirements for contracting, as identified in Section 2.121.380 of the Los Angeles County Code, have been met, and Azteca Landscape submitted the lowest responsive and responsible bid. Therefore, it is requested that this recommendation be approved.

The term of the contract is for two (2) years and includes a provision whereby the Director may extend the contract for three (3) two-year option periods based upon the Contractor's compliance with the contract terms and the Department's determination as to the contract's continued cost-effectiveness during future option year periods.

To assure the availability of as-needed services when required, the recommended contract includes provisions authorizing the Director to request and approve additional services and to pay for such additional services, based upon special billings by the Contractor. In addition, the contract contains provisions to allow the Director to adjust the Contractor's service requirements and corresponding contract costs because of changes affecting the mowing of the premises or due to budgetary constraints.

The County also reserves the right to terminate this contract, in whole or in part, upon transfer of title or of maintenance responsibility of the facility to another public agency unless that agency accepts assignment of this contract. In addition, the County may terminate all or portions of this contract due to park closure.

This contract includes termination provisions for improper consideration and for the failure of the Contractor to comply with the County's Child Support Program and also addresses the County's Department of Social Services' Greater Avenues for Independence (GAIN) Program and the County's Quality Assurance Plan.

County Counsel has approved the contract as to form. In addition, Azteca Landscape has executed the attached contract and will provide the required insurance policy naming the County of Los Angeles as an additional insured.

CONTRACTING PROCESS

On September 3, 1998, this Department commenced solicitation for mowing services by mailing notices to ninety-seven (97) prospective contractors. The notice included bilingual instructions on how to contact the Department regarding the project. Prospective contractors were identified by: (1) using the Department's existing bidders' list; (2) consulting the Minority and Women Owned Business County Directory; (3) advertising in the Dodge Construction News Green Sheet, an area-wide contractors' informational system; (4) posting on the Los Angeles County Office of Small Business' Web Page; and (5) advertising in the Los Angeles Daily Journal with the same bilingual language as in the notice. Fifteen (15) companies attended the Bidders' Conference on September 17, 1998, and eight (8) companies submitted bids on October 1, 1998. The current contractor, Mariposa Horticultural Enterprises, Inc., participated in the bid process.

Department staff reviewed the bids for cost-effectiveness, business experience, financial resources and ability to accomplish the required maintenance services.

It should be noted that upon final analysis and award, the Contractor was selected without regard to gender, race, creed or color.

IMPACT ON CURRENT SERVICES (OR PROJECTS)

No impact on mowing services for this facility is anticipated as services for this facility have been contracted to the private sector since December 1, 1990.

NEGATIVE DECLARATION/ENVIRONMENTAL IMPACT REPORT

This project for mowing services is categorically exempt from the California Environmental Quality Act (CEQA) according to Section(s) 15301(h) of the Guidelines for the Implementation of CEQA and Class 1(j) of the Environmental Document Reporting Procedures and Guidelines, adopted by your Board on November 17, 1987.

CONCLUSION

It is requested that a certified copy of the action taken by your Board and a fully executed copy of the attached contract be mailed to Azteca Landscape, Attention: Mrs. Aurora Farias, 10964 Roswell Avenue, Pomona, CA 91766. It is also requested that one (1) duplicate conformed copy each be forwarded to the Auditor-Controller, County Counsel, Chief Administrative Officer and four (4) duplicate conformed copies be forwarded to this Department.

Respectfully submitted,

Rodney E. Cooper
Director

REC:mg

Attachments

c: Executive Officer (22)

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