09. Blackberry Farm golf course maint.CUPERTINO
PUBLIC WORKS DEPARTMENT
Summary
AGENDA ITEM I
AGENDA DATE March 16, 2010
SUBJECT AND ISSUE
Review bids and award the contract for Blackberry Farm Golf Course Maintenance, Project
No.2010 -01 to Professional Turf Maintenance in the amount of $174,420.00 per year.
BACKGROUND
This is the result of the bid for the Blackberry Farm Golf Course Maintenance project. The City
received two bids one from Sycamore Landscaping Corp. and one from Professional Turf
Maintenance. The Apparent Low Bid was provided by Sycamore Landscaping Corp. Following
City procedures, the bid was reviewed and found to be Non - Responsive. Following this
conclusion, the City received a protest by Professional Turf Maintenance regarding the bid by
Sycamore Landscaping Corp. Following the rejection of the apparent low bidder, staff reviewed
the documents provided by Professional Turf Maintenance and found them to be Responsive and
Responsible in accordance with the State Contract Code. Also Professional Turf Management is
currently maintaining Blackberry Farm Golf Course and is performing to the City's satisfaction.
The tabulation of bids, including the City cost estimate, is provided below.
The maintenance of Blackberry Farm Golf Course has been contracted since March of 2002.
The current contract is held by Professional Turf Maintenance. This project has reached the
maximum term with renewal of the agreement and therefore was put out to competitive bid. The
bid provides for an annual amount (estimated cost $180,000). The term of the agreement is for
two (2) years, with the City's option to renew for up to 3 one -year extensions, with a CIP
adjustment yearly after the first two (2) year term.
The following is a summary of bids received for the re -bid of the referenced project:
Bidder
Base Bid
City Cost Estimate
$180,000.00
Professional Turf
Maintenance
$174,420.00
Sycamore Landscaping
Corp.
$165,240.00
9 -1
FISCAL IMPACT
An expenditure of $174,420.00 yearly will be required for this contract. Funds are available in
the budget for Blackberry Golf Course Fund, Acct # 560 -9940 -7014.
STAFF RECOMMENDATION
Staff recommends that the City Council accepts the lowest responsive bid of $174,420.00 from
Professional Turf Maintenance and authorize the City Manager to execute the agreement upon
receipt of all necessary insurance and post award documents.
Submitted by:
*- U 6
Ralph A. Qualls, Jr.
Director of Public Works
Submitted by:
Z ezo � /'- - �� �
Mark Linder
Director of Parks & Recreation
Attest as to bids received:
Kimberly Smiti%
City Clerk
Approved for submission:
�a
David W. Knapp
City Manager
9 -2