SR-303-001-05 (3)
Council Meeting: June 14, 2005 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Authorization for the City Manager to Negotiate and Execute a
Contract for Landscape Maintenance Services with TruGreen
Landcare
Introduction
This report recommends authorization for the City Manager to execute a five-
year contract with TruGreen Landcare to provide landscape maintenance
services at City parks, streetscapes and various public facility locations, for the
Open Space Management Division, Community and Cultural Services
Department, at specified annual prices with two additional one-year renewal
options. The report recommends authorization for the City Manager or her
designee to modify the agreement to add additional services or delete services
as required during the term of the contract.
Background
Landscape maintenance services at various park sites, streetscapes and at
public facilities including libraries, fire stations, parking structures, Third Street
Promenade, City Hall, and the Civic Auditorium are provided by contract.
Services include turf mowing, aeration, fertilization, weeding, trimming, trash pick
up, sports field renovation, replacement of plants and minor irrigation repairs.
Work is coordinated by the City’s Park Operations Superintendent and the
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Community Forest and Public Landscape Superintendent to ensure the most
appropriate level of care and maintenance of the City’s parks and public
landscaped areas.
Discussion
In 1998, bid number 2713 was awarded to TruGreen Landcare for one year with
four one-year extensions. In 2003, the City accepted TruGreen Landcare’s offer
to extend the agreement for an additional two years. On February 23, 2004,
TruGreen submitted a proposal to extend landscape maintenance services for an
additional five years at a fixed monthly price, plus CPI increases beginning in FY
2006-07 through FY 2008-09. Staff solicited cost estimates from other qualified
landscape contractors in December 2004 and received responses from Valley
Crest Landscape Maintenance and Artistic Maintenance. TruGreen’s proposed
cost was $715,499, lower than Valley Crest ($833,004) and Artistic Landscape
($897,684) for maintaining the same list of sites.
In March 2005, prior to finalizing a staff recommendation for landscape services,
the City Council adopted the living wage ordinance. Staff contacted Valley Crest,
Artistic Maintenance and TruGreen and asked them to submit revised cost
estimates with the living wage included. Artistic Maintenance chose not to
provide a revised proposal with the living wage. Valley Crest’s cost with the
living wage was $866,184. TruGreen’s cost with the living wage was $824,471.
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Budget/Financial Impact
The total contract cost in Fiscal Year 2005-06 is $1,044,143 and a 10%
contingency of $104,414 is provided which would be employed in the event that
public landscape maintenance projects are added during the term. Funds for
Fiscal Year 2005-06 are included in the proposed budget as follows:
Contract ($1,044,143)
General Fund 01511.555010 - $ 969,375
Beach Fund 11522.533220 - $ 25,240
Civic Auditorium 32621.555010 - $ 45,560
Pier Fund 30625.533240 - $ 3,968
10% contingency
Contingency 01511.555010 - $104,414
The amount for each subsequent year of the agreement will increase by CPI.
Budget authority is the Open Space Management Division, Community and
Cultural Services Department.
Recommendation
Staff recommends that City Council authorize the City Manager to negotiate and
execute a five-year contract with TruGreen Landcare to provide landscape
maintenance services at City parks, streetscapes and various public facility
locations with two additional one-year renewal options. Staff recommends
authorization for the City Manager or her designee to modify the agreement to
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add additional services or delete services as required throughout the course of
the contract within the authorized annual contract amount.
Prepared By: Barbara Stinchfield, Director, Community and Cultural
Services Department
Elaine Polachek, Open Space Manager
Reference Contract No. 8479 (CCS).
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