SR-101408-1GCity Council Meeting: October 14, 2008
Agenda Item: j ~ G
To: Mayor and City Council
From: Joan Akins, Acting Director, Community Maintenance
Subject: Landscape Maintenance Services
Recommended Action
Staff recommends that the City Council authorize the City Manager to amend contract
No. 8479 with TruGreen Landcare to include 12 additional sites requiring monthly
maintenance in the amount of $217,147.
Executive Summary
The City of Santa Monica. has contracted TruGreen Landcare to perform a variety of
ongoing and one-time landscape maintenance services within a not to exceed amount
that increases annually by the CPI. The contract includes a contingency for one-time
projects. As new streetscapes and public facilities are completed throughout the City,
many require ongoing landscape maintenance. In addition, the ongoing maintenance at
these new sites can create unforeseen one-time projects beyond the routine scope of
work, such as replacing dead and damaged plants. If a routine site is not added to the
contract, its maintenance must be paid from contingency funds. A modification to the
current contract is necessary to include 12 additional sites to the contract, to provide
ongoing landscape maintenance at these sites, and. preserve the contract contingency.
budget authority for one-time landscaping projects. Increasing the authorized contract
amount does not require additional budget appropriations as funds for these services
were adopted for the current fiscal year. The budget for the two optional years will be
included in the respective Proposed Budget for Council's review and approval.
Staff recognizes that there is a planned policy discussion before Council, scheduled
prior to year end. Should there be a new policy adopted by Council eliminating or
restructuring when we contract outside services, this agreement includes a 30 day
termination clause for convenience.
Background
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 Landcare
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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 and received cost estimates from two other qualified landscape
contractors in December. TruGreen Landcare's bid was the lowest 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 Landcare and asked each 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 Landcare's cost with the living wage was $824,471.
On June 14, 2005, the City Council authorized the City Manager to negotiate and
execute with TruGreen Landcare afive-year contract with two one-year renewal options
to provide landscape maintenance services at City parks, streetscapes and various
public facility locations for $1,148,557 for the first .year with a CPI escalator for
subsequent years. City Council also authorized the City Manager or his designee to
modify the agreement to add additional services or delete services as required
throughout the course of the contract, within the authorized annual contract amount.
The contract must be amended when the costs for new landscape sites or services
exceed the authorized annual contract amount. Since 2005, the contract has been
amended three times.
The contract totals $1,245,331, and is in its fourth year with an option to renew annually
for two years. The addition of 12 sites to the current scope of work of the contract
increases the contract amount by $217,147, revising the total to $1,462,478. The
contract amount will be adjusted by the annual CPI for the remainder of its term.
Discussion
Landscape maintenance services at various park sites, bluffs, streetscapes and public
facilities including libraries, fire stations, parking structures, Third Street Promenade,
City Hall, and the Civic Auditorium are provided by contract. Services include turf
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mowing, aeration, fertilization, weeding, trimming, trash pick-up, sports field renovation,
minor irrigation repairs, supply and installation of plants, bluff clean-up and debris
hauling, and replacement of plants. Landscaping services are provided monthly to over
75 sites and occasionally via one-time projects such as park turf removal and
reinstallation, soil grading and leveling, plant installation, and beautification of highly
visible public locations. The 12 new landscape sites or services and their respective
start dates or projected start dates are listed below:
Location
North/Band Lot
Pedestrian Crosswalk Phase I & II/Special Projects
Palisades Garden Walk
SM Airport Park Daily Trash Pick-Up
3200 Airport Ave.
3400 Airport Ave.
SM Airport South Side Crib Wall
SM Airport Parking Lot & Airport Ave S. Side Sidewalk
100 Ocean Blvd. Island
Annenberg Beach House
Lantana Traffic Calming
2nd & 4th Street Improvements
Start Date
Nov. 2005
April 2005
July 2007
July 2007
July 2008
July 2008
July 2008
July 2008
Sept. 2008
Dec. 2008
Jan. 2009
Spring 2009
Monthly maintenance costs for the new sites or services have been paid from the
contract's contingency. However, the purpose of the contingency is to provide for
special one-time projects, such as park turf removal and reinstallation, plant installation,
and beautification of highly visible public locations. Since these sites have not received
Council authorization to be included within the contract, staff has used the contingency
to pay for the monthly maintenance at these new sites.
Council will be holding a study session in November to discuss the City's contracting
policy. Any policy changes affecting this contract will be included in the next and directs
staff to move these landscape services in house, the Department will prepare the
necessary budget enhancements and FTE information to assist Council to move in that
direction.
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Financial Impacts & Budget Actions
Funds for the amendment to the landscape maintenance contract in the amount of
$217,147 are available in the department accounts referenced below:
Cost
$6,441
$22,386
$14,760
$19,500
$19,500
$14,580
$7,320
$12,960
$23, 040
$59,500
$2,160
$15,000
$217,147
Funding Source
01263.533220 76027-W
01263.533220 76027-W
01572.555010 40030-W
01576.555010 40073-W
01576.555010 40073-W
33584.533290.
33584.533290
33584.533290
33584.533290
24579.555010
01576.555010 40073-W
M010456.589000
Location
North/Rand Lot
Palisades Garden Walk
SM Airport Park Daily Trash Pick-Up
Lantana Traffic Calming
2nd & 4th Street Improvements
3200 Airport Ave.
3400 Airport Ave.
SM Airport South Side Crib WaII
SM Airport Parking Lot & Airport Ave S. Side Sidewalk
Annenberg Beach House
100 Ocean Blvd. Island
Pedestrian Crosswalk Phase I & II/Special Projects
The effective period for the cost of all sites other than the Annenberg Beach House is
July 1, 2008 through June 30, 2009. The period for the costs of the Annenberg Beach
House is December 1, 2008 through June 30, 2009.
Prepared by: Randy Little, Public Landscape Manager
Carlos Collard, Sr. Administrative Analyst
Approved:
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`~~ `~ ~ ~
Joan A~Cins'
Acting Director, Community
Maintenance Department
Forwarded to Council:
Manager
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Reference Amendment to
Contract No. 8479 (CCS).