Loading...
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 1 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 2 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. 3 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: 4, `~~ `~ ~ ~ Joan A~Cins' Acting Director, Community Maintenance Department Forwarded to Council: Manager 4 Reference Amendment to Contract No. 8479 (CCS).