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sr-091410-1iCity Council Meeting: Septemtser 14, 2010 Agenda Item: ~° To: Mayor and City Council Frain: Barbara Stinchfield, Director of Community and Cultural Services 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 16 additional sites requiring monthly maintenance in the amount of $105,242, for a new contract total of $1,596,970 plus CPI increases in subsequent years. Executive Summary The City of Santa Monica currently contracts with TruGreen Landcare to perform a variety of ongoing and ane-time landscape maintenance services within a not to exceed amount of $1,491,728 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 madificatian to the current contract is necessary to include 16 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 are included in the FY10-11 adopted budget. Background !n 1998, bid number 2713 was awarded to TruGreen Landcare for one year with four one-year extensions. In 2003, the Gity accepted TruGreen Landcare's offer to extend the agreement for an additional two years. On February 23, 2004, TruGreen Landcare 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 1 contractors in December 2004. 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 Grest, 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 cast with the living wage was $824,471. On ,tune 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 far 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 four times. The contract totals $1,491,728, and is in its first one year renewal option with a second one year renewal option remaining in FY11/12. The addition of 16 sites to the current scope of work of the contract increases the contract amount by $105,242, revising the total to $1,596,970. 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 mowing, aeration, fertilization, weeding, trimming, trash pick-up, sports field renovation, minor irrigation repairs, supply and installation of plants, bluff clean-up and, debris 2 hauling, and replacement of plants. Landscaping services are provided monthly to over 75 sites and occasionally via ane-time projects such as park turf removal and reinstallation, soil grading and leveling, plant installation, and beautification of highly visible public locations. The 16 landscape sites that are proposed to be added to the base contract are listed below: Fire Department Training Tower 1654 19th Street Colorado Medians & Planters DC-3 Monument Santa Monica Urban Runoff Recycling Facility (SMURRF) Moss Avenue Pumping Station (MAPS) Franklin St. Reservoir 2500 Michigan- WaterNVastewater Facilities Main Street Medians 2019 19th Street Moss Avenue Parkways Parking Lot at 1633 Ocean Front Walk 2500 Block of La Mesa Drive Circle Bicknell Avenue (from Neilson to Barnard Way) 20th & Cloverfield 2500 Michigan Avenue -city Yards Monthly landscape maintenance costs for the 16 sites have previously been paid from the contract's contingency or have been managed by other departments. By adding these sites to those already identified within the contract and increasing the contract amount accordingly, the contract contingency will be available for special one-time projects, such as park turf removal and reinstallation, plant installation, and beautification of highly visible public locations as originally intended. Financial Impacts & Budget Actions Funds for the amendment to the landscape maintenance contract in the amount of $105,242 are available in the department accounts referenced below: 3 Cost Funding Source $3,060 01312 .533210 $1,152 01207 .522622 $6,120 01576 .555010 40073-W $4,358 33584 .533290 $10,110 31661 .566631 $6,732 31661 .566450 $4,800 25671. 555010 $4,800 25671. 555010 $9,360 01576. 555010 40073-W $2,400 01264. 533220 $3,360 31661. 566450 $6,720 31661. 566450 $2,400 01576. 555010 40073-W $11,520 00607 01.589000 $17,850 01576. 555010 40073-W $10,500 01576. 555010 40073-W $105,242 Location Fire Department Training Tower 1654 19th Street Colorado Medians & Planters DC-3 Monument SMURRF MAPS Franklin St. Reservoir 2500 Michigan- WaterNVastewater Facilities Main St. Medians 2019 19t'' Street Moss Avenue Parkways Parking Lot at 1633 Ocean Front Walk 2500 Block of La Mesa Drive Circle Bicknell Avenue 20th & Cloverfield 2500 Michigan Avenue- City Yards The effective period for the cost of all sites is July 1, 2010 through June 30, 201 1. Prepared by: Randy Little, Public Landscape Manager Approved: ~ G...~µ-..._. _-a ..c~ Barbara Stinchfield Director, Community and Cultural Services Forwarded to Council: ~~ ; . Rod Gould City Manager 4 Reference Amended Contract No. 8479 (CCS).