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
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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
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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:
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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
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Reference Amended
Contract No. 8479 (CCS).