SR 08-23-2011 3Ncity Council Meeting: August 28, 2011
Agenda Item: 3 ~- i~
To: Mayor and City Council
From: 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 negotiate and
execute an amendment to contract No. 8479 with TruGreen Landcare to include seven
additional sites in the amount of $220,464. This will result in a new contract amount of
$1,817,434.
Executive Summary
The City of Santa Monica currently contracts with TruGreen Landcare to perform a
variety of ongoing and one-time landscape maintenance services. As new streetscapes
and public facilities are completed throughout the City, many require ongoing landscape
maintenance. A modification to the contract in the amount of $220,464 is necessary to
provide ongoing landscape maintenance at seven additional sites. The new total
contract amount will be $1,817,434.
Background
In 1998, bid number 2713 was awarded to TruGreen Landcare for one year with four
one-year options. In 2003, the City extended the agreement for an additional two years.
After a competitive process, on June 14, 2005, the City Council authorized the City
Manager to negotiate and execute afive-year contract with two one-year renewal
options with TruGreen Landcare 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 modifying 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 five times.
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The current contract totals $1,596,970. The 2011-12 fiscal year represents the
contract's final one-year renewal option, and staff will issue a request for proposal in
spring 2012 for landscape maintenance services beginning in FY12-13. The addition of
seven sites to this contract would increase the contract amount by $220,464, revising
the total to $1,817,434.
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
hauling, and replacement of plants. Landscaping services are provided monthly to over
75 sites and occasionally includes one-time projects such as park turf removal and
reinstallation, soil grading and leveling, plant installation, and beautification of highly
visible public locations. The seven landscape sites that are proposed to be added to
the base contract are listed below:
• Woodlawn Cemetery
• Big Blue Bus campus
• Big Blue Bus transit mall
• WilshirelBundy corner (Santa Monica Water Treatment Plant)
• Reverse osmosis building (Santa Monica Water Treatment Plant)
• Longfellow streetscape project
• Annenberg Community Beach House replacement planting
Maintenance costs for these sites or services to date have been paid from the contract's
contingency or are currently under the administration of other departments. In the case
of Woodlawn Cemetery, staff determined that adding the site to the TruGreen Landcare
contract would yield considerable annual cost savings while maintaining a high level of
service as opposed to using a separate landscape maintenance contractor. By adding
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these sites to those already identified within the contract and increasing the contract
amount accordingly, the contract contingency will be available for special projects, such
as park turf removal and reinstallation, plant installation, and beautification of highly
visible public locations.
Financial Impacts & Budget Actions
The contract amendment to be awarded to TruGreen Landcare is $220,464, for a new
total contract amount of $1,817,434. Funds are included in the FY11-13 budget and
available in the following accounts:
Cost
$119,000
$36,288
$10,800
$10,080
$15,396
$3, 900
$25,000
$220,464
Funding Source
37641.555010
41651.555015
41651.555015
25671.555010
25671.555010
015553.555010 40073-W
24497.555011
Location
Woodlawn Cemetery
Big Blue Bus campus
Big Blue Bus transit mall
WilshirelBundy corner (water treatment plant)
Reverse osmosis building (water treatment plant)
Longfellow streetscape project
Beach house replacement planting
Prepared by: Carlos Collard, Sr. Administrative Analyst
Approved:
Barbara tinch ie d
Director, Comm nity and Cultural
Services
Forwarded to Council:
Rod Gould
City Manager
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Reference Amended
Contract No. 8479 (CCS)