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Agenda Item 32.
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| City Council Meeting |
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| Subject: |
| Extend Landscape Maintenance Contracts for Six Months at Various City Facilities, the Gateway Center and Maintenance Districts 1, 3, 5, 6 and 7 |
| RECOMMENDATION |
| Authorize the City Manager to extend the current Landscape Maintenance Contracts for an additional six months for parks mowing, City facilities, medians and greenbelts, City reservoir sites, the Gateway Center and Maintenance Districts 1, 3, 5, 6 and 7 |
| BACKGROUND/DISCUSSION |
Current Landscape Maintenance and Mowing Contracts at various City facilities, the Gateway Center and for Maintenance Districts 1, 3, 5, 6 and 7 with So Cal Land Maintenance, Inc. and Tropical Plaza Nursery, Inc. are set to expire on June 30, 2020. A one year extension for the Maintenance Districts was approved by City Council on July 1, 2019. At this time, staff is requesting a six month extension to allow time to finalize a joint Landscape Maintenance Services Request for Proposals (RFP) with the City of La Habra. Staff anticipates being able to award new contracts from the RFP before the end of the current calendar year.
Current six month contract prices along with a three percent requested CPI increase are shown in the table below. The CPI for the 2019 twelve month period was 3.1% which is the maximum increase based on our current agreement.
| Contract |
Current Six Month Contract |
3% CPI
Increase |
New Six Month Contract |
| Parks Mowing |
$37,919 |
$1,138 |
$39,057 |
| Landscape Maintenance at City Facilities, Medians, Greenbelts and Tracks |
$110,135 |
$3,304 |
$113,439 |
| Landscape Maintenance at City Reservoir Sites |
$8,283 |
$248 |
$8,531 |
| Landscape Maintenance at the Gateway Center |
$1,229 |
$37.00 |
$1,266 |
| Landscape Maintenance in LLMD 1 |
$7,142 |
$214 |
$7,356 |
| Landscape Maintenance in LLMD 3 |
$12,117 |
$364 |
$12,481 |
| Landscape Maintenance in LLMD 5 |
$14,549 |
$437 |
$14,986 |
| Landscape Maintenance in LLMD 6 |
$5,341 |
$160 |
$5,501 |
| Landscape Maintenance in LLMD 7 |
$6,411 |
$192 |
$6,603 |
The Contractors have successfully completed the requirements of the contract and staff recommends the six-month extension until the new RFP is completed. |
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| COMMISSION/COMMITTEE RECOMMENDATION |
| The Finance Committee reviewed this item at their June 9, 2020 meeting. At the meeting, staff clarified that the title shown on the Finance Committee agenda did not include other landscape maintenance contracts that should also be extended. Staff mentioned that these additional contracts include Mowing at City Parks; Landscape Maintenance at City Facilities, Medians, Greenbelts and Tracks; Landscape Maintenance at City Reservoir Sites; Landscape Maintenance at the Gateway Center and Landscape Maintenance in Maintenance District 7. Finance Committee recommended approval to City Council and added that these items shall also be included in the staff report to City Council . |
| FISCAL IMPACT/SUMMARY |
Staff is requesting to extend the contracts an additional six months until a joint RFP can be finalized.
Funding is available in the following General Fund programs:
110-51-5141-4269
110-51-5143-4269
Funding is available in each of the District's budgets through individual assessments for the maintenance contracts and other operational costs. Funds 341, 343, 345, 346 and 347 will be used. Fund 880 wil be used for the Gateway Center. |
| RESPECTFULLY SUBMITTED: |
William Gallardo, City Manager
Prepared by: Bill Bowlus, Public Works Superintendent
Concurrence: Tony Olmos, Director of Public Works
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