TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Stephanie Katsouleas, Public Works Director
Veronica Rodriguez, Maintenance Manager
SUBJECT:Title
Resolution No. 18-0069 Approving Amendment No. 3 to the Merchants Landscape, Inc. Contract for Up to a Three-Month Extension for Citywide Landscaping Maintenance Services in an Amount Not-to-Exceed $141,000 (Public Works Director Katsouleas]
ADOPT RESOLUTION NO. 18-0069 APPROVING THREE MONTH EXTENSION
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council adopt Resolution No. 18-0069 approving up to a three-month extension with Merchants Landscape, Inc. for landscaping maintenance services in an amount not-to-exceed $141,000.
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FISCAL IMPLICATIONS:
Sufficient funds have been allocated in the Fiscal Year (FY) 2018-2019 Public Works operating budget for these services. The monthly average for Merchant’s service is $41,627. Staff has also included an average of $2,000 per month ($6,000 total) for any unforeseen issues or additional requests, and $9,200 for the planned summer replacement of chips in the dog runs.
BACKGROUND:
Historically, the City has retained landscape and irrigation maintenance services from various contractors for the maintenance of sports fields, parks, medians, greenbelts, and other facilities. The most recent contract was awarded to Merchants Landscape Inc. by City Council on July 1, 2010. The initial term of the agreement was for five years with allowances for two 2-year extensions not to exceed a total contract period of nine years. Amendment No. 1 extended the contract for two years through June 30, 2017, and Amendment No. 2 extended the contract an additional one year through June 30, 2018.
DISCUSSION:
This third amendment will allow for the continuation of landscape maintenance services for up to three months, which is within the allowable total contract period of nine years. The additional time will allow the City to align these services with two other maintenance contracts that have some tasks of a similar nature and/or compatibility, both of which expire on August 31, 2018. Staff’s goal is to eliminate the overlap of services between its contractors and make streamline improvements. Aligning these three contracts’ terms will ensure that the City’s needs are being met while procuring new consolidated services.
PUBLIC OUTREACH
Staff has coordinated with the Parks and Recreation Department for landscape contract modifications in preparation for the landscape Request for Proposal (RFP). The RFP is currently being advertised publically including on the City’s website and on BidSync (the City’s chosen bid portal).
ENVIRONMENTAL REVIEW
The City has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a “Project” as defined under Section 15378 of the State CEQA Guidelines; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines the activity is not subject to CEQA. Thus, no environmental review is necessary.
LEGAL REVIEW
The amendment has been reviewed by the City Attorney and is approved as to form.
Attachments:
1. Resolution No. 18-0069
2. Agreement - Merchants Landscape, Inc. (2010)
2. Amendment No. 3 - Merchants Landscape, Inc.
3. Master Pricing Sheet