HomeMy WebLinkAboutItem 16 - Median Landscape Maintenance ServicesPublic Works Agency
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Item # 16
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
April 4, 2023
TOPIC: Median Landscape Maintenance Services
AGENDA TITLE
Amend Agreement with Landscape West Management Services, Inc. to Increase the
Contract Amount by $2,300,000 for Right-of-Way and Median Landscape Maintenance
Services (Project No. 22-1309) (General Fund and Non-General Fund) (Revive Santa
Ana Program)
RECOMMENDED ACTION
Authorize the City Manager to execute the seventh amendment to the agreement for the
second renewal option with Landscape West Management Services, Inc. for Right-of-
Way and Median Landscape Maintenance Services to increase the contract amount by
$2,300,000 for a total agreement amount not to exceed $8,222,000 for the remaining
term of the agreement ending on June 30, 2025, subject to non-substantive changes
approved by the City Manager and City Attorney.
DISCUSSION
The Public Works Agency’s Maintenance Services Division (Maintenance Services
Division) is responsible for maintaining over 30 miles of City street medians and
neighborhood entry areas. The services include but are not limited to mowing, weed
mitigation and removal, trash removal, and irrigation system maintenance. On July 2,
2019, the City Council approved an agreement with Landscape West Management
Services, Inc. to provide median landscape maintenance and right-of-way cleaning
services.
During the second round of the American Rescue Plan Act (ARPA) spending plan in
2022, $1,000,000 was allocated for Sanitation & Prevention Programs. Furthermore, as
part of the Mid-Year budget process in March 2022, an additional $1,300,000 in ARPA
funding (Project No. 22-1309) was identified and reallocated to contractual services for
a total of $2,300,000, to continue with the enhanced cleaning and sanitization services
of high-traffic pedestrian and bicyclist areas. Since 2022, program services have
resulted in enhanced cleaning and sanitization of over 15,000 locations within the
Qualified Census Tracts (QCT) outlined in the ARPA guidelines (Exhibit 1).
Amend Median Landscape Maintenance Services Agreement
April 4, 2023
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Staff recommends increasing the agreement with Landscape West Management
Services, Inc. by $2,300,000 for a total agreement amount not to exceed amount
$8,222,000 (Exhibit 2).
FISCAL IMPACT
The current fiscal year funding is available in the FY 2022-23 budget and future fiscal
year funding will be included in the proposed budgets for City Council consideration.
Funds will be spent according to the spending plan below:
Fiscal Year
Accounting Unit –
Account #
(Project No.)
Fund
Description
Accounting Unit,
Account
Description
Amount
CURRENT ANNUAL CONTRACT (1ST TWO-YEAR EXTENSION – YEAR 2 of 2)
02917635-62320 Special Gas
Tax
Median
Landscaping,
Maintenance &
Repair Buildings &
Ground
$1,270,000
18117013-62300
(22-1309)
American
Rescue Plan
Act
American Rescue
Plan Act-PWA,
Contract Services-
Professional
$612,000FY 2022-23
01117017-62320 General Fund
PWA Service
Enhancement,
Maintenance &
Repair Buildings &
Ground
$500,000
SUBTOTAL $2,382,000
REQUESTED AMENDMENT
FY 2022-23 18117013-62300
(22-1309)
American
Rescue Plan
Act
American Rescue
Plan Act-PWA,
Contract Services-
Professional
$255,556
ADJUSTED SUBTOTAL $2,637,556
OPTIONAL TWO-YEAR EXTENSION
02917635-62320 Special Gas
Tax
Median
Landscaping,
Maintenance &
Repair Buildings &
Ground
$1,270,000
FY 2023-24
18117013-62300
(22-1309)
American
Rescue Plan
Act
American Rescue
Plan Act-PWA,$1,022,222
Amend Median Landscape Maintenance Services Agreement
April 4, 2023
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Fiscal Year
Accounting Unit –
Account #
(Project No.)
Fund
Description
Accounting Unit,
Account
Description
Amount
Contract Services-
Professional
01117017-62320 General Fund
PWA Service
Enhancement,
Maintenance &
Repair Buildings &
Ground
$500,000
02917635-62320 Special Gas
Tax
Median
Landscaping,
Maintenance &
Repair Buildings &
Ground
$1,270,000
18117013-62300
(22-1309)
American
Rescue Plan
Act
American Rescue
Plan Act-PWA,
Contract Services-
Professional
$1,022,222FY 2024-25
01117017-62320 General Fund
PWA Service
Enhancement,
Maintenance &
Repair Buildings &
Grounds
$500,000
OPTIONAL EXTENSION SUBTOTAL $5,584,444
GRAND TOTAL $8,222,000
EXHIBIT(S)
1. ARPA Sanitization Location Map
2. Amendment to Agreement with Landscape West Management, Inc.
Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency
Approved By: Kristine Ridge, City Manager
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Revive Santa Ana
Sanitization & Prevention Program
Sanitation Issue Location
2022 Qualified Census Tracts
EXHIBIT 1
SEVENTH AMENDMENT TO AGREEMENT TO PROVIDE RIGHT OF WAY
AND MEDIAN LANDSCAPE MAINTENANCE SERVICES
THIS SEVENTH AMENDMENT to the above-referenced agreement is entered into on April
4, 2023, by and between Landscape West Management Services, Inc. ("Contractor"), and the City
of Santa Ana, a charter city and municipal corporation organized and existing under the
Constitution and laws of the State of California ("City").
RECITALS
A. The parties entered into Agreement No. A-2019-103, dated July 2, 2019, by which
Contractor agreed to provide right-of-way and median landscape maintenance services for
the Maintenance Services Division of the Public Works Agency ("Agreement").
B. On September 26, 2019, the parties entered into First Amendment No. N-2019-195 to
increase the scope of services and the amount expended under the Agreement from $770,000
to $1,020,000 for the period ending June 30, 2020.
C. On May 5, 2020, the parties entered into Second Amendment No. A-2020-095 to further
increase the amount expended under the Agreement from $1,020,000 to $1,055,000 for the
period ending June 30, 2020.
D. On December 1, 2020, the parties entered into the Third Amendment No. A-2020-248 to
further increase the amount expended under the Agreement for the period ending June 30,
2021 and any extension periods to $1,020,000 annually.
E. The original term of the Agreement was for two years until June 30, 2021 with the first two
(2)year extension that was authorized on April 23, 2021. The Agreement remains in effect
through June 30, 2023.
F. On July 20, 2021, the parties entered into the Fourth Amendment A-2021-133 to further
increase the amount expended under the Agreement from $1,020,000 annually to
$1,270,000 annually.
G. On September 7, 2021, the parties entered into the Fifth Amendment A-2021-181 to further
increase the amount expended under the Agreement for FY 2021-2022 only, from
$1,270,000 to $2,270,000.
H. On August 16, 2022, the parties entered into the Sixth Amendment A-2022-159 to further
increase the amount expended under the Agreement for FY 2022-2023 only, from $1,270,000
to $2,270,000.
I. The parties now wish to exercise the final two (2) year extension and further amend the
Agreement to increase the contract amount for the remaining term of the agreement.
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EXHIBIT 2
The Parties therefore agree:
1. Section 2, Compensation, is hereby amended to increase the not-to-exceed amount to be
expended under the Agreement by $2,300,000 for a total agreement not-to-exceed amount of
$8,222,000 for the remaining term of the agreement, including the final extension period.
2. Section 3, Term, is hereby extended until June 30, 2025. The parties understand this extended
term is by exercise of the final two (2) year extension.
3. Except as modified by this Seventh Amendment, and all prior amendments, all terms and
conditions of the Agreement shall remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this Seventh Amendment to the
Agreement on the date and year first written above.
ATTEST:
Jennifer Hall
City Clerk
APPROVED AS TO FORM:
Sonia R. Carvalho
City Attorney
By: rimdonSalvatierra
Deputy City Attorney
RECOMMENDED FOR APPROVAL
Nabil Saba
Executive Director
Public Works Agency
CITY OF SANTAANA
Kristine Ridge
City Manager
CONTRACTOR
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