HomeMy WebLinkAboutItem 16 - 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
September 20, 2022
TOPIC: Landscape Maintenance Services
AGENDA TITLE:
Amend Agreement with Landscape West Management Services Inc. to Increase the
Annual Contract amount by $215,000 for Enhanced Landscape Maintenance Services
for the Remaining Term of the Agreement (General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute an amendment to the agreement with Landscape
West Management Services Inc. for increased landscape maintenance services,
increasing the compensation amount annually by $215,000, for an annual amount not to
exceed $895,819.00 for the remaining term from September 20, 2022 through January
31, 2024, and not to exceed the total agreement amount of $2,866,605.60, subject to
non -substantive changes approved by the City Manager and the City Attorney.
DISCUSSION
As of July 1, 2022, park maintenance functions have transferred from the Parks,
Recreation and Community Services Agency (PRCSA) to the Public Works Agency
(PWA). PWA's Parks, Fleet and Facilities Division provides landscape maintenance
services through a contractor. On October 7, 2019, PRCSA released a Request for
Proposals (RFP) for landscape maintenance services, and Landscape West
Management Services Inc. was awarded an agreement on February 1, 2020.
Landscape West Management Services Inc. is currently providing landscape
maintenance and clean-up services in the Civic Center area. Their highly professional
and prompt response has been instrumental in keeping a well maintained and clean Civic
Center area. With the recent adoption of the City's FY 2022-23 budget, the City Council
approved an additional $2.5 million for park maintenance. Over the years, there has been
a need for an increased level of maintenance services due to vandalism, theft, destruction
of plants and the need for cleanup services in and around landscape areas. In an effort
to provide residents with clean and safe park facilities, part of the additional funding will
assist in providing additional support to the QOLT Team and increase homeless clean-
up citywide.
Landscape West Management Services, Inc. has provided landscape and clean-up
maintenance services to the City since July 2019. Staff recommends increasing the level
Amend Agreement with Landscape West Management Services, Inc.
September 20, 2022
Page 2
of service provided by Landscape West Management Services, Inc. to implement an
enhanced landscape maintenance services citywide. Staff recommends increasing the
agreement amount by $215,000 annually (Exhibit 1).
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funds are available for expenditure in the current Fiscal Year 2022-23 from the account
listed on the table below for the requested increase of $215,000 to the annual amount
and will be budgeted in subsequent fiscal years for the remainder of the agreement term.
Fiscal
Year
Accounting Unit-
Account #
Fund
Description
Accounting Unit,
Account Description
Amount
PWA Park
2022-23
General
Maintenance Service
(Oct -June)
01117651-62320
Fund
Enhancement,
$161,250
Maintenance & Repair
Buildings & Grounds
PWA Park
2023-24
General
Maintenance Service
(July -Jan)
01117651-62320
Fund
Enhancement,
$125,417
Maintenance & Repair
Buildings & Grounds
EXHIBIT(S)
1. First Amendment to Agreement with Landscape West Management Services,
Inc.
Submitted By: Nabil Saba, P.E., Executive Director of Public Works Agency
Approved By: Kristine Ridge, City Manager
FIRST AMENDMENT TO AGREEMENT WITH LANDSCAPE WEST SERVICES, INC., TO
PROVIDE LANDSCAPE MAINTENANCE SERVICES
THIS FIRST AMENDMENT to the above -referenced agreement is entered into September 20, 2022, 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-2020-003 ("Agreement") dated January 21, 2020, to
retain Contractor to provide landscape maintenance services for the Santa Ana Civic Center.
B. The Agreement is current and in -effect through January 31, 2024.
C. The parties now wish to amend the Agreement to increase the scope and compensation terms of the
Agreement.
The Parties therefore agree:
1. Section 1, Scope of Services, is hereby amended to include the additional services as detailed in
Exhibit A-1 to this First Amendment. Contractor agrees to honor the costs reflected in Exhibit A-1
throughout the term of this Agreement.
2. Section 2(a), Compensation, is hereby amended to increase the total annual sum to be expended under
the term of the Agreement, including any extension periods, by $215,000 for a total annual amount not
to exceed $895,819. The total Agreement not to exceed amount shall be $2,866,605.60.
3. Except as modified by this First Amendment, all terms and conditions of the Agreement, shall remain
in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement on the
date and year first written above.
ATTEST
Clerk of the Council
APPROVED AS TO FORM
SONIA R. CARVALHO
City Attorne
By:
Br on Salvatierra
Deputy City Attorney
CITY OF SANTA ANA
KRISTINE RIDGE
City Manager
Landscape West Management Services, Inc.
1�
Michael Garibay
President
[signatures continued on next page)
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RECOMMENDED FOR APPROVAL
Nabil Saba
Executive Director
Public Works Agency
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