HomeMy WebLinkAboutItem 16 - Amend Agreement for 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
August 16, 2022
TOPIC: Median Landscape Maintenance Services
AGENDA TITLE
Amend Agreement with Landscape West Management Services, Inc. to Increase the
Annual Contract Amount by $1,112,000 for Fiscal Year 2022-23 for Right -of -Way and
Median Landscape Maintenance Services (General and Non -General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute an amendment to the agreement with Landscape
West Management Services, Inc. for right-of-way and median landscape maintenance
services to increase the contract amount by $1,112,000 for FY 2022-23 only, for a total
agreement amount not to exceed $5,922,000 for the remaining term of the agreement
ending on June 30, 2023, with an option for one 2-year extension exercisable by the City
Manager and the City Attorney, 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. for $770,000 to provide median landscape maintenance and right-of-way
cleaning services.
In December 2020, the agreement was increased by $250,000, for a total amount not to
exceed $1,020,000. The increase to the contract was necessary to maintain and preserve
the City's new median improvements and address an increased need for service due to
vandalism, theft of the watering control systems, and destruction of plants.
In July 2021, the agreement was increased by $250,000, for a total amount not to exceed
$1,270,000. The increase to the contract was necessary to continue to maintain the
aesthetic appearance of medians and address the increased need for service.
Amend Median Landscape Maintenance Services Agreement
August 16, 2022
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In September 2021, the agreement was increased by $1,000,000 for FY 2021-22 only.
This increase to the contract was to quickly implement enhanced cleaning and
sanitization services at high -traffic pedestrian and bicyclist areas as part of the Revive
Santa Ana spending plan which is funded by the American Rescue Plan Act of 2021
(ARPA). Due to unforeseen delays in procurement, approximately $612,000 of the
funding was unspent in FY 2021-22. Staff recommends carrying forward the funding to
FY 2022-23 to continue providing this service enhancement to the community.
Furthermore, the City Council approved an additional $500,000 for City median
maintenance. Funding will assist in the long-term maintenance of all medians and
address the increased need for service due to vandalism, theft of the watering control
systems, and destruction of plants.
Staff recommends increasing the agreement with Landscape West Management
Services, Inc. by $1,112,000 for FY 2022-23 only, for a total of $2,382,000 (Exhibit 1).
The annual agreement amount thereafter would be reduced to $1,770,000.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with the action.
FISCAL IMPACT
Funds are available for expenditure in Public Works Agency, Special Gas Tax Median
Landscaping and General Fund PWA Service Enhancement account (No. 02917635-
62320 & 01117017-62320) and will be budgeted in subsequent fiscal years. The
American Rescue Plan Act funds were appropriated in Fiscal Year 2021-22. As part of
the Citywide carry forward process, the Public Works agency will submit to the Finance
Department a request for these funds to be carried forward into Fiscal Year 2022-23. This
carry forward request will be presented to Council at a future date.
Funds will be spent according to the spending plan below:
Accounting Unit
Fund
Accounting Unit,
Amount
Fiscal Year
— Account #
Description
Account
Description
CURRENT ANNUAL CONTRACT (1ST TWO-YEAR EXTENSION — YEAR 2 of 2)
Median
$1,270,000
Special Gas
Landscaping,
FY 2022-23
02917635-62320
Tax
Maintenance &
Repair Building &
Grounds
REQUESTED AMENDMENT
American
American Rescue
$612,000
FY 2022-23
18117013-62300
Rescue Plan
Plan Act-PWA,
Act
Amend Median Landscape Maintenance Services Agreement
August 16, 2022
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Accounting Unit
Fund
Accounting Unit,
Amount
Fiscal Year
_ Account #
Description
Account
Description
Contract Services -
Professional
PWA Service
$500,000
General
Enhancement,
01117017-62320
Fund
Maintenance &
Repair Building &
Grounds
ADJUSTED SUBTOTAL
$2,382,000
OPTIONAL TWO-YEAR EXTENSION
Median
$1,270,000
Special Gas
Landscaping,
02917635-62320
Tax
Maintenance &
Repair Building &
Grounds
FY 2023-24
PWA Service
$500,000
Enhancement,
01117017-62320
General
Maintenance &
Fund
Repair Building &
Grounds
Median
$1,270,000
Special Gas
Landscaping,
02917635-62320
Tax
Maintenance &
Repair Building &
FY 2024-25
Grounds
PWA Service
$500,000
Enhancement,
01117017-62320
General
Maintenance &
Fund
Repair Building &
Grounds
OPTIONAL EXTENSION SUBTOTAL
$3,540,000
GRAND TOTAL
$5,922,000
EXHIBIT(S)
1. 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
EXHIBIT 1
SIXTH AMENDMENT TO AGREEMENT TO PROVIDE RIGHT OF WAY
AND MEDIAN LANDSCAPE MAINTENANCE SERVICES
THIS SIXTH AMENDMENT to the above -referenced agreement is entered into on August
16, 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-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 one, 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.
G. The parties now wish to further amend the Agreement to increase the amount to be expended
under the Agreement for fiscal year ("FY") 22-23.
The Parties therefore agree:
1. Section 2, Compensation, is hereby amended to increase the annual sum to be expended under
the Agreement for FY 2022-2023 only from $1,270,000 to $2,382,000 for enhanced
sanitization and cleaning services. The annual amount for the second optional extension (if
exercised) shall reduce to $1,770,000.
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2. Except as modified by this Sixth 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 Sixth Amendment to the
Agreement on the date and year first written above.
ATTEST:
Daisy Gomez
Clerk of the Council
APPROVED AS TO FORM:
Sonia R. Carvalho
City Attorney
Br radon Salvatierra
Deputy City Attorney
RECOMMENDED FOR APPROVAL
Nabil Saba
Executive Director
Public Works Agency
CITY OF SANTA ANA
Kristine Ridge
City Manager
CONTRACTOR
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