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Home My WebLink About25D - AGMT - LANDSCAPE DISTRICT AREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 19, 2017 TITLE: APPROVE AN AGREEMENT AMENDMENT WITH MIDORI GARDENS FOR LANDSCAPE SERVICES IN DISTRICT A {STRATEGIC PLAN NO. 6, 1B} C ANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 15' Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the Council to execute an amendment to the agreement with Midori Gardens to modify the scope of services for landscape maintenance in District A (Civic Center Area and Stadium) and increase the annual amount starting October 1, 2017 from $255,605 to $329,739, which includes a 15% contingency, for the original term of July 1, 2016 through June 30, 2018, and each of the two, one-year renewal options for a total amount not to exceed $1,226,289 over the total term of the agreement, including renewals, subject to non - substantive changes approved by the City Manager and City Attorney. On May 4, 2016, Parks, Recreation and Community Services Agency issued a Request for Proposal (RFP) for the landscape maintenance of District A (Civic Center Area and Stadium). An evaluation committee consisting of representatives from PRCSA reviewed and rated the proposals. The proposals were evaluated according to the criteria listed in the RFP, which includes firm/team experience, relevant project experience, scope understanding, references and fee. Midori Gardens received the highest score and on June 21, 2016 was awarded a two-year agreement from July 1, 2016 to June 30, 2018, with two, one-year renewal options. On September 20, 2016 the City approved the Civic Center Safety and Security Enhancement Program. As part of the plan the City is to increase the level of cleaning in the Civic Center Area. The Civic Center is undergoing major construction and the implementation of this aspect of the enhancement program has been delayed. The City is ready to proceed. In order to implement the service, City staff is requesting to add services and increase the contract amount to the existing agreement Midori Gardens. The change in scope includes: - Additional daily trash can collection around the Santa Ana Library in the evenings - Additional daily trash collection in the Plaza of the Flags & West Mall 2513-1 Agreement Amendment with Midori Gardens For Landscape Maintenance of District A September 19, 2017 Page 2 Two times a week cleanup of the Plaza of the Flags parking garage and once a month pressure washing STRATEGIC PLAN ALIGNMENT Approval of this item allows the City to meet Goal #6 - Community Facilities & Infrastructure, Objective #1 (Establish and maintain a Community Investment Plan for all City assets), Strategy B (Equitably maintain existing streets and associated assets in a state of good repair so they are clean, safe and aesthetically pleasing for all users). FISCAL IMPACT The increase in scope and cost will begin October 1, 2017, therefore the agreement amounts for the annual terms of the agreement are as follows: • July 1, 2016 -June 30, 2017 - $ 255,605 • July 1, 2017 to September 30, 2017 - $ 63,901 • October 1, 2017 to June 30, 2018 - $ 247,305 (Commencement of New Scope) • July 1, 2018 -June 30, 2019 - $ 329,739 • July 1, 2019 -June 30, 2020 - $ 329,739 Total - $1,226,289 Funds are available in the following accounts for the specified fiscal year: Stadium (no. 01113210-62320) $44,413 Civic Center (no. 07413250-62320) $266,793 If renewed funds will be budgeted in the following accounts for the specific years: Stadium (no. 01113210-62320) $44,413 $44,413 Civic Center (no. 07413250-62320) $285,326 $285,326 k -w GerarQlo Mouet Executive Director Parks, Recreation and Community Services Agency EXHIBIT: 1. Agreement Amendment APPROVED AS TO FUNDS AND ACCOUNTS: Fra&is%CDatierrez, Executive Director uxs q-) Finance and Management Services Agency 25D-2 FIRST AMENDMENT TO LANDSCAPE MAINTENANCE SERVICES AGREEMENT WITH MIDORI GARDENS (DISTRICT A) THIS FIRST AMENDMENT TO AGREEMENT is entered into this 19th day of September 2017, by and between Midori Gardens, Inc. ("Contractor"), and the City of Santa Ana, a charter city and municipal corporation duly organized and existing under the Constitution and laws of the State of California ("City"), RECITALS A. On June 21, 2016, the City entered into Agreement #A-2016-151 with Contractor to provide landscape maintenance services in District A (the Civic Center and Stadium) for the term of July 1, 2016 through June 30, 2018. B. In accordance with the terms and conditions of the Agreement, the parties desire to amend the Scope of Services and the Compensation amount of the Agreement to reflect additional Civic Center daily maintenance services consisting of emptying trash bins daily at the Library and Plaza of the Flags, pressure washing the Plaza of the Flags parking garage twice a week, and emptying trash cans in the Plaza of the Flags parking garage twice a week THE PARTIES THEREFORE AGREE: 1. Section 1, SCOPE OF SERVICES, shall be amended to include additional services listed in the attached Proposal # 12332, described and set forth as Exhibit A-1 attached hereto, and incorporated by reference to this Agreement. 2. Section 2, COMPENSATION, shall be amended to increase the annual sum, as detailed in Exhibit A-1, to be expended under this agreement for the new landscape maintenance service by $74,133.60 consisting of an increase in the annual amount of the Agreement of $64,464 and an increase in the annual contingency of the Agreement by $9,669.60. The amended annual compensation reflected in the Agreement will not exceed $329,739.60 during the term of this Agreement. This annual amount is comprised of (1) to sum of $286,729 and (2) a 15% contingency of up to $43,009.60 for services as may be performed by the Contractor at the sole discretion of the City. Therefore, the total amount of the Agreement, including any optional renewals, shall not exceed $1,226,289. Except as hereinabove modified, the terms and conditions of said Agreement remain unchanged and in full force and effect. --signature page to follow -- Page 1 of IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement the date and year first above written. ATTEST: MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM: Sonia R. Carvalho, City Attorney By: Laura A. Rossini Senior Assistant City Attorney RECOMMENDED FOR APPROVAL: Gerardo Mouet Executive Director of Parks, Recreation and Community Services Agency CITY OF SANTA ANA CYNTHIA J. KURTZ Interim City Manager MIDORI GARDENS Naga Hamamoto President Page 2 of 2 E�WW 1 EXHIBIT A-1— First Amendment to Midori Gardens Agreement A-2016-151 dP nddori gardens 3231 S. Main St. Santa Ana, Ca. 92707 714.751.8792 July 26, 2017 City of Santa Ana 20 Civic Center Plaza Santa Ana, CA 92701 Attn: Kevin Eaton Email: Keaton@santa-ana.org RE: Civic Center daily maintenance PROPOSAL #12332 1. Additional daily trash can collection around the Santa Ana Library in the evenings around 6:00pm...........................................................................................$1,354.00 2. Additional daily trash collection in the Plaza of the Flags, west mall.............$1,956.00 3. Two times a week cleanup of the Plaza of the Flags parking garage and once a month pressurewashing................................................................................$1,900.00 TOTAL..........................................................................................$5,210.00 TOTALW/BOND.............................................................................$5,372.00 NOTE: Item #1 empty trash cans only. Ne4o-n/Qood4l 4k SUBMITTED BY / SIGNATURE APPROVED BY / SIGNATURE Cmgty'act3 A nen .. 07/26/17 TITLE DATE TITLE FAX (714) 751-4167 La Tess DATE C-27 308373 / PCL 35527 EXHIBIT A -I — First Amendment to Midori Gardens Agreement A-2016-151 PLEASE SIGN, DATE, & RETURN TO: MIDORI GARDENS @ (714) 751-4167 OR EMAIL US AT MIDORISCAPE(a)SBCGLOBAL.NET - THANK YOU. FAX (714) 751-4167 La►[dsOF C-27 308373 / PCL 35527