AGENDA ITEM
TO: HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM: CARLO TOMAINO
CITY MANAGER
BY: THOMAS BEKELE
PUBLIC WORKS DIRECTOR
SUBJECT:
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SECOND AMENDMENT TO THE MAINTENANCE SERVICES AGREEMENT WITH PARKWOOD LANDSCAPE MAINTENANCE, INCORPORATED FOR THE LIGHTING AND LANDSCAPE MAINTENANCE DISTRICT NO. 1
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Summary:
The City contracts for landscape maintenance services for the Lighting and Landscape Maintenance District No. 1 (LLMD) with a private contractor, Parkwood Landscape Maintenance Incorporated (Parkwood). After review of the landscape services provided over the past two annual terms, City staff negotiated an amendment to the existing Maintenance Services. The proposed Second Amendment would continue the term of the agreement until December 20, 2025, with an annual not-to-exceed amount of $31,343.66. Staff also recommends the City Council authorize a 10% contingency for a total budget for the third year of the contract of $34,478.02.
Staff recommends that the City Council approve the proposed Second Amendment and authorize the City Manager to sign the agreement with Parkwood.
Strategic Plan Goal(s):
Goal No. 4 Infrastructure: Maintain and Improve the City’s physical infrastructure, waste system, and recreational spaces.
recommendation
Recommendations:
1. Authorize the City Manager to execute the proposed Second Amendment to the maintenance services agreement with Parkwood to extend the term through December 20, 2025, and add contract not-to-exceed amount for year three of the Agreement to $31,343.66.
2. Authorize a 10 percent contingency of $3,134.37 to accommodate extra work or any unforeseen conditions, to be utilized if approved by the Public Works Director, for a total not-to-exceed amount of $34,478.02.
3. Adopt a resolution, entitled:
A RESOLUTION OF THE CITY OF SIGNAL HILL, CALIFORNIA, AMENDING THE ADOPTED BUDGET AND AUTHORIZING BUDGET APPROPRIATIONS FOR FISCAL YEAR 2024-2025
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Fiscal Impact:
The City’s adopted Fiscal Year (FY) 2024-25 budget includes an appropriation of $18,451 for the landscape care services for the LLMD. The total contract cost for the landscape services is $31,343.66 with a contingency of $3,134.36 for a total budget of $34,478.02. The projected LLMD fund balance for FY 2023-24 was $71,583.
Staff is recommending a budget adjustment in the amount of $16,027.02 to account No. 260-40-5530 Lawn Care Services, using LLMD fund balance to cover the total budget need to maintain lawn care services (Attachment A). This adjustment is needed as the previous appropriation of $18,451 covered lawncare services for only six months and not a full year.
Background:
The LLMD was formed in 1992 to provide a source of funds for the installation, repair, and operation of specific landscaped areas that benefit all properties within the California Crown Tract. The City is responsible for procuring contract services for the landscape maintenance services at LLMD; including but not limited to mowing, fertilizing, weeding and cultivating, pruning, watering, and other duties related to maintenance of landscape and irrigation systems.
On October 28, 2022, the City posted a Notice Inviting Bids (NIB) for the landscape maintenance services for the LLMD. The NIB was posted at the City’s public notice locations, sent to subscribers through the City’s website, posted in the Signal Hill Tribune Newspaper, and posted the information on PlanetBids via the City’s portal. The table below lists the two (2) bids received by the bid due date of November 17, 2022:
Parkwood Landscape Maintenance, Inc., (Parkwood) was deemed the lowest and responsive bidder, and therefore the City entered into a maintenance services agreement for the LLMD with Parkwood on December 9, 2022.
Analysis:
The City entered into an agreement with Parkwood on December 9, 2022, for a one-year term from December 21, 2022, to December 21, 2023, with the option for no more than three additional one-year terms, and a not-to-exceed amount of $27,864.00. The City previously amended the agreement to extend the term of the contract for an additional one-year to expire on December 21, 2024, and increased the compensation by $27,755.65. The proposed Second Amendment would extend the agreement for an additional one-year term to expire on December 20, 2025, thereby exercising its second of three optional one-year term extensions, and increase the compensation by $31,343.66 (Attachment C).
Recommendation:
Parkwood has consistently delivered satisfactory services and has demonstrated a commitment to the LLMD’s needs in maintaining its landscape areas. Parkwood collaborates with City staff monthly to ensure that the LLMD’s landscape areas are well kept and maintained, and any concerns are resolved as quickly and efficiently as possible.
Staff recommends that the City Council approve a Second Amendment to the maintenance services agreement with Parkwood to extend the term for one additional year, through December 20, 2025 with an annual not-to-exceed amount of $31,343.66. The proposed Second Amendment and proposed adjustment would ensure the LLMD continues to receive landscape maintenance services without interruption.
Reviewed for Fiscal Impact:
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Sharon del Rosario
Attachments:
A. Resolution
B. Exhibit A
C. Second Amendment