HomeMy WebLinkAbout2015-08-25 - AGENDA REPORTS - LMD CONTR 13-00317 (2)Agenda Item: 9
DATE: August 25, 2015
SUBJECT: EXECUTE RENEWAL OPTION FOR LANDSCAPE
MAINTENANCE DISTRICT (LMD) CONTRACT 13-00317 TO
PROVIDE LANDSCAPE MAINTENANCE SERVICES FOR ZONES
T-20, T-44, T-48, T-62, T-67, T-71, and T-72
DEPARTMENT: Administrative Services
PRESENTER: Dennis Luppens
RECOMMENDED ACTION
City Council:
I . Approve renewal option for landscape services under contract 13-00317 to Venco Western
for landscape maintenance services encompassing Landscape Maintenance District (LMD)
Zones T-20, T-44, T-48, T-62, T-67, T-71, and T-72 in the amount of $263,148; include a
Consumer Price Index (CPI) request of I%, equaling $2,63 1; and authorize a contingency
amount of $52,629 for a total annual amount not to exceed $318,408.
2. Authorize the City Manager or designee to execute all contracts and associated documents,
contingent upon the appropriation of funds by the City Council in the annual budget for such
Fiscal Year, and execute all documents subject to City Attorney approval.
3. Authorize the City Manager or designee to execute up to two (2) annual renewal options not
to exceed the annual bid amounts, plus CPI adjustments.
BACKGROUND
In 2012, landscape maintenance services were competitively bid and awarded to Venco Western
by action of the City Council. The term of the base contract was for two years, plus three (3),
one-year renewal options. This contract provides landscape maintenance services to the
following seven LMD zones: Zone T-20 (El Dorado Village), T-44 (Bouquet Canyon), T-48
(Shadow Hills), T-62 (Canyon Heights), T-67 (Miramontes), T-71 (Haskell Canyon Ranch), and
T-72 (Copper Hill 22).
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Venco Western continues to perform in a manner that is reflective of the City's high -maintenance
standards, as well as the established terms and performance specifications of their contracts. A
staff review of actual expenditures over the past two years shows that the original contingency
amount of $52,629 remains appropriate.
Based on recent bid results for other LMD maintenance contracts, the pricing associated with the
renewal of this contract remains competitive within this service sector. Therefore, staff
recommends the City Council exercise the renewal option for this contract for an amount not to
exceed $318,408.
ALTERNATIVE ACTIONS
1. Direct staff to re -bid the contracts.
2. Other action as determined by the City Council
FISCAL IMPACT
There is no impact to the General Fund. Sufficient LMD funds were appropriated by the City
Council as part of the Fiscal Year 2015-16 budget in the following accounts:
Zone T-20 — 12558-5161.010, 12558-5141.001
Zone T-44 — 12559-5161.010, 12559-5141.001
Zone T-48 — 12560-5161.010, 12560-5141.001
Zone T-62 — 12561-5161.010, 12561-5141.001
Zone T-67 — 125 62-516 1. 010, 12562-5141.001
Zone T-71 — 12563-5161.010, 12563-5141.001
Zone T-72 — 125 64-516 1. 010, 12564-5141.001
ATTACHMENTS
Contract 13-00317 Venco NCH Zones (available in the City Clerk's Reading File)
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