HomeMy WebLinkAbout2016-07-12 - AGENDA REPORTS - CONTR OAKRIDGE 14-00198 (2)0
Agenda Item: 9
CITY OF SANTA CLARITA
Q) AGENDA REPORT
CONSENT CALENDAR
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CITY MANAGER APPROVAL: 1 j=�
DATE: July 12, 2016
SUBJECT: SIX-MONTH CONTRACT EXTENSION FOR OAKRIDGE
LANDSCAPE, INC. - CONTRACT NO. 14-00198
DEPARTMENT: Neighborhood Services
PRESENTER: Kevin Tonoian
RECOMMENDED ACTION
City Council:
1. Approve the first renewal option for contract 14-00198 to Oakridge Landscape, Inc. for
services encompassing Landscape Maintenance District (LMD) Zone 2008-1 (Major
Thoroughfare Medians) for six months in the amount of $293,984; and authorize a
contingency amount of $58,797, for a total contract amount not to exceed $352,781.
2. Authorize the City Manager or designee to execute all contracts and associated documents,
subject to City Attorney approval.
BACKGROUND
In July 2014, the City Council awarded a two-year agreement to Oakridge Landscape, Inc. to
maintain over 46 miles of landscaped medians in the City. This contract included three
incremental one-year renewal options. The current contract for this service will terminate on
July 31, 2016.
Since the award of this contract, the State of California has continued to experience historic
drought conditions. hi April 2015, the extended drought prompted the Governor to impose
mandatory water restrictions, including the prohibition for using potable water on passive turf
located within public roadway medians.
As the City currently maintains 13 miles of turf medians throughout the community, this action
made many maintenance specifications in the existing contract obsolete. Therefore, while the
typical term of a landscape service agreement is two years, plus three incremental one-year
renewal options, staff is recommending approval of a six-month extension to this contract in
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order to solicit new bid proposals.
Based on our "new normal" as it relates to water usage and irrigation, staff has developed
modified maintenance specifications for our medians to balance the challenges of our ongoing
drought conditions and local and environment. A bid solicitation, with updated specifications to
manage our landscaped medians, was advertised on June 10, 2016, closed on July 7, 2016, and
will come before the City Council for award at the August 23, 2016 meeting.
Authorization of the contract renewal option with Oakridge Landscape, Inc. provides sufficient
time for staff to analyze bid submittals and prepare a recommendation for Council's
consideration. This six-month extension also allows staff to adjust the timing of the contract and
subsequent future contracts for median maintenance to begin in early fall, when the weather is
more seasonal and less disruptive to operational activities.
ALTERNATIVE ACTION
1) Do not authorize extension.
2) Other action as determined by the City Council.
FISCAL IMPACT
There is no fiscal impact to the General Fund. Funding to support this contract has been
previously approved and appropriated by the City Council during the Fiscal Year 2016-17
Annual Budget process within accounts: 12541-5161.010 and 12541-5141.001.
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