HomeMy WebLinkAbout2016-01-12 - AGENDA REPORTS - LMD 13-00413-A 13-00439-A (2)7�l
Agenda Item: 8
CITY OF SANTA CLARITA
Q) AGENDA REPORT
CONSENT CALENDAR
i,
CITY MANAGER APPROVAL: fAI
DATE: January 12, 2016
SUBJECT: EXECUTE RENEWAL OPTIONS FOR LANDSCAPE
MAINTENANCE DISTRICT (LMD) CONTRACTS 13-00413-A AND
13-00439-A TO PROVIDE LANDSCAPE MAINTENANCE
SERVICES FOR ZONE T-52 AND ZONES 3, 5, 6, AND T-31
DEPARTMENT: Administrative Services
PRESENTER: Dennis Luppens
RECOMMENDED ACTION
City Council:
1. Approve first renewal option for Contract 13-00413-A to ValleyCrest Landscape
Maintenance, Inc. for landscape maintenance services encompassing Landscape Maintenance
District (LMD) Zone T-52 in the amount of $88,200; include a Consumer Price Index (CPI)
request of 0.1%, equaling $88; and authorize a contingency amount of $22,000 for atotal
annual amount not to exceed $110,288.
2. Approve first renewal option for Contract 13-00439-A to ValleyCrest Landscape
Maintenance, Inc. for landscape maintenance services encompassing Landscape Maintenance
District (LMD) Zones 3, 5, 6, and T-31 in the amount of $119,400; include a Consumer Price
Index (CPI) request of 0.1%, equaling $119; and authorize a contingency amount of $22,000
for atotal annual amount not to exceed $141,519.
3. 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.
4. Authorize the City Manager or designee to execute up to two (2) additional one-year renewal
options for each contract not to exceed the annual bid amount, plus contingency in the
amount of $22,000 and CPI adjustments.
Page 1
PacketPg. 35
BACKGROUND
In 2013, landscape maintenance services were competitively bid and awarded to ValleyCrest
Landscape Maintenance, Inc. by action of the City Council to provide services to the following
five LMD Zones: T-52 (Stonecrest), 3 (Sierra Heights), 5 (Sunset Hills), 6 (Canyon Crest), and
T-31 (Shangri-La). The term of both base contracts was for two (2) years, plus three (3), one-
year renewal options. As the contracts near completion of their initial two-year terms, staff is
requesting City Council approval to execute the renewal options for both contracts.
ValleyCrest Landscape Maintenance, Inc. continues to perform in a manner that meets the City
of Santa Clarita's high performance standards, as well as the established terms and specifications
of their contracts. A review of actual expenditures over the past two years supports maintaining
the contingency amount at the current level of $22,000 for each contract.
Based on recent bid results for comparable LMD maintenance contracts, the pricing associated
with the renewal of the contracts remains competitive within this service sector. Therefore, staff
recommends the City Council exercise the renewal options for Contract 13-00413-A in an
amount not to exceed $110,288 and contract 13-00439-A in an amount not to exceed $141,519.
ALTERNATIVE ACTION
1. Direct staff to re -bid the contracts.
2. Other action as determined by the City Council.
FISCAL IMPACT
There is no fiscal impact to the General Fund. Sufficient LMD funds were previously
appropriated by the City Council as part of the Fiscal Year 2015-16 budget in the following
accounts:
Zone T-31 - 12516-5161.010, 12516-5141.001
Zone T-52 - 12522-5161.010, 12522-5141.001
Zone 3 - 12525-5161.010, 12525-5141.001
Zone 5 - 12527-5161.010, 12527-5141.001
Zone 6 - 12528-5161.010, 12528-5141.001
Page 2
Packet Pg. 36