The URL can be used to link to this page

Home My WebLink About2018-01-09 - AGENDA REPORTS - LMD REQUEST FOR APPROPRIATION OF FUNDS AND CONTR A (2)O Agenda Item: 6 CITY OF SANTA CLARITA AGENDA REPORT CONSENT CALENDAR CITY MANAGER APPROVAL: 41 DATE: January 9, 2018 SUBJECT: LANDSCAPE MAINTENANCE DISTRICT — REQUEST FOR APPROPRIATION OF FUNDS AND CONTRACT AUTHORITY INCREASES DEPARTMENT: Neighborhood Services PRESENTER: Keith Miller RECOMMENDED ACTION City Council: 1. Appropriate $138,000 from Landscape Maintenance District fund balance (Fund 357) to the expenditure accounts listed in Attachment A. 2. Approve contract authorization increases in the total annual amount of $117,362 for the current contract year in maintenance and repairs, related to the installation of new plant material for the contracts listed in Attachment B. 3. Authorize the City Manager or designee to execute all contracts and associated documents subject to City Attorney approval. BACKGROUND The City of Santa Clarita (City) administers 59 financially independent zones within the Landscape Maintenance District (LMD), providing landscape maintenance services for the LMD operations through contracts with private companies. The contracts are bid out regularly and often allow an opportunity for multiple zones to take advantage of economies of scale. The LMD administers 26 monthly maintenance contracts with a total annual value of $5,237,047. As the contracts are awarded, a contingency is typically authorized to ensure that unforeseen issues related to irrigation breaks, vandalism and occasional plant replacements can be completed quickly. During the operational year, costs associated with unanticipated events, such as the December 5 Rye Fire or the turnover of new maintenance areas from builders, create the need to request Page 1 Packet Pg. 25 O additional appropriation of funds and/or authorization to increase the expenditure authority of existing landscape maintenance contracts. Additionally, during the last eighteen months, Special Districts has supplemented reoccurring monthly landscape maintenance work with aggressive replanting efforts as we continue to recover from the extended state-wide drought. Funding to support costs associated with the continued replacement of plant material and unforeseen issues was anticipated by staff and previously approved by the City Council during the annual Fiscal Year 2017-18 budget process. While adequate budget is available for all reoccurring maintenance and forecasted as -needed work, additional operational needs as described above, necessitates the requests for additional appropriation; and will exceed expenditure thresholds for five LMD contracts previously awarded by the City Council. The first table below identifies LMD zones that staff is requesting an increase in contract expenditure authority. The second table below identifies zones that staff is requesting appropriation of additional funds. FISCAL YEAR 2017-2018 LMD CONTRACTUAL AGREEMENTS - AUTHORIZATION REQUESTS Vendor Zone(s) Contract Current Annual Requested Amount of Justification Zone 29 Number Contract Annual Increase $5,000 Potential Authorization Authorization Stay Green, 20,21 16-LMD-38 145,440 157,440 12,000 Inc. newly installed BrightView 29, 30, 31 16-LMD-04A 49,026 66,026 17,000 Landscape Soledad Stay Green, T46, T47, 7, 16-LMD-16A 662,248 720,610 58,362 Inc. 19 BrightView 3, 5, 6, T31 13-00439-E 143,824 163,824 20,000 Landscape Venco Western T20, T44, 13-00317-D 323,803 333,803 10,000 T48, T62, T67, T71, T72 TOTALS 1,324,341 1,441,703 117,362 FISCAL YEAR 2017-18 LMD ZONES — REQUEST FOR ADDITIONAL APPROPRIATIONS Zone Account Number Account Description Current Budget Amount New Budget Amount Amount of Increase Justification Zone 29 12565- Maintenance $4,800 $9,800 $5,000 Potential 5141.001 & Repairs repairs of newly installed landscape on Soledad paseo bridge approaches Page 2 Packet Pg. 26 Zone T3 12503- 5161.013 Reserve Projects $10,000 $55,000 $45,000 Installation of new wrought iron fencing around HOA Clubhouse Zone T8 12508- Reserve $86,000 $119,000 $33,000 Replacement 5161.013 Projects of 21 pathway lights standards surrounding Summit Park Zone 16 12534- Reserve N/A $55,000 $55,000 Repair of 5161.013 Projects lodge pole fencing on Newhall Ranch Road destroyed by the Rye Fire. TOTALS 1 $100,800 1 $238,800 1 $138,000 ALTERNATIVE ACTION Other action as determined by the Council. FISCAL IMPACT There is no impact to the General Fund. Sufficient monies are available in Fund 357 to support the requested appropriation of $138,000 in additional LMD operational funds. ATTACHMENTS Attachment A Attachment B O Page 3 Packet Pg. 27 Attachment A City of Santa Clarita LIVID Local Zones - Requests for Additional Appropriations Fiscal Year 2017-2018 6.a Packet Pg. 28 Account Current Budget New Budget Amount of Zone Account Number Description Amount Amount Increase Justification Monthly costs for maintenar Zone 29 12565 - 5141.001 Maintenance & 4,800 9,800 5,000 and potential repairs of ne\n Repairs $ $ $ installed landscape on Solec aseo bridge approaches Zone T3 12503 -5161.013 Reserve Projects $ 10,000 $ 55,000 $ 45,000 Installation of new wrought h fencing around HOA Clubhoi Replacement of 21 pathway Ii Zone T8 12508-5161.013 Reserve Projects $ 86,000 $ 119,000 $ 33,000 standards surrounding Sumi Pa rk Repair of lodge pole fencing Zone 16 12534-5161.013 Reserve Projects $ - $ 55,000 $ 55,000 Newhall Ranch Road destroy by the Rye Fire Zone Budget Totals $ 100,800 $ 238,800 $ 138,000 Packet Pg. 28 Attachment B City of Santa Clarita LIVID Contractual Agreements -Authorization Requests Fiscal Year 2017-2018 6.b Packet Pg. 29 CO r Q Current Annual Requested Amount of Vendor Zone(s) Contract Number Contract Annual Account Numbei Increase Authorization Authorization 12540 - 5161.01 12540 - 5141.00' Stay Green, Inc. 20,21 16-LMD-38 $ 145,440 $ 157,440 $ 12,000 12544 - 5161.01( 12544 - 5141.00' 12565-5161.01C 12565-5141.001 BrightView Landscape 29, 30, 31 16-LMD-04A $ 49,026 $ 66,026 $ 17,000 12566-5161.010 12566-5141.001 12567-5161.010 12567-5141.001 12520 - 5161.01 12520 - 5141.00' 12521 - 5161.01( Stay Green, Inc. T46, T47, 7, 19 16-LMD-16A $ 662,248 $ 720,610 $ 58,362 12521 - 5141.00' 12539 - 5161.01( 12539 - 5141.00' 12529 - 5161.01( 12529 - 5141.00' 12525 - 5161.01 12525 - 5141.00' 12527 - 5161.01( 12527 - 5141.00' BrightView Landscape 3, 5, 6, T31 13-00439-E $ 143,824 $ 163,824 $ 20,000 12528 - 5161.01( 12528 - 5141.00' 12516 - 5161.01( 12516 - 5141.00' 12558 - 5161.01 12558 - 5141.00' 12559 - 5161.01( 12559 - 5141.00' 12560 - 5161.01( 12560 - 5141.00' T20, T44, T48, T62, 12561 - 5161.01( Venco Western 13-00317-D $ 323,803 $ 333,803 $ 10,000 T67, T71, T72 12561 - 5141.00' 12562 - 5161.01( 12562 - 5141.00' 12563 - 5161.01( 12563 - 5141.00' 12564 - 5161.01( 12564 - 5141.00' Authorization Totalsl $ 1,324,341 1 $ 1,441,703 1 $ 117,362 Packet Pg. 29 CO r Q