HomeMy WebLinkAbout2019-07-09 - AGENDA REPORTS - LMD CONTR AUTHORITY INCREASE (2)Agenda Item: 9
DATE: July 9, 2019
SUBJECT: LANDSCAPE MAINTENANCE DISTRICT CONTRACT
AUTHORITY INCREASE
DEPARTMENT: Neighborhood Services
PRESENTER: Kevin Tonoian
RECOMMENDED ACTION
City Council:
1. Approve contract authorization increases in the total annual amount of $295,199 for re-
occurring, unanticipated, and one-time work associated with the annexation of Plum Canyon
and Skyline Ranch, maintenance and repairs within multiple Landscape Maintenance Zones,
and reserve projects related to the installation of new trees and plant materials for the
contracts listed in Attachment A.
2. 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 60 financially independent zones within the
Landscape Maintenance District (LMD), providing landscape maintenance services for the LMD
operations through contracts with private companies.
Special Districts administers 24 monthly maintenance contracts with a total annual value of
$5,173,998. The City competitively bids its landscape contracts and typically awards a set two-
year base contract amount plus contingency. The contingency portions of these contracts address
unforeseen repairs and plant material replacements within these numerous LMD zones, allowing
the City to maintain our high maintenance standards in an efficient and timely fashion.
The range of necessary annual repairs, plant replacements, and maintenance reserve projects may
vary from year to year and among different landscape zones. Examples of these include, but are
not limited to, vandalism, theft, specific requests from residents and home owners association
boards, traffic collision damages, unforeseen failures due to aging infrastructure, and impacts
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due to drought conditions.
While adequate base budget appropriations for individual landscape zones are typically available
to address as -needed work, there are instances where the scope of this necessary work exceeds
the approved contract authority. These instances require staff to return to City Council to request
an increase in expenditure authority for contracts previously awarded by the City Council.
Staff is requesting contract authorization increases in the total annual amount of $295,199 for re-
occurring, unanticipated, and one-time work. The requested contract authority increases are for
new landscape areas and additional tree care within the 2018 annexation areas of Plum Canyon
and Skyline Ranch, including median and side panel areas previously managed by Los Angeles
County.
This authorization also increases contract authority for the maintenance of new landscaped
medians along Newhall Ranch Road, additional as -needed maintenance and repairs of irrigation
within multiple LMD zones, and local zone enhancement projects such as the installation of new
trees, plant materials, and hardscape repair.
The table below identifies LMD zones where staff is requesting an increase in contract
expenditure authority. Details on the intended use of each requested increase is provided in
Attachment "A" to this report.
FISCAL YEAR 2019-2020
LMD CONTRACTUAL AGREEMENTS - AUTHORIZATION REQUESTS
Vendor
Zone(s)
Contract
Current
Requested
Amount
Number
Annual
Annual
of
Contract
Authorization
Increase
Authorization
Stay Green, Inc.
2008-1
16-LMD-29F
894,553
1,005,382
110,829
Stay Green, Inc.
T8
14-00316-E
404,492
452,492
48,000
Stay Green, Inc.
17
17-LMD-45
11,351
20,351
9,000
West Coast
City Wide
18 -UF -02
2,456,306
2,513,676
57,310
Arborist
Venco Western
T2, T3,
17-LMD-54
415,944
485,944
70,000
T4, T5, T6
& T7
TOTALS
4,182,646
4,477,845
295,199
Consistent with the original bid specifications of each competitively awarded landscape
maintenance contract, the hourly costs for these services are capped and do not represent any
guarantee of compensation under the terms of these recommended contracts.
ALTERNATIVE ACTION
1. Do not approve recommended contract expenditure authority increases.
2. Other action as determined by the Council.
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FISCAL IMPACT
There is no impact to the General Fund. Sufficient funds were appropriated as part of the Fiscal
Year 2019-2020 Budget.
ATTACHMENTS
Contractual Agreement Table
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