HomeMy WebLinkAbout2019-11-26 - AGENDA REPORTS - LMD CONTR AUTHORITY INCREASE (2)Agenda Item: 8
DATE: November 26, 2019
SUBJECT: LANDSCAPE MAINTENANCE DISTRICT CONTRACT
AUTHORITY INCREASE
DEPARTMENT: Neighborhood Services
PRESENTER: Kevin Tonoian
RECOMMENDED ACTION
City Council:
1. Approve ongoing expenditure authority increases in the annual cumulative amount of
$267,000 for maintenance and repairs, unanticipated work, and one-time enhancement
projects within multiple City Landscape Maintenance Zones 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.
The Special Districts division administers 24 monthly maintenance contracts with a total annual
value of $5,776,945. The City competitively bids its landscape contracts and typically awards a
set two-year base contract amount plus contingency. The contingency addresses unforeseen
repairs and plant material replacements within the numerous LMD zones, allowing the City to
maintain its 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 across 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
due to drought conditions.
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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 request an increase in
expenditure authority for contracts previously awarded by the City Council.
Staff is requesting contract authorization increases in the cumulative annual amount of $267,000
for as -needed maintenance and repairs, unanticipated work, and one-time enhancement projects
including the installation of new trees, plant materials, and hardscape repair within multiple
LMD zones.
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
BrightView
29, 30, 31
16-LMD-04C
66,026
86,026
20,000
Landscape Services
BrightView
15,16
19-LMD-26
172,728
207,728
35,000
Landscape Services
BrightView
27
18-LMD-94
163,779
203,779
40,000
Landscape Services
Stay Green, Inc.
20,21
16-LMD-38D
157,440
172,440
15,000
American Heritage
T23,
16-LMD-23D
519,716
589,716
70,000
Landscape
T23A,
T23B
Oakridge
24,25
17-LMD-05A
20,010
32,010
12,000
Landscape, Inc.
Oakridge
18
17-LMD-23A
143,640
198,640
55,000
Landscape, Inc.
Oak Springs
28
16-LMD-02B
218,584
238,584
20,000
Nursery, Inc.
TOTALS
1,461,923
1,728,923
267,000
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.
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2. Other action as determined by the Council.
FISCAL IMPACT
There is no impact to the General Fund. Sufficient Landscape Maintenance District Assessment
funds were appropriated as part of the Fiscal Year 2019-20 budget.
ATTACHMENTS
LMD Contractual Agreements Exhibit A
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