HomeMy WebLinkAbout2016-12-13 - AGENDA REPORTS - LMD CONTR AUTHORITY INCREASE (2)Agenda Item: 8
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL: fill
DATE: December 13, 2016
SUBJECT: LANDSCAPE MAINTENANCE DISTRICT CONTRACT
AUTHORITY INCREASE
DEPARTMENT: Neighborhood Services
PRESENTER: Darin Seegmiller
RECOMMENDED ACTION
City Council:
1. Approve contract authorization increases in the total annual amount of $737,571.66 for the
current contract year in maintenance and repairs, related to the installation of new plant
material 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 55 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 20 monthly maintenance contracts with a total annual value of
$4,155,171. 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.
The State of California has been experiencing an exceptional drought that resulted in an
Executive Order from the Governor requiring a 25% statewide reduction of water consumption.
Following this mandate, local water purveyors implemented irrigation restrictions that further
limited the LMD's ability to adequately irrigate already struggling plant material.
In June of this year, local water restrictions were lifted that have allowed Special Districts to
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resume an irrigation schedule that is more appropriate to support landscape improvements
throughout the City. As a result, Special Districts has begun replanting areas throughout the
community that experienced die -off during the past 18 to 24 months.
Funding to support costs associated with installing replacement plant material was previously
approved and appropriated by the City Council during the annual Fiscal Year 2016-17 budget
process. While adequate budget is available, the extensiveness of this replacement work will
exceed expenditure thresholds for 13 LMD contracts previously awarded by the City Council.
The following table identifies individual LMD contracts for which staff is requesting an increase
in expenditure authority.
FISCAL YEAR 2016-2017
LMD CONTRACTUAL AGREEMENTS - AUTHORIZATION REQUESTS
Vendor
Zone(s)
Contract #
Current Annual
Requested
Amount of
Contract
Annual
Increase
Authorization
Authorization
Oakridge
T1
16-LMD-19
12,024.00
13,108.22
1,084.22
Stay Green,
T2, T3, T4,
12-00322-D
293,813.08
351,939.03
58,125.95
Inc.
T5, T6, T7
Stay Green,
T8
14-00316-A
390,398.00
411,240.34
20,842.34
Inc.
American
T23, T23A,
16-LMD-23
459,259.00
519,716.00
60,457.00
Heritage
T23B
Stay Green,
7, 19, T46,
16-LMD-16
538,020.00
662,247.91
124,227.91
Inc.
T47
BrightView
T52
13-00413-C
110,200.00
126,046.70
15,846.70
Stay Green,
4, 8, 26
14-00195-A
49,821.00
51,831.62
2,010.62
Inc.
Oakridge
18, T1 Ad
12-00149-C
163,956.00
209,425.54
45,469.54
Valorem
Stay Green,
2008-1
16-LMD-29
552,629.00
894,552.41
341,923.41
Inc.
BrightView
27
13-00384-B
97,153.00
105,958.14
8,805.14
Stay Green,
T33, T65,
12-00415-B
226,856.00
231,812.35
4,956.35
Inc.
T65A
Venco Western
T20, T44,
13-00317-B
321,119.00
343,438.57
22,319.57
T48, T62,
T71, T72
Stay Green,
15,16
14-00187-B
143,936.00
175,438.91
31,502.91
Inc.
TOTALS
3,359,184.08
4,096,755.74
737,571.66
While staff continues to balance conservation and beautification, the lifting of restrictions allows
staff to begin replacing landscape, with assurances that there will be adequate irrigation to
establish and maintain new plant material. In calendar year 2015, Special Districts reduced its
water consumption by 44% as compared to calendar year 2013. Since the lifting of the watering
restrictions, Special Districts' has continued its efforts to conserve water and has maintained
reductions in the range of 20-25% as compared to the benchmark year of 2013.
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ALTERNATIVE ACTION
1. Do not approve recommended contract expenditure authority increases.
2. Other action as determined by the Council.
FISCAL IMPACT
There is no impact to the General Fund. Sufficient funds were appropriated as part of the Fiscal
Year 2016-2017 Budget.
ATTACHMENTS
Contractual Agreement Table
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City of Santa Clarita
Contractual Agreements - Authorization Requests
Fiscal Year 2016-2017
Current Annual
Requested
Amount of
Vendor
Zone(s)
Contract #
Contract
Annual
Account Numbers
Change
Authorization
Authorization
Oakridge
T1
16-LMD-19
$ 12,024.00
$ 13,108.22
$ 1,084.22
12501 - 5141.001
T2T3, T4, T5,
12502 - 5141.001
Stay Green, Inc.
,
12-00322-D
$ 293,813.08
$ 351,939.03
$ 58,125.95
12503 - 5141.001
T6, T7
12504 - 5141.001
Stay Green, Inc.
T8
14-00316-A
$ 390,398.00
$ 411,240.34
$ 20,842.34
12508 - 5141.001
12512 - 5141.001
American Heritage
T23, T23A, T23B
16-LMD-23
$ 459,259.00
$ 519,716.00
$ 60,457.00
12513 - 5141.001
12514 - 5141.001
12529 - 5141.001
Stay Green, Inc.
7, 19, T46, T47
16-LMD-16
$ 538,020.00
$ 662,247.91
$ 124,227.91
12539 - 5141.001
12520-5141.001
BrightView
T52
13-00413-C
$ 110,200.00
$ 126,046.70
$ 15,846.70
12522- 5141.001
12526-5141.001
Stay Green, Inc.
4, 8, 26
14-00195-A
$ 49,821.00
$ 51,831.62
$ 2,010.62
12530 - 5141.001
12549-5141.001
Oakridge
18, T1 Ad
12-00149-C
$ 163,956.00
$ 209,425.54
$ 45,469.54
12538 - 5141.001
Valorem
12542 - 5141.001
Stay Green, Inc.
2008-1
16-LMD-29
$ 552,629.00
$ 894,552.41
$ 341,923.41
12541 - 5141.001
BrightView
27
13-00384-B
$ 97,153.00
$ 105,958.14
$ 8,805.14
12550 - 5141.001
12557 - 5141.001
Stay Green, Inc.
T33, T65, T65A
12-00415-B
$ 226,856.00
$ 231,812.35
$ 4,956.35
12554 - 5141.001
12555 - 5141.001
T2 0, T44, T48,
8
12558 - 5141.001
Venco Western
13-00317-B
$ 321,119.00
$ 343,438.57
$ 22,319.57
12559 - 5141.001
T T T
12560 - 5141.001
Stay Green, Inc.
15,16
14-00187-B
$ 143,936.00
$ 175,438.91
$ 31,502.91
12533 - 5141.00
12534 - 5141.00
These Contracts (13)
$ 3,359,184.08
$ 4,096,755.74
$ 737,571.66
All Contracts (20)
$ 4,155,171.11
$ 4,892,742.77
$ 737,571.66
Attachment: Contractual Agreement Table (1761 : LANDSCAPE MAINTENANCE DISTRICT CONTRACT AUTHORITY INCREASE)
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