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Home My WebLink About2021-01-26 - AGENDA REPORTS - LMD CONTR AUTHORITY INCREASE (2)O Agenda Item: 9 P CITY OF SANTA CLARITA AGENDA REPORT CONSENT CALENDAR CITY MANAGER APPROVAL:1 DATE: January 26, 2021 SUBJECT: LANDSCAPE MAINTENANCE DISTRICT — REQUEST FOR APPROPRIATION OF FUNDS AND CONTRACT AUTHORITY INCREASES DEPARTMENT: Neighborhood Services PRESENTER: Keith Miller RECOMMENDED ACTION City Council: 1. Approve contract expenditure authorization increases in the total annual amount of $130,000 for unforeseen maintenance and repairs, completion of reserve projects, and the installation of new plant material for the contracts listed in Attachment A. 2. Appropriate $112,095 one-time and $16,249 ongoing expenditures from Landscape Maintenance District fund balance (Fund 357) and Areawide fund balance (Fund 367) to the expenditure accounts 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 61 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 24 monthly maintenance contracts with a total annual value of $5,816,147. 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 throughout the LMD operation, allowing the City to maintain its high maintenance standards. Page 1 Packet Pg. 91 O The range of necessary 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, repairs needed due to vandalism or theft, specific requests from residents and homeowner association boards, traffic collision damages, and unforeseen infrastructure failures. 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 requires the additional appropriation of funds and exceeds existing contract authority previously approved by the City Council_ In these instances, the appropriation of additional LMD funds and increases for contract expenditure authority requires City Council approval. Staff is requesting expenditure authority increases associated with four existing landscape maintenance contracts, in the total annual amount of $130,000. This action will provide the additional contract expenditure authority necessary for each incumbent landscape contractor to complete unforeseen irrigation repairs and install replacement plant materials within their designated LMD zones. Staff is also requesting appropriations in the amount of $128,344 related to funding operational needs within 13 landscape zones. Of this amount, $112,095 constitutes a one-time appropriation for landscape enhancements requested by various homeowner associations or reserve project needs within individual LMD areas and the City's median landscape program (Zone 2008-1) that were not brought forward with the Fiscal Year 2020-21 budget due to the conservative financial approach taken by the City Council due to the pandemic. The remaining $16,249 represents an ongoing operational base budget adjustment. All recommended on -going base budget adjustments are associated with consumer price index cost adjustments previously authorized by the City Council at the time of landscape services contract award. The table below identifies LMD zones for which staff is requesting an increase in contract expenditure authority. FISCAL YEAR 2020-21 LMD CONTRACTUAL AGREEMENTS — EXPENDITURE AUTHORITY INCREASE Vendor Zone(s) Contract Current Annual Requested Annual Amount of Number Contract Authorization Increase Authorization Stay Green, Inc. 3,5, 6, 19-LMD-02B $176,554 $196,554 $20,000 T31 Backflow Prevention City- 19-LMD-33 132,000 172,000 $40,000 Device Tester wide Stay Green, Inc. T17 & 19-LMD-48B 30,829 40,829 $10,000 T29 Stay Green, Inc. T8 19-LMD-51 516,925 $566,925 $50,000 BrightView Landscape T52 19-LMD-20 $107,712 117,712 $10,000 Services, Inc. TOTALS 1 $964,020 1 $1,094,020 1 $130,000 Page 2 Packet Pg. 92 O The following table identifies zones for which staff is requesting appropriation of additional funds. FISCAL YEAR 2020-21 LMD ZONES -REQUESTED BASE BUDGET APPROPRIATIONS Zone Account Account Title Current Proposed Amount of One-time or No. Budget Budget Increase Ongoing Zone T23 12512- Landscape $229,776 $237,222 $7,446 One-time 5161.010 Services Zone T23A 12513- Landscape $182,388 $188,297 $5,909 One-time 5161.010 Services Zone T23B 12514- Landscape $52,260 $56,000 $3,740 One-time 5161.010 Services Zone T47 12521- Reserve $0 $20,000 $20,000 One-time 5161.013 Pro' ects Zone T52 12522- Reserve $0 $15,000 $15,000 One-time 5161.013 Pro' ects Zone l6 12534- Reserve $0 $10,000 $10,000 One-time 5161.013 Pro' ects Zone 2008-1 12712- Reserve $0 $50,000 $50,000 One-time (Areawide) 5161.013 Pro j ects Zone 19 12539- Landscape $14,477 $16,494 $2,017 Ongoing 5161.010 Services Zone T65 12554- Landscape $62,400 $66,329 $3,929 Ongoing 5161.010 Services Zone T65A 12555- Landscape $70,200 $74,260 $4,060 Ongoing 5161.010 Services Zone T33 12557- Landscape $32,400 $34,440 $2,040 Ongoing 5161.010 Services Zone 3 12525- Landscape $14,009 $14,425 $416 Ongoing 5161.010 Services Zone 5 12527- Landscape $52,833 $54,294 $1,461 Ongoing 5161.010 Services Zone 6 12528- Landscape $18,657 $19,209 $552 Ongoing 5161.010 Services Zone T31 12516- Landscape $59,900 $61,674 $1,774 Ongoing 5161.010 Services TOTALS $789,300 $917,644 $128,344 ALTERNATIVE ACTION Other action as determined by the Council. FISCAL IMPACT There is no impact to the General Fund. Sufficient monies are available in LMD fund balance (Fund 357) and Areawide fund balance (Fund 367) to support the requested appropriation of $112,095 one-time and $16,249 ongoing operating expenditures. ATTACHMENTS Attachment A - FY2020-21 Expenditure Authority Increase Attachment B - FY2020-21 Requested Budget Appropriations Page 3 Packet Pg. 93 Attachment A 9.a City of Santa Clarita LIVID Contractual Agreements - Expenditure Authority Increase Fiscal Year 2020-2021 Current Requested Contract Annual Amount of Vendor Zone(s) Annual Account Numbers Number Contract Authorization Increase Authorization 12516-5161.010 12525-5161.010 12527-5161.010 Stay Green, Inc. 3, 5, 6, T31 19-LMD-02B $176,554 $196,554 $20,000 12528-5161.010 12516-5141.001 12525-5141.001 12527-5141.001 12528-5141.001 Backflow Prevention Device City Wide 19-LMD-33 $132,000 $172,000 $40,000 12572-5141.001 Tester 12511-5161.010 Stay Green, Inc. T17 and T29 19-LMD-48B $30,829 $40,829 $10,000 12515-5161.010 12511-5141.001 12515-5141.001 Stay Green, Inc. T8 19-LMD-51 $516,925 $566,925 $50,000 12508-5161.010 12508-5141.001 Brightview 12522-5161.010 Landscape T52 19-LMD-20 $107,712 $117,712 $10,000 12522-5141.001 Services, Inc. 12522-5161.013 Tdtals,*l 4964,6,26,'1;0944,020 $130,600 Packet Pg. 94 Attachment B 9.b City of Santa Clarita LIVID Local Zones - Requested Budget Appropriations Fiscal Year 2020-2021 Current Proposed Amount of One-time or Zone Account Number Account Title Budget Budget Increase Ongoing Amount Amount Zone T23 12512-5161.010 Landscape $229 776 $237,222 $7,446 One-time Services Zone T23A 12513-5161.010 Landscape $182,388 $188,297 $5,909 One-time Services Zone T23B 12514-5161.010 Landscape $52,260 $56,000 $3,740 One-time Services Zone T47 12521-5161.013 Reserve Projects $0 $20,000 $20,000 One-time Zone T52 12522-5161.013 Reserve Projects $0 $15,000 $15,000 One-time Zone 16 12534-5161.013 Reserve Projects $0 $10,000 $10,000 One-time Zone 2008-1 12712-5161.013 Reserve Projects $0 $50,000 $50,000 One-time (Areawide) Zone 19 12539-5161.010 Landscape $14,477 $16,494 $2,017 Ongoing Services Zone T65 12554-5161.010 Landscape $62,400 $66,329 $3,929 Ongoing Services Zone T65A 12555-5161.010 Landscape $70,200 $74,260 $4,060 Ongoing Services Zone T33 12557-5161.010 Landscape $32,400 $34,440 $2,040 Ongoing Services Zone 3 12525-5161.010 Landscape $14,009 $14,425 $416 Ongoing Services Zone 5 12527-5161.010 Landscape $52,833 $54,294 $1,461 Ongoing Services Zone 6 12528-5161.010 Landscape $18,657 $19,209 $552 Ongoing Services Zone T31 12516-5161.010 Landscape $59,900 $61,674 $1,774 Ongoing Services 170,300 $917644 1128,344 Packet Pg. 95