HomeMy WebLinkAbout2022-10-11 - AGENDA REPORTS - CONTR 21 LMD 18A5
Agenda Item:4
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: October 11, 2022
EXPENDITURE AUTHORITY INCREASE FOR CONTRACT 21-
SUBJECT:
LMD-18A HELD BY STAY GREEN, INC., TO SUPPORT LMD ZONE
2008-1 OPERATIONS
DEPARTMENT: Administrative Services
PRESENTER: Keith Miller
RECOMMENDED ACTION
City Council:
1. Approve an ongoing expenditure authority increase of $386,130 associated with landscape
maintenance contract 21-LMD-18A, held by Stay Green, Inc., for a total annual amount not
to exceed $1,318,905 to support as-needed maintenance, repairs, and/or one-time
beautification enhancements within LMD Zone 2008-1.
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) manages 61 financially independent zones within the Landscape
Maintenance District (LMD), supporting landscape maintenance operations through contracts
with private companies.
The Special Districts division administers 24 individual landscape contracts, encompassing a
cumulative annual value of $5,776,945. Landscape services are secured via competitive bidding,
awarded for a contract period of two years, and include up to three additional, one-year renewal
options.
The value of every landscape contract comprises a set cost for recurring monthly services, plus
additional expenditure authority to address unforeseen maintenance issues. The authorization of
additional contract expenditure authority will maximize operational efficiencies and ensure such
work is completed in a timely manner.
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While adequate base budget appropriations for individual landscape zones are typically available
to address unforeseen maintenance issues, there are instances where the scope of these demands
exceeds the initial contract expenditure authority approved by City Council. In these instances, it
is necessary for City Council to consider and approve any increase in contract expenditure
authority.
Staff is requesting an ongoing expenditure authority increase of $386,130 associated with
landscape maintenance contract 21-LMD-18A, held by Stay Green, Inc., for a total annual
amount not to exceed $1,318,905 to support as-needed maintenance, repairs, and/or one-time
beautification enhancements within LMD Zone 2008-1, area-wide medians.
Example of as-needed one-time enhancements includes installation of supplemental or additional
plant materials to address vacancies or the installation of ornamental features such as entry
monuments located through Santa Clarita. Examples of unforeseen maintenance issues includes,
but is not limited to, responding to emergencies, repairs or replacement of irrigation systems
which are damaged or have reached the end of their useful service life, replacement of dead plant
material, vandalism, theft, traffic collision damages, and impacts due to drought conditions.
The increase in expenditure authority granted by the City Council does not represent any
guarantee of additional compensation under the terms of these existing contracts. Beyond
retaining the discretion to utilize alternative contractors as deemed necessary, all unscheduled
repair work or one-time enhancement projects will continue to require staff review and advanced
authdivision.
ALTERNATIVE ACTION
1. Do not approve recommended contract expenditure authority increases.
2. Other action as determined by the City Council.
FISCAL IMPACT
Approve an an ongoing expenditure authority increase of $386,130 associated with landscape
maintenance contract 21-LMD-18A, held by Stay Green, Inc., for a total annual amount not to
exceed $1,318,905. Funds to support the landscape maintenance contract were previously
appropriated by the City Council as part of the Fiscal Year 2022-23 Annual Budget adoption.
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