HomeMy WebLinkAbout2008-07-08 - AGENDA REPORTS - LANDSCAPE CONTR RENEWALS (2)Agenda Item• q
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR City Manager Approval:
Item to be presented by: Dennis Luppens
DATE: July 8, 2008
SUBJECT: LANDSCAPE MAINTENANCE AND INSPECTION SERVICES
2008-2009 RENEWAL AND EXTENSION OF LANDSCAPE
CONTRACTS
DEPARTMENT: Administrative Services
RECOMMENDED ACTION
1. City Council authorize the continuation of the following contracts for landscape maintenance
and inspections in various zones within the Landscape Maintenance Districts (LMD):
• Stay Green, Inc.; extend existing contract term six months to June 30, 2009, not to exceed
$1,739,847.
• Coastal Land Care, LLC; authorize expenditure pursuant to the terms of the existing
agreement, not to exceed $150,000.
• Kristiansen Associates; authorize expenditure pursuant to the terms of the existing
agreement, not to exceed $110,000.
• Frank Madero; authorize expenditure pursuant to the terms of the existing agreement, not
to exceed $85,000.
• Commercial Tree Care; authorize expenditure pursuant to the terms of the existing
agreement, not to exceed $60,000.
2. City Council authorize landscape maintenance contracts for landscaped areas not within an
LMD zone and administered by the Department of Parks, Recreation and Community
Services.
• Stay Green, Inc.; authorize entering into an annual contract for General Fund median
landscape maintenance from September 1, 2008 to August 31, 2009, not to exceed
$40,000.
• Aguila Construction; authorize an annual contract for General Fund median landscape
maintenance from September 1, 2008 to August 31, 2009, not to exceed $60,000.
APPROVED
3. City Council authorize City Manager, or designee, to execute any contract documents,
change orders, or amendments arising out of extension to the above contracts, subject to City
Attorney approval.
BACKGROUND
The City assumed administrative and operational responsibility of Landscape Maintenance
Districts (LMD) from the County of Los Angeles approximately 11 years ago. Currently, there
are 6 landscape companies servicing 34 LMD zones, comprised of approximately 700
landscaped acres, inclusive of medians, parkways, 3 parks, 20 miles of paseos, and 27,000 trees.
Landscape maintenance services for all LMD zones are provided through private companies.
Annually, or as necessary, City staff seeks City Council's authorization to continue maintenance
and monitonng contracts needed to administrate and operate the LMD. Tonight, staff is
recommending contract renewals, extensions, and/or expenditure authorizations for the following
companies: Stay Green, Inc., Coastal Land Care, Kristiansen Associates, Frank A. Madero,
Landscape Consultant, Commercial Tree Care, and Aguila Landscaping. Further information is
provided below.
Stay Green Contract Amendment
Stay Green's existing landscaping contract with the City's LMD will terminate on December 31,
2008. If approved, staff's recommendation will extend the contract six months and modify the
names of the zones to be serviced. The six-month extension will provide staff sufficient time to
prepare procurement for its largest LMD area under one contract. This service area was recently
restructured by property owner approval and Council action. This resulted in lower rates for
residential homes and rates for commercial properties to be proportional to the LMD benefits
received. The name of the new service areas in the proposed amended contract will include
Zone 1 (GVR/Centre Pointe), Zone 2 (Costco/Entertainment Center), Zone 4 (Albertsons), Zone
8 (Friendly Valley/Sierra Heights, Zone 2008-1 (Major Thoroughfare Medians), Zone T-1
(Faircliff), Zone 16, (Valencia Industrial Center), Zone 18 (Town Center/Tourney Road), Zone
T-46 (Northbridge), and non -median landscaped areas formally in T-1 Area Wide to be now
funded with T-1 Ad Valorem Funds. Although the LMD zones have been modified, the
geographical service area remains the same with minor exceptions.
Landscape Monitoring Services
Currently, the City contracts for landscape monitoring services. Monitors work in the field and
are assigned to LMD zones to ensure landscape maintenance contractors meet the City's LMD
high service standards. In past years, monitoring services contracts were for 12 months. This
year, staff is recommending authorizing funding the contracts for six months, which will allow
staff to prepare landscape monitoring specifications. Interested companies will be requested to
submit proposals, and staff anticipates making a recommendation to Council before January
2009. It is anticipated procuring landscaping monitoring services through a competitive process
will lower costs and not impact the quality or beauty of the landscaped areas in the LMD.
Tree Inspection Services
There are an estimated 27,000 trees in the LMD, or about one-third of all trees in City are in the
LMD. The City LMD uses a tree -pruning contract to conduct annual pruning. All trees in the
LMD are evaluated and pruned every three to four years. Services provided by the contract tree
inspector, who is also a certified arborist, helps manage this program and provides certified
written opinions on the LMD's care of its trees. Staff is recommending to renew its existing
agreement for one year.
Landscaping Services for the Parks, Recreation and Community Services
Over the last two years, LMD has assisted the Parks, Recreation and Community Services
Department by carrying a recommendation to renew landscaping services that are not LMD
funded or administered but provides services to non-LMD-funded medians. Staff is
recommending the one-year landscaping contract renewals for Stay Green, Inc. and Aguila
Landscaping.
ALTERNATIVE ACTIONS
Other direction as determined by the City Council.
FISCAL IMPACT
Funds for landscape services for medians and parkways under the General Fund were
appropriated in the FY 08-09 Adopted City Budget. Landscape Maintenance District
expenditures are funded through annual assessments, and 12 months of funding are included in
the adopted 2008-2009 budget.
ATTACHMENTS
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