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HomeMy WebLinkAboutItem 1e: Contract Extension with CLS Landscape Management for Landscape Maintenance at City Facilities OF AR Rb9d 1r (.1 ".A�YU�P S. .os �"'4hity ht % STAFF REPORT Public Works Services Department DATE: October 18, 2011 TO: Mayor and City Council FROM: Tom Tait, Public Works Services Director Prepared by: Dave Thompson, Maintenance Contracts Officer SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE A ONE (1) YEAR CONTRACT EXTENSION WITH CLS LANDSCAPE MANAGEMENT, INC. FOR LANDSCAPE MAINTENANCE AT CITY FACILITIES IN THE AMOUNT OF $460,251 Recommendation: Approve SUMMARY On November 6, 2007, the City Council awarded a one (1) year contract with optional contract extensions to CLS Landscape Management, Inc. (CLS) for landscape maintenance services at City facilities. CLS is reaching the end of their current contract extension and has submitted a written offer to extend the existing contract for an additional one (1) year with no increase to the contract. All terms and conditions of the contract are to remain in effect. This would be the fourth (4) contract extension. The term of the contract allows a maximum of seven (7) contract extensions pending City Council approval. Due to budget cuts in fiscal year 2008/09, CLS agreed to a seven percent (7%) reduction in the contract or a total savings of $33,105. Furthermore, as part of budget cuts, the maintenance of the 210 freeway on/off ramps was also removed from the contract. Essentially, the City is paying less for annual landscape maintenance services than it did in 2007/08 while still providing the same level of services to the City. Based on the excellent service provided by CLS during the previous years, staff recommends that the City Council authorize the City Manager to execute a one (1) year contract extension with CLS Landscape Maintenance, Inc. for routine and extraordinary landscape maintenance services throughout the City in the amount of$460,251. DISCUSSION The Public Works Services Department is responsible for the maintenance of all City owned landscaped areas. These public properties typically include medians, parkways, parks, water facilities, parking districts and City owned facilities (e.g., Civic Center, Library, Community Center, etc). On November 6, 2007, the City Council awarded the Landscape Maintenance Contract with optional annual extensions to CLS Landscape Page 1 of 2 Mayor and Council October 18, 2011 Management, Inc. (CLS) for routine, day-to-day, maintenance and care of all landscaped areas on City property. This would be the fourth (4) contract extension. The term of the contract allows for a maximum of seven (7) contract extensions pending City Council Approval. The contract also provides for extraordinary maintenance on a time and material basis whenever landscape is damaged from a traffic accident, vandalism, storms, or for services not specified in the Agreement. These services may also include the replacement of old plant material, minor upgrades to irrigation systems, and other improvements that will enhance the look of the landscaping. Based on past experience with this type of work, staff has concluded that approximately $26,000 is needed each year for extraordinary maintenance. CLS is reaching the end of their current contract extension and has submitted a written offer to extend the contract an additional one (1) year with no increase to the contract. Also it is important to note that due to budget cuts in fiscal year 2008/09, CLS agreed to reduce their contract price by seven percent (7%) or a total savings of $33,105. Furthermore, as part of budget cuts, the maintenance of the 210 freeway on/off ramps was also removed from the contract. Staff checked with other cities regarding their landscape maintenance contracts as to whether or not they were extending their contracts. Staff was informed by most cities that due to the current state of the economy, they are choosing to extend their contract for landscape maintenance services. Essentially, the City is currently paying less for annual landscape maintenance than it did in 2007/08 when the contract was awarded to CLS. Extending the existing contract will ensure a continued quality maintenance service of landscape maintenance at City facilities throughout the next year. Based on the excellent service provided by CLS during the previous years, staff recommends that the City Council authorize the City Manager to execute a one (1) year contract extension with CLS Landscape Maintenance, Inc. for routine and extraordinary landscape maintenance services throughout the City in the amount of$460,251. FISCAL IMPACT Sufficient funds are budgeted in the 2011-12 Operating Budget for these services. RECOMMENDATION 1. Authorize the City Manager to execute a one (1) year contract extension with CLS Landscape Management for landscape maintenance at City facilities in the amount of$460,251. 2. Authorize the City Manager and City Clerk to execute a contract extension in a form approved by the City Attorney. Approved by: . -,-.0?e TT:DT Donald Penman, City Manager Page 2 of 2