HomeMy WebLinkAboutItem 1e: One Year Contract Extension with CLS Landscape Management for Landscape Maintenance at City FacilitiesSUMMARY
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STAFF REPORT
Public Works Services Department
DATE: November 2, 2010
TO: Mayor and City Council
FROM: Tom Tait, Public Works Services Director c
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 $460,250.72
Recommendation: Approve
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.
The contractor's offer of extension reflects a 1.2 percent reduction in the contract price
or an annual savings of $5,579.28. The cost savings is due to the removal of the
natural turf field at the Civic Center Athletic Field and the removal of Winnie Way Park
from the bid schedule. Also, the contractors offer reflects the cost to maintain the new
synthetic field at the Civic Center Athletic Field. Additionally, due to budget cuts in fiscal
year 2008/09, CLS agreed to a seven percent (7 %) reduction in contract price or
$33,105. Furthermore, as part of budget cuts, the maintenance of the 210 freeway
on /off ramps was also removed from the contract.
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 $460,250.72.
Mayor and Council
November 2, 2010
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
Management, Inc. (CLS) for routine, day -to -day, maintenance and care of all
landscaped areas on City property. The term of the Agreement allows for a maximum
of seven (7) consecutive years 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 second (2) contract extension and has submitted a
written offer that reflects a 1.2 percent reduction in the contract price or an annual
savings of $5,579.28. The cost savings is due to the removal of the natural turf field at
the Civic Center Athletic Field and the removal of Winnie Way Park from the bid
schedule. Also, the contractor's offer reflects the cost to maintain the new synthetic
field at the Civic Center Athletic Field. All other conditions of the contract are to remain
in effect.
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 $460,250.72.
FISCAL IMPACT
Sufficient funds are budgeted in the 2010 -2011 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 $460,250.72.
2. Authorize the City Manager and City Clerk to execute a contract extension
in a form approved by the City Attorney.
Approved by: .' .P ,-, ..
TT:DT:jb Donald Penman, City Manager
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