Loading...
HomeMy WebLinkAboutItem 11f - Extension to the Landscape Maintenance Services AgreementExtend Landscape Maintenance Services Agreement December 17, 2019 Page 1 of 3 DATE: December 17, 2019 TO: Honorable Mayor and City Council FROM: Tom Tait, Public Works Services Director By: Paul Cranmer, Deputy Public Works Services Director SUBJECT: EXTENSION TO THE PROFESSIONAL SERVICES AGREEMENT WITH MARIPOSA LANDSCAPES, INC. FOR LANDSCAPE MAINTENANCE SERVICES IN THE AMOUNT OF $535,305.48 Recommendation: Approve SUMMARY On November 20, 2018, the City Council awarded a Professional Services Agreement with Mariposa Landscape, Inc. (“Mariposa”) in the amount of $522,936, to perform landscape maintenance services of all City-owned landscaped areas. In August 2019, the contract amount was amended to $510,888 due to the discontinuation of landscaping services at Eisenhower Park while the park undergoes a major renovation. Mariposa is reaching the end of their initial contract term and has submitted a written offer to extend the existing contract for an additional year. The contractor’s offer of extension reflects a 3.0%, or $15,045.48, cost of living adjustment, and an increase for weekly maintenance of 210 Freeway on and off ramps in the amount of $9,372, for a total annual increase of $24,417.48. This will be the contractor’s first contract extension; all other terms and conditions of the contract will remain in effect. Based on the excellent level of services provided by Mariposa, it is recommended that the City Council approve, and authorize and direct the City Manager to execute a one- year contract extension with Mariposa Landscape, Inc. for landscape maintenance services in the amount of $535,305.48. DISCUSSION The Public Works Services Department (“PWSD”) is responsible for the maintenance of all City-owned landscaped areas. This includes medians, parkways, parks, water facilities, parking districts, and City-owned facilities (e.g., Civic Center, Library, Community Center, etc.). On November 20, 2018, the City Council awarded a Extend Landscape Maintenance Services Agreement December 17, 2019 Page 2 of 3 Professional Services Agreement, with optional annual extensions, to Mariposa for routine, day-to-day, maintenance and care of all City-owned landscaped areas. The contractor’s offer of extension reflects a 3.0%, or $15,045.48, cost of living adjustment, and an annual increase of $9,372 for weekly maintenance of 210 Freeway on and off ramps. Mariposa’s original proposal price to perform monthly maintenance of 210 Freeway on and off ramps was $9,372. At the City’s request, Mariposa started providing weekly service in Feb 2019 at no additional cost. They continue to provide this service in good faith to remove excessive debris on a weekly basis, but have found this to be too costly to continue at the bi-monthly rate. Mariposa is now requesting an increase of $9,372 annually to continue to perform weekly maintenance of 210 Freeway on and off ramps under the new contract extension. As a result, the total annual contract cost for Citywide landscape maintenance services is $535,305.48. This increase is in line with the current rate of inflation in the region as well as continued increases in the minimum wage that are putting upward pressure on most City service agreements. An analysis of the proposed contract increase indicates that the impact to overall budgets will be minimal. Mariposa has provided excellent services to the City and has been providing landscape maintenance services for over 35 years. Some of their current municipal contracts include the Cities of Monrovia, Duarte, San Marino, and Los Angeles. ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), and it can be seen with certainty that it will have no impact on the environment. Thus, this matter is exempt under CEQA. FISCAL IMPACT Funding for landscape maintenance services is budgeted in each Department’s contract services Operating Budget for Fiscal Year 2019-20. Since the contract is split over two fiscal years, there is sufficient funding in each Department’s operating budget for the proposed increase. The Public Works Services Department will work with each City Department during next year’s budget preparation to include the cost increase for the landscape maintenance contract. RECOMMENDATION It is recommended that the City Council determines that the project is categorically exempt pursuant to the requirements of the California Environmental Quality Act (“CEQA”); and approve, and authorize and direct the City Manager to execute a one-year extension to the Professional Services Agreement with Mariposa Landscape, Inc. for landscape maintenance services in the amount of $535,305.48. Extend Landscape Maintenance Services Agreement December 17, 2019 Page 3 of 3 Attachment: Proposed Contract Extension AMENDMENT NO. 3 TO THE PROFESSIONAL SERVICES AGREEMENT REGARDING LANDSCAPE MAINTENANCE SERVICES BY AND BETWEEN THE CITY OF ARCADIA AND MARIPOSA LANDSCAPES, INC. This Amendment No. 3 (“Amendment No. 3”) is hereby entered into this ____ day of ________________, 2020 by and between the City of Arcadia, a municipal corporation of the State of California, and Mariposa Landscapes, Inc., a California Corporation, with respect to that certain Professional Services Agreement between the parties dated January 8, 2019 (“Agreement”), further amended by Amendment No. 1 dated February 6, 2019, and further amended by Amendment No. 2 dated October 2, 2019. The Parties agree as follows: 1. Section 3.1.2 of the Agreement, the Term is hereby amended by extending the term from February 5, 2020 through February 5, 2021 (“Extended Term”). 2. Section 3.2.2 of the Agreement, the Schedule of Services is amended for the Extended Term as referenced in the attached Exhibit “B”. 3. Section 3.3.1 of the Agreement, the Compensation is amended for the Extended Term as referenced in the attached Exhibit “C”. 4. All terms and provisions of the Agreement not amended by this Amendment No. 3 are hereby reaffirmed. In witness whereof the Parties have executed this Amendment No. 3 on the date set forth below. CITY OF ARCADIA MARIPOSA LANDSCAPES, INC. By: By: Dominic Lazzaretto City Manager Title: Dated: Dated: By: ATTEST: Title: Dated: City Clerk APPROVED AS TO FORM CONCUR: Stephen P. Deitsch Tom Tait City Attorney Public Works Services Director Exhibit “B” SCHEDULE OF SERVICES The Schedule of Services is amended for the Extended Term to continue the elimination of services at Eisenhower Memorial Park from February 5, 2020 through July 31, 2020. Exhibit “C” COMPENSATION For the Extended Term of this Agreement, the Compensation shall not to exceed the total amount listed below: Professional landscape maintenance services $535,305.48 Total Compensation: $535,305.48 The total compensation is not to exceed the total listed above without written authorization in accordance with Section 3.3.1 of this Agreement.