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HomeMy WebLinkAboutItem 11g - Extension to Landscape Maintenance ServicesExtend Landscape Maintenance Services Agreement December 1, 2020 Page 1 of 2 DATE: December 1, 2020 TO: Honorable Mayor and City Council FROM: Tom Tait, Public Works Services Director By: Jacquelyn Mercado, Senior Management Analyst SUBJECT: EXTENSION TO THE PROFESSIONAL SERVICES AGREEMENT WITH MARIPOSA LANDSCAPES, INC. FOR LANDSCAPE MAINTENANCE SERVICES IN THE AMOUNT OF $557,573.79 Recommendation: Approve SUMMARY On December 17, 2019, the City Council approved a one-year extension to the Professional Services Agreement with Mariposa Landscapes, Inc. (“Mariposa”) in the amount of $535,305.48 to perform landscape maintenance services of all City-owned landscaped areas. Mariposa has reached the end of their current contract extension term and has submitted a written offer to extend for an additional year. The contractor’s extension reflects a 4.16%, or $22,268.31, cost of living adjustment to offset an increase in the state minimum wage effective January 1, 2021. This will be Mariposa’s second contract extension. All other terms and conditions will remain in effect. Based on the excellent level of services provided by Mariposa, it is recommended that the City Council approve, authorize, and direct the City Manager to execute a one-year extension to the Professional Services Agreement with Mariposa Landscapes, Inc. for landscape maintenance services in the amount of $557,573.79. 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 Professional Services Agreement, with optional annual extensions, to Mariposa for routine, day-to-day, maintenance and care of all City-owned landscaped areas. The proposed 4.16% contract increase in the amount of $22,263.31 will offset costs incurred due to an anticipated increase in the State’s minimum wage. Effective January Extend Landscape Maintenance Services Agreement December 1, 2020 Page 2 of 2 1, 2021, California minimum wage will increase from $13.00/hr. to $14.00/hr. The State’s minimum wage increase represents a 7.7% increase over the previous year, while the proposed contract increase submitted by Mariposa is 3.54% less than the State’s minimum wage rate increase. 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 Departments’ budgets will be minimal. All other terms and conditions of the contract will remain the same. 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 2020-21. 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 Landscapes, Inc. for landscape maintenance services in the amount of $557,573.79. Attachment: Proposed Amendment No. 4 to the Professional Services Agreement AMENDMENT NO. 4 TO THE PROFESSIONAL SERVICES AGREEMENT REGARDING LANDSCAPE MAINTENANCE SERVICES BY AND BETWEEN THE CITY OF ARCADIA AND MARIPOSA LANDSCAPES, INC. This Amendment No. 4 (“Amendment No. 4”) is hereby entered into this ____ day of ________________, 20___ 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 Service Agreement between the parties dated January 8, 2019 (“Agreement”), further amended by Amendment No. 1 dated February 6, 2019, further amended by Amendment No. 2 dated October 9, 2019, and further amended by Amendment No, 3 dated January 30, 2020. 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, 2021 through February 5, 2022. 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. 4 are hereby reaffirmed. In witness whereof the Parties have executed this Amendment No. 4 on the date set forth below. CITY OF ARCADIA MARIPOSA LANDSCAPES, INC. By: By: Dominic Lazzaretto City Manager Title: Dated: Dated: ATTEST: By: 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 All work shall be completed in accordance with the following schedule: The Term of this Agreement shall be for one year from February 5, 2021 to February 5, 2022. Exhibit “C” COMPENSATION For the term of this Agreement, the Compensation shall not to exceed the total amount listed below: Professional landscape maintenance services $557,573.79 Total Compensation: $557,573.79 The total compensation is not to exceed the total listed above without written authorization in accordance with Section 3.3.1 of this Agreement.