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Home My WebLink AboutItem 11f - Extension to Landscape Maintenance Services AgreementExtension to the PSA for Landscape Maintenance Services January 21, 2025 Page 1 of 2 DATE: January 21, 2025 TO: Honorable Mayor and City Council FROM: Paul Cranmer, Public Works Services Director By: Carmen Masud, Deputy Public Works Services Director SUBJECT: EXTENSION TO THE PROFESSIONAL SERVICES AGREEMENT WITH MARIPOSA LANDSCAPES, INC. FOR LANDSCAPE MAINTENANCE SERVICES IN THE AMOUNT OF $666,914.15 CEQA: Not a Project Recommendation: Approve SUMMARY On January 17, 2023, the City Council awarded a Professional Services Agreement with the option of three one-year extensions to Mariposa Landscapes, Inc. (“Mariposa”) for landscape maintenance services of all City-owned landscaped areas. Mariposa is reaching the end of their contract term and has submitted a written offer to extend their contract for an additional year. The extension offer reflects a 3.2%, or $20,679.51 increase, to offset the increase in operating costs. The increase is equal to the most current Consumer Price Index (“CPI”) increase. This will be Mariposa’s third contract extension; all other terms and conditions will remain in effect. Based on the performance and level of service 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 $666,914.15. It is further recommended that the City Council delegate the authority to approve future extensions under this agreement to the City Manager, without having to return to the City Council for subsequent approval, provided that any changes to the financial terms stay within standard inflationary limits. BACKGROUND 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 other City-owned facilities (e.g., Civic Center, Library, Community Center, etc.). On January 17, 2023, 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. Extension to the PSA for Landscape Maintenance Services January 21, 2025 Page 2 of 2 DISCUSSION Mariposa is reaching the end of their contract term and has submitted a written offer to extend their contract for an additional year. The extension reflects a 3.2%, or $20,679.51 increase in cost. The contract increase is due to an increase in operating costs, is equal to the CPI for the Los Angels area, and in line with the current rate of inflation in the region. All other terms and conditions of the contract will remain the same. Mariposa has provided quality landscape maintenance services in Arcadia and continues to be responsive to requests from City staff. Some of their other municipal contracts include the Cities of Irwindale, Azusa, and Monrovia. ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), as it can be seen with certainty that it will have no impact on the environment. FISCAL IMPACT Funding for landscape maintenance services is budgeted in each Department’s operating budget for Fiscal Year 2024-25. Since the contract is split over two fiscal years, there is sufficient funding in each Department’s operating budget for the proposed increase. During the next budget development cycle, PWSD will work with each City Department to account for the new cost of landscape maintenance services. RECOMMENDATION It is recommended that the City Council determine that this action does not constitute a project under the California Environmental Quality Act (“CEQA”); and approve, authorize, and direct the City Manager to execute an extension to the Professional Services Agreement with Mariposa Landscapes, Inc. for Landscape Maintenance Services in the amount of $666,914.15. It is further recommended that the City Council delegate the authority to approve future extensions under this agreement to the City Manager, without having to return to the City Council for subsequent approval, provided that any changes to the financial terms stay within standard inflationary limits. Attachment: Proposed Amendment No. 3 to the Professional Services Agreement AMENDMENT NO. 3 TO THE PROFESSIONAL SERVICES AGREEMENT REGARDING LANDSCAPE MAINTENANCE SERIVCES BY AND BETWEEN THE CITY OF ARCAIDA AND MARIPOSA LANDSCAPES, INC. This Amendment No. 3 (“Amendment No. 3”) is hereby entered into this ____ day of ________________, 2025 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 February 15, 2023 (“Agreement”), further amended by Amendment No. 1 dated January 17, 2024, and Amendment No. 2 dated August 21, 2024. The Parties agree as follows: 1. Pursuant to Section 5 of the Agreement “Term”, the Term is hereby amended by extending the term from February 15, 2025, through and including February 15, 2026, as set forth in the attached Exhibit “C”. 2. Pursuant to Section 2(b) of the Agreement “Compensation”, the Compensation is hereby amended to provide that the total compensation due and payable to the Contractor for the Extended Term shall not exceed Six Hundred Sixty-Six Thousand, Nine Hundred Fourteen Dollars and Fifteen Cents ($666,914.15). The Contractor shall perform work during the Extended Period in accordance with the pricing schedule set forth in Exhibit “B” attached hereto and incorporated herein by reference. 3. 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: Michael J. Maurer Paul Cranmer City Attorney Public Works Services Director Exhibit “B” Schedule of Charges/Payments For the term of this Agreement, the Compensation shall not to exceed the total amount listed below: Landscape Maintenance Services - $666,914.15 Total Compensation - $666,914.15 The total compensation shall not exceed the total listed without written authorization in accordance with Section 2 (b) of the Agreement. Exhibit “C” Activity Schedule All work shall be completed in accordance with the following schedule: The Term of this Agreement shall be for one year from February 15, 2025, through and including February 15, 2026.