HomeMy WebLinkAboutItem 2c: Contract: CLS Landscape ManagementDATE: November 17, 2009
TO: Mayor and City Council
SUMMARY
DISCUSSION
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STAFF REPORT
Public Works Services Department
FROM: Pat Malloy, Assistant City Manger /Public Works Services Director
Prepared by: Tom Tait, Deputy Public Works Services Director
Dave Thompson, Maintenance Contracts Officer
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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 $465,830
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 seven percent (7 reduction or $33,105
from its 2008/09 contract cost due to mid -year budget cuts. During this reduction, the
maintenance of the 210 freeway off ramps was also removed from the contract. The
contract extension, however, will still include $26,000 for extraordinary maintenance
needed annually for unplanned repairs, accidents and weather related damage. 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 Management, Inc. for routine and extraordinary
landscape maintenance services throughout the City in the amount of $465,830.
The Public Works Services Department is responsible for the maintenance of all City
owned landscaped areas. These public properties typically include medians, parkways,
Mayor and City Council
November 17, 2009
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. Last year due to budget cuts, the maintenance of
the 210 freeway on and off ramp maintenance was removed from the contract.
Additionally, the contract 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 has submitted a written offer to extend the contract reflecting the seven percent
(7 reduction or $33,105 from its 2008/09 contract due to mid -year budget cuts.
Extending the existing Agreement will ensure a continued quality maintenance service
of landscape maintenance at City facilities throughout the next year.
Staff recommends that the City Council award a one (1) year contract extension in the
amount of $465,830 to CLS Landscape Management, Inc. for Landscape Maintenance
services at City facilities and extraordinary work.
FISCAL IMPACT
Sufficient funds are budgeted in the 2009 -2010 Operating Budget for this contract.
RECOMMENDATION
PM:TT
1. Authorize the City Manager to execute a one (1) year contract extension
with CLS Landscape Management, Inc., for Landscape Maintenance
Services at City Facilities in the amount of $465,830.
2. Authorize the City Manager and City Clerk to execute a contract extension
in a form approved by the City Attorney.
Approved by: trrma.L,C
Donald Penman, City Manager
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