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HomeMy WebLinkAboutItem 2c: Contract: CLS Landscape ManagementDATE: November 17, 2009 TO: Mayor and City Council SUMMARY DISCUSSION Page 1 of 2 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 r 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 Page 2 of 2