Camarillo City Council
AGENDA REPORT
Date: June 26, 2024
To: Honorable Mayor and City Councilmembers
From: Greg Ramirez, City Manager
Submitted by: Dave Klotzle, Public Works Director
Subject: Landscape Maintenance Services Agreement Amendment
BACKGROUND
The City contracts for maintenance services of landscape and hardscape areas within City rights-of-way, natural slope and open spaces, and at City facilities. Services include trimming, pruning, fertilizing, weed control, cultivation, pest control, minor tree care, irrigation system operation and repair, landscape renovations, and debris and trash removal.
On December 11, 2019, City Council approved Agreement No. 2019-159 (Contract) for a multi-year contract with Landscape Development Inc. (LDI) for city-wide landscape maintenance services through June 30, 2023, for a total authorized contract amount of $6,336,708. The Contract provides for up to two, one-year extensions upon mutual agreement with City Council approval, and annual increases based on the January Consumer Price Index (CPI) as published by the U.S. Bureau of Labor Statistics.
City Council has approved six amendments to the Contract thus far including a reduction in the scope of services and cost due to unknown economic impacts of the COVID-19 pandemic, reestablishing service levels after the pandemic, additional areas of service due to completion of development projects and the Desalter, and the first one-year extension through June 30, 2024
DISCUSSION
Staff recommends a seventh amendment to the Contract with LDI for a second and final one-year extension through June 30, 2025, with the following changes to the scope of work for Fiscal Year 2024/25.
•LDI will begin additional landscape services at the Desalter Facility, increasing the level of the Desalter’s landscape maintenance. The increased monthly amount is
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June 26, 2024
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$866.45 for a total annual amount of $10,397.40. This amount will be added to Area 3 of the Contract.
•LDI will begin additional landscape services for the recently completed Shea Homes Bike Trailhead. The increased monthly amount is $780.00 for a total annual amount of $9,360.00. This amount will be added to Area 4 of the Contract. •As of July 1, 2024, the City will temporarily suspend landscape maintenance services to Dizdar Park during its construction. The annual reduction in cost will be $13,228.92 and will be reflected in Area 1.
•Effective July 1, 2024, to comply with CalRecycle procurement goals required by SB 1383, LDI will obtain landscape mulch and topper directly from Agromin which will be paid for by the City utilizing grant funds received for compliance with SB 1383. This results in a contract cost reduction of $25,000 that will be appropriately divided between the City’s five landscape contract areas.
Annual contract amounts per fiscal year are shown in the table below. Fiscal Year 2024/25 includes a 2.5% CPI increase, additional landscape services for the Desalter Facility, additional landscape service for the Shea Homes Bike Trailhead off Upland near Flynn Road, a reduction in cost as a result of SB 1383 Grant Funding used to meet CalRecycle procurement goals, an additional $30,000 for unanticipated repairs and/or renovations in Areas 1 through 5, and a temporary reduction of services for Dizdar Park for FY 2024/25 amount of $2,203,441.64 and a total agreement amount of $10,572,551.03
Fiscal Year Annual Amount
FY 2019/20 (January – June) $ 905,244.00 FY 2020/21 $ 1,498,339.80
FY 2021/22 $ 1,882,907.52
FY 2022/23 $ 1,913,843.52
FY 2023/24 First One-Year Extension $ 2,168,774.55 Total $ 8,369,109.39
FY 2024/25 Second One-Year Extension $ 2,203,441.64 Total $ 10,572,551.03
FISCAL IMPACT
Funds for an agreement amendment with LDI are included in the Fiscal Year 2024/25 Proposed Budget.
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RECOMMENDATION
Authorize the City Manager to execute Agreement No. 2019-159G with Landscape Development Inc. in the amount of $2,203,441.64 for a total agreement amount of $10,572,551.03.
ATTACHMENTS
1. CC Agreement No. 2019-159G
2. CC Agreement No. 2019-159F
3. CC Agreement No. 2019-159E
4. CC Agreement No. 2019-159D
5. CC Agreement No. 2019-159C
6. CC Agreement No. 2019-159B
7. CC Agreement No. 2019-159A
8. CC Agreement No. 2019-159
REFERENCE MATERIALS – AVAILABLE FOR REVIEW AT CITY HALL None