CITY COUNCIL STAFF REPORT
Meeting: May 17, 2022
Subject
Consider authorizing a Seventh Amendment of Agreement 15-206 between the City of Cupertino and Professional Turf Management extending the contract for six months and resulting in $102,600 in maintenance related expenses for Fiscal Year 2022-2023 Recommended Action
Consider approving the Seventh Amendment of Agreement 15-206 between the City of Cupertino and Professional Turf Management, to extend the term of the agreement up to six months and resulting in $102,600 in maintenance related expenses for Fiscal Year 2022-2023.
Background
The Professional Turf Management (PTM) agreement was authorized in December 2015 as a one-year agreement with four annual amendments to extend per the City’s discretion through June 2020. A Sixth Amendment was authorized in April 2021 due to the golf course feasibility study from the Fiscal Year (FY) 2020-21 City Work Program.
The golf course feasibility study was projected to conclude in fall 2021 and possibly impact the overall maintenance needs of the golf course, depending on the results and Council’s consideration and direction. Due to the unknown outcome of the study, the PTM golf maintenance contract was extended. The current agreement with PTM provides for golf course maintenance and soil testing. The agreement is set to expire on June 30, 2022.
Discussion
The golf course feasibility study is now projected to conclude by fall 2022. Staff is in the process of creating a Request For Proposal (RFP) for golf course maintenance. The RFP process will not be complete prior to the expiration of the current golf course maintenance contract.
The proposed Seventh Amendment will extend the existing agreement for up to six months, beginning July 1, 2022. The Seventh Amendment will retain the same provisions as the original agreement.
PTM has worked closely with the City at Blackberry Farm Golf Course for over 10 years. They are knowledgeable about the aging irrigation system and have maintained it as effectively as possible. The golf course resides in a unique creekside location that is home to year-round federally protected steelhead trout habitat, one of the few such habitats in Santa Clara County. PTM’s previous experience with the golf course provides the expertise necessary to appropriately manage golf course maintenance next to such a sensitive riparian habitat. By extending the agreement, the City retains a qualified and knowledgeable professional contractor to provide the required maintenance at the golf course while preparing for an RFP.
Sustainability Impact
No sustainability impact.
Fiscal Impact
This amendment would add up to six months to the contract which would cost up to $102,600 for FY 2022-23. This amount will be included as part of the Fiscal Year 2022-23 Final Budget process if the amendment is approved. _____________________________________
Prepared by: Jenny Koverman, Recreation Supervisor
Reviewed by: Joanne Magrini, Director, Parks and Recreation Approved for Submission by: Dianne Thompson, Assistant City Manager Attachments:
A – Seventh Amendment for Blackberry Farm Golf Course Maintenance