DATE: August 15, 2023
TO: Mayor and City Council
FROM: Director of Maintenance Services
SUBJECT: Adopt a Resolution Authorizing the City Manager to Amend the Vegetation Management Contract for Specific City-Owned and Maintained Properties with Joe’s Landscape and Concrete by Increasing the Contract by an Additional $300,727.83, For A Total Not-to-Exceed Amount of $615,727.83, and Extend the Contract Through FY2026
RECOMMENDATION
That the City Council adopts a resolution (Attachment II), authorizing the City Manager to amend the vegetation management contract for specific City-owned and maintained properties, Contract No. 21128, with Joe’s Landscape and Concrete (Joe’s Landscape) by increasing the contract by an additional $300,727.83, for a total not-to-exceed amount of $615,727.83, and extend the contract through FY2026.
SUMMARY
Maintenance Services’ Landscape Division maintains street trees and municipal landscaping throughout the City along with vegetation management in select areas. Annual vegetation management services are necessary to mitigate fire hazards by completing weed abatement activities, reducing fire fuel materials, and creating fire breaks and other fire defensible spaces. To support staff workload, the Division routinely uses external contractors to complete landscape and vegetation maintenance. In May 2020, a vegetation management contract for the City-owned former CalTrans Route 238 parcels, was awarded to Joe’s Landscape. The contract can and has been annually renewed and increased per the City’s purchasing guidelines. Staff recommends amending this contract to increase the total not-to-exceed amount to $615,727.83 and extending the expiration date through FY2026.
BACKGROUND AND DISUCSSION
In March 2020, the Department released Request for Quote (RFQ) #2009-120219 for vegetation management services on the City-owned Route 238 parcels. A total of seven quotes were received and evaluated. On May 5, 2020, City Council adopted Reso. 20-048 awarding a one-year contract to Joe’s Landscape for $103,215 with options to renew, as detailed in the award letter. On April 6, 2021, City Council adopted Reso. 21-045 renewing the contract for one year and increasing it by $104,092.77. On April 19, 2022, City Council adopted Reso. 22-090 renewing the contract through FY2024 and increasing it to a total not-to-exceed amount of $315,000.
Joe’s Landscape is experienced with vegetation management, has a vast understanding of City specifications and standards, is familiar with the City-owned Route 238 parcels, and offers excellent customer service. Joe’s Landscape has performed its duties in accordance with the RFQ specifications and service amendments. Due to their performance and responsiveness, staff recommends increasing the current contract to a total not-to-exceed amount of $615,727.83 and extending the termination date through FY2026.
FISCAL AND ECONOMIC IMPACT
This item has an annual cost of $100,242.61. It will be funded through the Department’s yearly CIP budget with no impact on the General Fund. The cost breakdown by parcel is provided below. If a parcel is sold, the yearly cost will be budgeted as a contingency expense so no overall contract increase will occur.
Description
Yearly Cost
Parcel 2
$ 5,480.46
Parcel 4
$ 35,769.45
Parcel 5
$ 17,770.45
Parcel 6
$ 13,819.45
Parcel 7
$ 5,039.45
Parcel 8
$ 8,990.45
Parcel 9
$ 8,599.45
CPI Increase
$ 4,773.46
Total
$100,242.61
This item has no direct economic impact. However, annual vegetation management creates a safer City by mitigating fire hazards through weed abatement activities, reducing fire fuel materials, creating fire breaks, and implementing other techniques that mitigate risk through the creation of defensible spaces between these parcels and inhabited dwellings and infrastructure.
STRATEGIC ROADMAP AND SUSTAINABILITY FEATURES
This item is a routine operational item and does not directly support Council’s Strategic Priorities or have significant sustainability features.
NEXT STEPS
If Council approves this item, the City Manager will execute an amendment to the contract with Joe’s Landscape and Concrete to a total not-to-exceed amount of $615,727.83 and extending the termination date through FY2026.
Prepared by: Manny Grewal, Management Analyst
Richard Nield, Landscape Maintenance Manager
Recommended by: Todd Rullman, Director of Maintenance Services Approved by:
_____________________________________
Kelly McAdoo, City Manager