STAFF REPORT
Meeting Date:
October 28, 2025
CONSENT
7 SUBJECT: AMENDMENT TO SERVICE PROVIDER AGREEMENT FOR LANDSCAPE
MAINTENANCE SERVICES
RECOMMENDATION: It is recommended that the City Council:
1. Authorize the City Manager to execute an amendment to Agreement No. 20-120 with Parkwood Landscape Maintenance, Inc., to extend the term of the agreement through June 30, 2026, and to add an additional $138,330 for services performed through June 30, 2026; and
2. Determine that the action consists of organizational or administrative activities of the City that will not result in a direct or indirect physical change in the environment and therefore does not constitute a “project” within the meaning of the California Environmental Quality Act. (Public Resources Code Section 21065; 14 CCR Section 15378(b)(5).)
SUMMARY OF THE MATTER
This report recommends that the City Council authorize an amendment to Agreement No. 20-120 with Parkwood Landscape Maintenance, Inc., to continue providing routine landscape maintenance services at 24 City-owned sites. The amendment would extend the agreement through June 30, 2026, and add $138,330 in funding, including costs for newly added service areas. Funding is available in the FY 2025-26 Budget, and no additional appropriation is required. The proposed action is exempt from environmental review under CEQA Guidelines Section 15378(b)(5), as it involves administrative activities with no physical environmental impacts.
DISCUSSION
Background:
On September 22, 2020, the City Council awarded Agreement No. 20-120 to Parkwood Landscape Maintenance, Inc. (Parkwood) to provide routine landscape maintenance services at 24 City-owned locations, including parks, public facilities, parking lots, and streetscapes (Attachment 1). The agreement is currently funded at a not-to-exceed amount of $170,000 for services performed between November 1, 2024, and October 31, 2025, and is scheduled to expire on October 31, 2025.
To ensure uninterrupted service while staff prepares a Request for Proposals (RFP) for a new contract beginning July 1, 2026, an amendment is proposed to extend the existing agreement through June 30, 2026.
Need for Amendment:
Staff is currently developing specifications for a Request for Proposals (RFP) solicitation to be issued later this fiscal year to award a new contract with services to begin July 1, 2026. In order to continue providing uninterrupted landscape maintenance services, an amendment is needed to extend the term of the agreement by eight months through June 30, 2026.
AMENDMENT TO SERVICE PROVIDER AGREEMENT FOR LANDSCAPE MAINTENANCE
SERVICES
October 28, 2025
Cost Breakdown:
The cost to continue landscape maintenance services includes $113,330 for an eight-month extension of the existing contract, covering the period from November 1, 2025, through June 30, 2026. Additionally, beginning in 2024, Parkwood assumed responsibility for maintaining newly constructed landscape improvements along the Laguna Canyon Channel between Frontage Road and Woodland Drive, at a separate monthly rate of $2,064, or approximately $25,000 annually.
The proposed amendment would formally incorporate this service location into the existing agreement. In total, an additional $138,330 is required to fund these services through June 30, 2026.
FINANCIAL ANALYSIS
The total cost of the agreement amendment is $138,330, which is included in the adopted Fiscal Year 2025- 26 Budget. No additional appropriations are necessary.
ENVIRONMENTAL ANALYSIS
The recommended action consists of organizational or administrative activities of the City that will not result in a direct or indirect physical change in the environment and therefore does not constitute a “project” within the meaning of the California Environmental Quality Act. (Public Resources Code Section 21065; 14 CCR Section 15378(b)(5).)
ATTACHMENTS
1. Contract Agreement No. 20-120 (Pgs. 3-46)
2. Proposed Amendment No. 4 (Pgs. 47-48)
Submitted By: Mark McAvoy Approved: .David A Kiff
Mark McAvoy, Director of Public
Works & Utilities
Dave Kiff, City Manager
Report Prepared By: Coordinated With:
Reza Jafari, Deputy Director/ Public Services