Q �EwPpRT
CITY OF
s NEWPORT BEACH
`q44:09 City Council Staff Report
April 9, 2024
Agenda Item No. 8
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: David A. Webb, Public Works Director - 949-644-3311, [email protected]
PREPARED BY: Kevin Pekar, Public Works Superintendent - 949-644-3069 [email protected]
TITLE: Approval of Amendment No. One to Maintenance/Repair Services Agreement for Weed Abatement Services with Natures Image, Inc. (Contract No. 8537-1)
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The City of Newport Beach utilizes a contractor, Nature's Image, Inc., to perform weed abatement and vegetation management services throughout the city. With impending updates to the State fire regulations and expected expansion of the high fire zone areas, staff is seeking an amendment to the agreement with Natures Image as the contractor is familiar with these sites and project specifications from the Public Works and Fire Departments. The City's current, five-year agreement with Nature's Image will expire on May 1, 2024. Staff requests an amendment to the agreement (Contract No. 8537-1) to extend the term three years and add an additional $560,000 to the contract for a total not -to -exceed contract amount of $2,534,933.24.
RECOMMENDATIONS:
a) Determine this action is exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because this action will not result in a physical change to the environment, directly or indirectly; and
b) Approve Amendment No. One to the Maintenance/Repair Services Agreement with Natures Image for weed abatement services with a three-year extension and an additional not -to -exceed amount of $560,000 for a total not -to -exceed amount of $2,534,933.24, and authorize the Mayor and City Clerk to execute the amendment.
DISCUSSION:
Public Works Department staff oversees the Natures Image agreement with assistance from the Fire Department's Fire Prevention Division. The primary purpose of this agreement is to keep various sites safe from fire hazards and to meet State of California standards. Over the past five years, Natures Image has done a superiorjob at maintaining the City's open space vegetation and keeping it free from weeds and fire hazards. Staff is pleased with the production and quality of services provided by Natures Image. 8-1
Approval of Amendment No. One to Maintenance/Repair Services Agreement for Weed Abatement Services with Natures Image, Inc. (Contract No. 8537-1) April 9, 2024
These contract services are utilized to control, manage and preserve vegetation and habitat surrounding homes and open areas throughout the city. The services include vegetation clearance, trimming, erosion protection, slope stabilization, slope restoration, planting, hazard reduction, weed abatement, and storm drain and v-ditch debris clearing.
It should be noted that this agreement does not include any spraying of insecticides or herbicides, and is only for manual, hand -tool labor of weeds and other hazards as per the City's Integrated Pest Management Policy.
Staff anticipates that revised State fire codes and updated high fire zone maps will be issued in the coming year. Staff highly recommends a contractor with knowledge of the vast and nuanced areas, an understanding of the specifications for each site, and the standards required. Moreover, with the unprecedented rainfall this season, an inexperienced contractor will likely experience delays because of the lack of institutional knowledge combined with the vigorous vegetation growth expected.
Department staff negotiated with Natures Image on an amendment to the contract. Aside from the existing contractual Consumer Price Index increase of 2%, Natures Image is not requesting additional increases to current rates, which were competitively bid in 2019.
The current agreement with Natures Image has a remaining balance of approximately $430,000 and expires May 1, 2024. With a remaining balance of $430,000 and approval of an additional $560,000 in contractual authority, staff anticipates the updated balance of $990,000 will provide sufficient funding for Public Works and Utilities Department usage of the contract for another three years of service. Staff recommends amending the contract NTE amount by $560,000 for a total NTE of $2,534,933.24, and extending the term for an additional three years with a new expiration date of May 1, 2027.
FISCAL IMPACT -
The adopted budget includes sufficient general funding for this purchase. It will be expensed to the Hazard Mitigation account in the Public Works Department, 0108031- 841055 and the Public Landscape Enhancements account 0108031-911008, and other department's expenditures will be expensed to their accounts as specified.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item).
ATTACHMENT -
Attachment A — Amendment No. One with Natures Image
8-2
ATTACHMENT A
AMENDMENT NO. ONE TO
MAINTENANCE/REPAIR SERVICES AGREEMENT
WITH NATURE'S IMAGE FOR
WEED ABATEMENT SERVICES
THIS AMENDMENT NO. ONE TO MAINTENANCE/REPAIR SERVICES
AGREEMENT ("Amendment No. One") is made and entered into as of this 9th day of April, 2024 ("Effective Date"), by and between the CITY OF NEWPORT BEACH, a California municipal corporation and charter city ("City"), and NATURE'S IMAGE, INC., a California corporation ("Contractor'), whose address is 20361 Hermana Circle, Lake Forest, CA 92630, and is made with reference to the following:
RECITALS
A. On April 23, 2019, City and Contractor entered into a Maintenance/Repair Services ("Agreement") to perform maintenance and/or repair services ("Project").
B. The parties desire to enter into this Amendment No. One to extend the term of the Agreement to May 1, 2027 and to increase the total compensation.
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows:
TERM
Section 1 of the Agreement is amended in its entirety and replaced with the following: "The term of this Agreement shall commence on the Effective Date, and shall terminate on May 1, 2027, unless terminated earlier as set forth herein."
2. SERVICES TO BE PERFORMED
Exhibit A to the Agreement shall be replaced in its entirety with the Scope of Services, attached hereto as Exhibit A and incorporated herein by reference ("Services" or "Work"). The City may elect to delete certain Services within the Scope of Services at its sole discretion.
3. COMPENSATION TO CONTRACTOR
Exhibit B to the Agreement shall be supplemented to include the Schedule of Billing Rates, attached hereto as Exhibit B and incorporated herein by reference. Exhibit B to the Agreement and Exhibit B to Amendment No. One shall collectively be known as "Exhibit B."
Section 4.1 of the Agreement is amended in its entirety and replaced with the following: "City shall pay Contractor for the Services on a time and expense not -to -exceed basis in accordance with the provisions of this Section and the Schedule of Billing Rates attached hereto as Exhibit B and incorporated herein by reference. Contractor's W
compensation for all Work performed in accordance with this Agreement, including all reimbursable items and subcontractor fees, shall not exceed Two Million Five Hundred Thirty Four Thousand Nine Hundred Thirty Three Dollars and 24/100 ($2,534,933.24), without prior written authorization from City. Except as otherwise stated in Section 4.2 of the Agreement, no billing rate changes shall be made during the term of this Agreement without the prior written approval of City." The total amended compensation reflects Contractor's additional compensation for additional Services to be performed in accordance with this Amendment No. One, including all reimbursable items and subcontractor fees, in an amount not to exceed Five Hundred Sixty Thousand Dollars and 00/100 ($560,000.00).
4. INTEGRATED CONTRACT
Except as expressly modified herein, all other provisions, terms, and covenants set forth in the Agreement shall remain unchanged and shall be in full force and effect. [SIGNATURES ON NEXT PAGE]
NATURE'S IMAGE, INC. Page 2
8-4
IN WITNESS WHEREOF, the parties have caused this Amendment No. One to be executed on the dates written below.
APPROVED AS TO FORM:
CITY ATTORNEY'S OFFICE
Date: s" - ov-f
By. 4A v( (C-
A n C. Harp �S
City Attorney
ATTEST:
Date:
M1
Leilani I. Brown
City Clerk
Attachments
CITY OF NEWPORT BEACH,
a California municipal corporation
Date:
Bw
Will O'Neill
Mayor
CONTRACTOR: NATURE'S IMAGE,
INC., a California corporation
Date:
By:
Michelle M Caruana
Chief Executive Officer, Chief Financial
Officer, Secretary
[END OF SIGNATURES]
Exhibit A — Scope of Services
Exhibit B — Schedule of Billing Rates
NATURE'S IMAGE, INC. Page 3
EXHIBIT
Scope of Services
NATURE'S IMAGE, INC. Page A-1 8_6
EXHIBIT A
SCOPE OF SERVICES
DESCRIPTION OF PROJECT
o Furnish all labor, equipment, materials, and supervision to provide annual preventative and as -needed clearance trimming, erosion protection, slope stabilization, hazard reduction, weed abatement, storm drain clearing, and v-ditch debris removal at various locations throughout the City of Newport Beach (see attached locations). • MAINTENANCE STANDARDS
o Contractor shall be responsible for completing one or more of the following types of work on a per -location basis:
■ Clearance Trimming
■ Erosion Protection
■ Hazard Reduction
■ Weed Abatement
o Contractor shall be responsible for completing one or more of the following types of work on an on -call basis as needed, pursuant to Section 2 of the Agreement:
• Storm Drain Clearing of debris and vegetation
■ V-Ditch Debris Removal
• Slope Stabilization
o Contractor shall be responsible for completing work in compliance with the following standards on a per -location basis:
■ Weed Abatement according to 2016 California Fire Code (CFC), Section 304.1.2 • Clearance Trimming according to City of Newport Beach Wildland Urban Interface Area Standard for Hazard Reduction
o Regardless of which standard applies all cuttings, trimmings, or other debris shall be removed from lots, streets, parkways, or alleys. Sidewalks, curbs, and gutters shall be cleaned of debris. All vegetation shall be cut close to the ground with stubble not exceeding two inches (2"), and if not chopped to a fine dust, it shall be raked and hauled away. No strips or growth shall be left around the outer edges of property or adjacent to fences, curbs, or sidewalks. Machine disking of vegetation is not permitted without prior authorization
• STORM DRAINS AND V-DITCHES
o Remove storm related debris from open drainage channels o Remove storm related debris from under bridge drainage channels (Fifth at Poppy) M.,
o Install hillside erosion control
o Remove open drainage channel blocking debris and vegetation from Mid Back Bay (between Back Bay and Jamboree)
o Clear debris from v-ditches and shovel width clearance on both sides of the ditches. (per foot cost)
o Spray vegetation retardant on both sides of v-ditches • PREVENTATIVE MAINTENANCE
o Contractor shall provide the City with a preventative maintenance schedule detailing work standard to be applied at each location and estimated completion date. o City reserves the right to add or delete locations as deemed necessary. In the event of adding a location, the City shall provide the Contractor with the location details and request an annual preventative maintenance cost based on the approved maintenance standard.
The Contractor will provide the annual cost in writing to the Project Administrator. No work shall be performed on the new location until the cost is approved by the Project Administrator. If a location is removed from the schedule, the total annual preventative maintenance cost will be updated to reflect the reduction in service. o City reserves the right to modify maintenance standards as deemed necessary. In the event of a modification of the maintenance standard, the City shall provide the Contractor with the updated maintenance standard. The Contractor may provide a proposed updated annual cost in writing to the Project Administrator. No work shall be performed based on the updated maintenance standard until the cost is approved by the Project Administrator.
WORKING HOURS
o Normal working hours shall be between the hours of 7:00 a.m. and 4:30 p.m., Monday through Thursday, and Fridays 7:00 a.m. to 3:30 p.m.
SUPERVISION OF CONTRACT
o All work shall meet with the approval of the Project Administrator. Any specific problem area which does not meet the conditions of the specifications set forth herein shall be called to the attention of the Contractor and if not corrected, payment to the Contractor will not be made until condition is corrected in a satisfactory manner as set forth in the specifications.
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Site Number: 29 GIS DiAsfan
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EXHIBIT B
SCHEDULE OF BILLING RATES
NATURE'S IMAGE, INC. Page B-1 8-54
natures image
20361 Hermana Circle, Lake Forest, CA 92630
Phone: (949) 680-4400 Fax: (949) 680-4450
March 6, 2024
ATTN: Kevin Pekar
Parks and Trees Superintendent
City of Newport Beach
kgekarCa.newportbeachca.gov
RE: Contract C-8537-1, Weed Abatement Services - 2024 CPI Adjustment to Billing Rates Per section 4.2 of the contract, Exhibit B (Schedule of Billing Rates) shall be adjusted in proportion to the changes in the Consumer Price Index, subject to a maximum annual increase of 2.0%. The Consumer Price Index data to be used shall be from the month that is three (3) months prior to the anniversary date of the agreement. The effective date of the agreement is April 23rd, thus CPI adjustments will be determined based on the January data.
CPI data for January 2024 supports 2.5% increase for the 12-month percent change, therefore the annual maximum increase of 2.0% shall be applied to the updated Billing Rates for 2024. (Source: htti)s:lt www.bis.gov/regions/wesUnews-release/consumerpriceindex losangeles.htm#tableA) Please see the attached updated Billing Rates with the 2.00% increase for 2024. The updated schedule of Billing Rates shall be applied to all work starting on April 23, 2024 through April 22, 2025.
Sincerely,
Daniel Slinger
Chief Estimator
M: (949) 795-2480
Email: [email protected]
Attachments:
Billing Rates- 2024 Update
Natures Image, Inc.
CL# California A & C-27 720513 (DIR # 1000003271), & Arizona A-21 168366 DGS Small Business (SB/SBPW- DGS #15579) & SBA Woman Owned Small Business (#WOSB180914) CPUC Utility Supplier Diversity Program, Woman Business Enterprise (WBE) #10BS0017 8-55
C-8537-1. Weed Abatement Services
Billing Rates- 2024 Update
LOCATIONS
Site #
Site Description
Work Type
Standard
Annual Cost
1 19th Street and Balboa Blvd
W
CFC
$2,725.32
2 2315 Holly Lane
W
CFC
$87.35
3 Back Bay Road
C
WUI
$15,824.55
4 Big Canyon Nature Park
H
-
$78,991.68
5 Bonita Canyon and University Bridge
W
CFC
$68.79
6 Bonita Creek Park Service Road
C
WUI
$2,226.33
7 Buck Gully (Lower)
H
$805.80
8 Buck Gully (Middle)
H
$3,628.30
9 Upper Middle Buck Gully
H
$35,166.01
10 Buck Gully (Upper)
H
$1,928.25
11 Cliff Drive Nature Park
W
CFC
$542.66
12 Coast Highway (Roadside east of Pelican Point)
W
CFC
$1,629.07
13 Femleaf Ramp
W
CFC
$385.43
14 Fletcher Jones Bike Trail
C
WUI
$343.94
15 Harbor Cove Fire Access Road and Trail
C
WUI
$28,922.67
16 Harbor View Nature Park
W
CFC
$14,615.84
17 Hillside Area Along Coast Highway (North of Back Bay View Park) W
CFC
$1,667.29
18 Iris easement
W
CFC
$307.91
19 Jamboree and Bayview Way
C
WUI
$1,450.01
20 Jamboree and MacArthur
W
CFC
$1,971.93
21 Jamboree Roadside Apron and Bike Trail
W
CFC
$1,196.69
22 Kings Road (1801 &1811 Kings Rd)
W
CFC
$263.14
23 Mariners Drive cul-de-sac
W
CFC
$185.62
24 Mesa Drive (east of Irvine Avenue)
W
CFC
$775.23
25 Newport Dunes bike path
W
CFC
$778.50
26 Newport Dunes Slope (Below Coast Highway)
W
CFC
$2,979.73
27 San Miguel Drive at Big Canyon Reservoir
W
CFC
$1,120.27
28 Santa Ana Ave
E, W
-
$15,920.63
29 South side of Bayside at Carnation and along Femleaf W
CFC
$705.35
30 Spyglass Canyon Park
H
$11,026.84
31 Spyglass Roadside
W
CFC
$1,149.74
32 University Drive at Irvine Ave
W
CFC
$374.51
33 Valley Acreage (Near Spyglass Canyon Park)
H
-
$1,823.43
(C) Clearance Trimming, (E) Erosion Protection, (H) Hazard Reduction, (W) Weed Abatement (CFC) 2016 California Fire Code (CFC), Section 304.1.2, (WUI) City of Newport Beach Wildland Urban Interface Area Standard for Hazard Reduction
Unit Costs
Labor per hour
$70.97
Per Hour
Debris hauling per yard
$212.91
Per Yard
Clear debris from v-ditches and shovel width clearance on both sides of the ditches per foot
$1 91
Per Foot
•
Function Cost
Function
•
Cost
unit
General Weed Control Post Emergent
$12.56
1,000 Square Feet
Pre-Emergent/turf or planter
Shrub • vals
$21.84
1,000 Square Feet
Pruning
$7.10
10 Linear Feet
Removals
Full Tree PruninglRemovals
$131.03
10 Linear Feet
Pruning
$2,402.12
1 Day (3-Man Crew)
Removals
Erosion.
$2,402.12
Day (3-Man Crew)
Jute Netting
$202.00
1,000 Square Feet
Straw Waddles
$382.15
100 Linear Feet
6mm Poly Sheeting secured wl stakes and sandbags
$354.86
1,000 Square Feet
Straw Waddles secured wl stakes
$436.75
100 Linear Feet
Sand Bags
$425.83
100 Linear Feet
8-5 7