PISMO BEACH CITY COUNCIL STAFF REPORT
Agenda Item #9.K
Meeting Date: June 4, 2024
TITLE:
Amendment #3 to the Professional Services Agreement with SP Maintenance Services, Inc. for Parking Lot and Street Sweeping
RECOMMENDATION:
Adopt a Resolution authorizing the City Manager to execute Contract Amendment #3 with SP Maintenance Services, Inc. in the amount of $61,892 per year for two years of parking lot and street sweeping for fiscal years 2025 and 2026.
DISCUSSION:
On May 15, 2018, the City Council authorized a professional services agreement with SP Maintenance Services, Inc. (SP Maintenance) for parking lot and street sweeping in the City of Pismo Beach. The contract was for a term of four years, with the possibility of two additional two-year extensions.
Amendment #1 was executed under the City Manger’s authority in February 2021 to add the newly constructed parking lot on Shell Beach Road to the scope of work. On April 19, 2022, the City Council approved Amendment #2 to continue parking lot and street sweeping for an additional two years. The contract is currently set to expire on June 30, 2024. Staff requested a quote to extend the current agreement for an additional two years, through June 30, 2026. SP Maintenance provided a quote (Attachment 1.A) of $61,892 per year, for two years to continue with parking lot and street sweeping services.
Conclusion and Recommendation
Staff recommends that the Council adopt a Resolution (Attachment 1) authorizing Amendment #3 to the existing Professional Services Agreement with SP Maintenance in the amount of $61,892 per year, $123,784 for two years of parking lot and street sweeping.
FISCAL IMPACT:
The fiscal impact of adopting the attached Resolution is $123,784 over two years, or $61,892 per year for fiscal year (FY) 2025 and FY 2026. The FY 2025 General Fund Public Works Department Facilities Division Streets Activity contract services budget has sufficient budget available that can be used for the parking lot and street sweeping services.
ATTACHMENTS:
1. Resolution
1.A Exhibit A to Resolution: Proposed Amendment #3
Prepared by:
Erin Olsen, Senior Management Analyst
Council Agenda 6-4-2024 9.K-1
Submitted by: Benjamin A. Fine, P.E., Director of Public Works/City Engineer City Manager Approval:
Council Agenda 6-4-2024 9.K-2
RESOLUTION NO. R-2024-XXX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PISMO BEACH,
CALIFORNIA AUTHORIZING THE CITY MANAGER TO EXECUTE CONTRACT AMENDMENT #3 WITH SP MAINTENANCE SERVICES, INC. IN THE AMOUNT OF $61,892 PER YEAR FOR TWO YEARS OF PARKING LOT AND STREET SWEEPING FOR FISCAL YEARS 2025 AND 2026
WHEREAS, on May 15, 2018, the City Council authorized a professional services agreement with SP Maintenance Services, Inc. (SP Maintenance) for parking lot and street sweeping services; and
WHEREAS, Amendment #1 was executed under the City Manger’s authority in February 2021 to add the newly constructed parking lot on Shell Beach Road to the scope of work; and
WHEREAS, on April 19, 2022, the City Council approved Amendment #2 to continue parking lot and street sweeping through June 30, 2024; and WHEREAS, SP Maintenance provided a quote of $61,892 per year, for two years to continue with parking lot and street sweeping services through June 30, 2026; and WHEREAS, the FY 2025 General Fund Public Works Department Facilities Division Streets Activity contract services budget has sufficient budget available that can be used for these services.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Pismo Beach hereby authorizes the City Manager to execute Contract Amendment #3 (Exhibit A) with SP Maintenance Services, Inc. in the amount of $61,892 per year, $123,784 for two years of parking lot and street sweeping in fiscal years 2025 and 2026.
UPON MOTION OF Council Member , seconded by Council Member , the foregoing resolution was adopted by the City Council of the City of Pismo Beach this 4th day of June 2024, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
RECUSED:
Approved: Attest:
________________________ ________________________
Ed Waage, Mayor Erica Inderlied, City Clerk
Council Agenda 6-4-2024 9.K-3
Attachment 1
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of Pismo Beach, California, on _______________________. ________________________
Erica Inderlied, City Clerk
Council Agenda 6-4-2024 9.K-4
Attachment 1
AMENDMENT # 3
to the
JULY 1, 2018 AGREEMENT BETWEEN THE CITY OF PISMO BEACH
AND SP MAINTENANCE SERVICES, INC.
Pursuant to the July 1, 2018 Agreement for Professional Services between the City of Pismo Beach, hereinafter referred to as “City,” and SP Maintenance Services, Inc., hereinafter referred to as “Vendor,” City and Vendor hereby agree as follows:
1.Additional services shall be performed as set forth in the proposal dated May 22, 2024, which is attached hereto and by this reference made a part hereof.
2.Compensation for and timing of the additional services shall be as set forth in the referenced proposal. Compensation for the additional services shall not exceed the amount of sixty-one thousand eight hundred ninety-two dollars ($61,892) per year, one hundred twenty-three thousand seven hundred eighty-four dollars ($123,784) for two years, without prior written approval of the City.
3.The revised fee under the July 1, 2018 contract, plus addendum s 1 -3, is four hundred forty- seven thousand seven hundred thirty-one dollars and fifty cents ($447,731.50).
4.The term end date of the agreement is hereby revised to June 30, 2026.
5.All other provisions of the subject agreement between City and Vendor shall remain in full force and effect.
Signatures begin on next page.
Council Agenda 6-4-2024 9.K-5
Attachment 1.A
CITY:
City of Pismo Beach, a Municipal Corporation
Signed:
Name: Benjamin A. Fine, P.E.
Title: Director of Public Works/City Engineer
Dated: ________________________________
Signed:
Name: Jorge E. Garcia
Title: City Manager
Dated: ________________________________
ATTEST:
Signed:
Name: Erica Inderlied
Title: City Clerk
APPROVED AS TO FORM:
Signed:
Name: David M. Fleishman
Title: City Attorney
VENDOR:
SP Maintenance Services, Inc.
Signed:
Name: ________________________________
Title: _________________________________
Dated: ________________________________
Address for giving notice:
(if changed from prior agreement)
______________________________________
______________________________________
Email address for official communications:
(if changed from prior agreement)
______________________________________
Vendor Representative:
(if changed from prior agreement)
Name/Title: ____________________________
Attachment: Cost Proposal
Council Agenda 6-4-2024 9.K-6
Attachment 1.A
Council Agenda 6-4-2024 9.K-7
Attachment 1.A
ROUTES CURRENT RATE 2024 INCREASE
Route #1 $1,188.00 $1,307.00
Stub Streets:
West of U.S. 101 from Price to the end of the street at U.S. 101 Includes: Bay, Harloe, San Luis, Hollister, Pismo, Main, Pomeroy, Stimson and Oceanview.
Route #2 $3,432.00 $3,775.00
Downtown Core:
Includes: Pomeroy and Hinds from Dolliver to the Pier Parking Lot. Cypress from Main to Stimpson, Main from Dolliver to the southern end of the street, and Dolliver from Main to Hinds.
Parking Lots Group #1 $47,190.00 $51,909.00
Includes: Pier, Addie Street, Upper Pomeroy, Main Street South, Main Street North, Chamber of Commerce and the Price Street Diagonal Parking.
Parking Lots Group #2 $3,960.00 $4,356.00
Includes: Ira Lease Park, Mary Harington Park, Pismo Vets Hall, Chumash Park, Dinasaur Caves Park, City Hall, Shell Beach Vets Hall, Spy Glass Park,, The Bluffs Park, Police Department, Shell Beach Tennis Courts, Shell Beach Basket Ball Courts and Shell Beach Road Parking Lot.
Amendment 1/2021 - Shell Beach Parking Lot (1x per month)$495.00 $545.00 Added: 1465 Shell Beach Road Parking Lot - 1x per month. $56,265.00 $61,892.00
PARKING LOT & STREET SWEEPING ROUTES
Proposed Contract Extension - 10% Increase
Effective July 1, 2024 - June 30, 2026
ANNUALLY
Council Agenda 6-4-2024 9.K-8
Attachment 1.A