CITY OF POMONA
COUNCIL REPORT
November 20, 2023
To: Honorable Mayor and Members of the City Council
From: James Makshanoff, City Manager
Submitted By: Rene Guerrero, Public Works Director
SUBJECT: RETROACTIVELY APPROVE AMENDMENT TO THE AGREEMENT WITH PARKWOOD LANDSCAPE MAINTENANCE, INC. TO UPDATE THE FEE FOR PRESSURE WASHING SERVICES AT THE POMONA TRANSIT CENTER RECOMMENDATION:
It is recommended that the City Council take the following actions:
Retroactively approve an amendment to the agreement with Parkwood Landscape Maintenance, Inc. to update the fee for pressure washing services at the Pomona Transit Center, effective November 1, 2023 through June 30, 2024, at an annual amount of $132,132; and Authorize the City Manager, or designee, to execute the amended agreement with Parkwood, and any extensions or amendments thereto on behalf of the City, subject to review by the City Attorney.
EXECUTIVE SUMMARY:
The amendment (Attachment No. 1) to the agreement with Parkwood Landscape Maintenance, Inc. (Parkwood) will allow for an increased frequency of pressure washing services at the Downtown Pomona Transit Center to address vandalism.
FISCAL IMPACT:
There will be no fiscal impact to the General Fund. There is sufficient funding available in the Fiscal Year 2023-24 Operating Budget in 216-2506-52649-00000 (Bus Shelter Maintenance) to pay for the additional fees associated with increased pressure washing services.
PREVIOUS RELATED ACTION:
On June 17, 2019, the City Council awarded a three-year contract, with (2) one-year extension options, to Parkwood in an annual amount of $161,978 for bus stop maintenance and related services, including power/pressure washing at the two transit stations.
On August 7, 2023, the City Council approved Resolution No. 2023-131 appropriating $600,000 of available Proposition A funds for vandalism-related services and repairs at the Pomona Transit Center. At that same meeting, the City Council approved an amendment to the agreement with Parkwood for increased pressure washing services to address increased vandalism at the Pomona Transit Center. The amendment to the existing agreement increased services to seven times per week at an annual contract amount of $85,000.
DISCUSSION:
Parkwood is the City’s current maintenance contractor providing pressure washing services at the Downtown Pomona Transit Center, the Pomona North Station, and bus stop shelters. At the Pomona Transit Center, services include cleaning and pressure washing of all visible metal and concrete surfaces, all glass and plexiglass surfaces, stairs, buildings, and the pedestrian bridge. Prior to August 1, 2023, the frequency of pressure washing services at the Pomona Transit Center was only three times per week. With Council’s approval of an amendment to that agreement on August 7, 2023, pressure washing services increased to seven times per week effective August 1, 2023, at an annual contract amount of $85,000, approximately $30,000 more than the original contract amount.
Once the amendment was executed and a Purchase Order issued, Parkwood reached out to the Public Works Department to inform us they made an error on their proposal. They stated that the amount they proposed was incorrect, approximately $4,500 per month less than the original proposal. Parkwood admitted that the new proposed amount was supposed to be in addition to the original monthly contract amount, not in place of the original amount. The new annual amount will change to $132,132, rather than the $85,000 approved on August 7, 2023.
After consulting with the City Attorney’s Office, the City Council has the authority to approve the corrected amounts.
Prepared by:
Maritza Sosa-Nieves, Sr. Management Analyst
Attachment
Attachment No. 1 – Parkwood 3rd Amendment
Retroactive Approval of Amendment to Parkwood Agreement