CITY OF POMONA
COUNCIL REPORT
January 8, 2024
To: Honorable Mayor and Members of the City Council
From: Anita D. Gutierrez, Acting City Manager
Submitted By: Rene Guerrero, Public Works Director
SUBJECT: APPROVE AN AMENDMENT TO THE AGREEMENT WITH PARKWOOD LANDSCAPE MAINTENANCE, INC. TO INCLUDE BUS SHELTER AND TRASH RECEPTACLE MAINTENANCE SERVICES AT 36 NEW LOCATIONS RECOMMENDATION:
It is recommended that the City Council take the following actions:
Approve an amendment to the agreement with Parkwood Landscape Maintenance, Inc. to include bus shelter and trash receptacle maintenance services at 36 additional locations, effective January 9, 2024 through July 31, 2024, at an amount of $20,893; and Authorize the City Manager or designee, to execute the amended agreement with Parkwood Landscape Maintenance, Inc., and any extensions or amendments thereto on behalf of the City, subject to review by the City Attorney.
EXECUTIVE SUMMARY:
Approval of the amendment (Attachment No. 1) to the agreement with Parkwood Landscape Maintenance, Inc. (Parkwood) will allow for maintenance services at 36 new locations along portions of Holt Avenue and Garey Avenue. As part of the agreement with the California Department of Transportation (CalTrans), through the Clean California Local Grant Program (Clean CA), the City is required to install these 36 trash receptacles and provide for ongoing maintenance.
FISCAL IMPACT:
There is sufficient funding available in the Fiscal Year 2023-24 General Fund Operating Budget in 101-2520-52649-00000 (Street Maintenance - Bus Shelter Maintenance) to pay the additional fees associated with increased maintenance services. Funds for these maintenance services will be budgeted annually in future fiscal year budgets.
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 June 6, 2022, the City Council approved Resolution No. 2022-91, authorizing the City to enter into an agreement with CalTrans to receive a $4,922,041 grant from the Clean California Local Grant Program for the Holt Avenue Corridor project.
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 to increase 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.
On November 20, 2023, the City Council retroactively approved an amendment to the agreement with Parkwood to update the fee for pressure washing services at the Pomona Transit Center after Parkwood realized the amount they originally proposed was incorrect, approximately $4,500 per month less than their desired proposal. The new annual amount changed to $132,132 per year rather than the $85,000 approved on August 7, 2023.
DISCUSSION:
In 2022, the City received a $4,922,041 grant from the Clean California Local Grant Program (Clean CA) to provide improvements along the “Holt Avenue Corridor,” which includes Holt Avenue from Garey Avenue to Mills Street and Garey Avenue from Holt Avenue to Mission Boulevard. The grant provides funding for various improvements along the corridor, and among these improvements are additional bus shelters and trash receptacles along every block. With the installation of the bus shelters and trash receptacles, it is necessary to increase maintenance services through the maintenance contract with Parkwood.
Parkwood is the City’s current maintenance contractor, providing pressure washing services at the Downtown Pomona Transit Center, the Pomona North Station, and various bus stop shelters Citywide. As part of the Clean CA grant project along Holt Avenue and Garey Avenue, the contractor has installed five (5) new bus shelters, including benches, and a total of 36 new trash receptacles requiring ongoing maintenance services. As the City’s current contractor, Parkwood will provide the additional maintenance services through the remainder of their contract term (July 31, 2024). The total cost for maintenance services at these new locations is an additional $2,984.67/month, which amounts to $20,893 for seven months (through July 31, 2024). As a result, the total not-to-exceed compensation for the overall Parkwood agreement will be increased from $860,226 to $881,119.
Staff recommends the agreement with Parkwood be amended to include the additional maintenance services at the added bus shelters and trash receptacles from the Clean CA grant-funded project.
Prepared by:
Maritza Sosa-Nieves, Sr. Management Analyst
Attachment
Attachment No. 1 – Draft Parkwood 4th Amendment
Approval of Amendment to Parkwood Landscape Maintenance, Inc. Agreement