CITY OF POMONA
COUNCIL REPORT
February 5, 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: AMEND THE FISCAL YEAR 2023-24 OPERATING BUDGET BY APPROPRIATING $42,532 FROM THE GENERAL FUND RESERVES AND APPROVE AN AMENDMENT TO THE AGREEMENT WITH MERCHANTS LANDSCAPE SERVICES, INC. FOR INCREASED CLEANING FREQUENCY AT ALL PARK RESTROOMS RECOMMENDATION:
It is recommended that the City Council take the following actions:
Adopt the following resolution:
RESOLUTION NO. 2024-13 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF POMONA, CALIFORNIA, TO AMEND THE FISCAL YEAR 2023-24 OPERATING BUDGET BY APPROPRIATING $42,532 FROM THE GENERAL FUND RESERVES FOR INCREASED RESTROOM MAINTENANCE AT CITY PARKS; Approve an amendment to the agreement with Merchants Landscape Services, Inc. to increase cleaning frequency at all park and occupied space restrooms in an annual amount of $127,596 effective February 29, 2024, and increase the total not-to-exceed compensation amount with a 2.8% Consumer Price Index adjustment to $1,798,314 for the first extension; and Authorize the City Manager, or designee, to execute the amendment and any related documents and extensions, subject to approval by the City Attorney.
EXECUTIVE SUMMARY:
Adoption of Resolution No. 2024-13 (Attachment No. 1) and approval of the amendment to the agreement with Merchants Landscape Services, Inc. (Attachment No. 2) will increase the cleaning frequency at all park and occupied space restrooms, extend the agreement through February 28, 2025, pursuant to the City’s first extension option as outlined in Section 1 of the Agreement, and increase the total not-to-exceed contract amount with a 2.8% Consumer Price Index (CPI) Adjustment. Most importantly, it ensures that Citywide landscaping maintenance services will continue without disruption.
FISCAL IMPACT:
Approval of the Resolution will amend the FY 2023-24 Operating Budget by appropriating $42,532 from general fund reserves to Fund 101-4011-52932-0000, Park & Landscape Maintenance, to pay for the additional maintenance services through June 30, 2024. The total not-to-exceed contract amount will increase to $1,798,314 per year, which includes a 2.8% CPI adjustment for this extension. Funding for these contractual services, including CPI increases, will be part of the annual budget process for future fiscal years.
PREVIOUS RELATED ACTION:
On February 1, 2021, the City Council awarded a three-year contract with two optional one-year extensions to Merchants Landscape Services, Inc. (Merchants) to provide Occupied Space Landscape and Amenity Maintenance for an annual cost of $1,625,212. Contract pricing for each year is in accordance with the most recently published CPI for the Los Angeles Area issued by the US Department of Labor.
DISCUSSION:
The Occupied Space Landscaping and Amenity Maintenance contract with Merchants provides a scope of services for the maintenance of the City's parks and other facilities. The frequency of service varies by the type of task. Some tasks and locations may require weekly service to service several times per week, or quarterly to annual service. The Merchants' team has been consistent in satisfying the requirements of the contract.
Recently, City staff has noticed a need to increase the frequency of maintenance services at all park and occupied space restroom facilities as a result of age, usage, and/or vandalism. Currently, park restrooms are serviced once per day, seven days per week. Staff recommends increasing maintenance services to twice daily, seven days per week, at a monthly cost of $10,633.
Prepared by:
Maritza Sosa-Nieves, Sr. Management Analyst
ATTACHMENTS:
Attachment No. 1 – Resolution No. 2024-13
Attachment No. 2 – Merchants Draft 1st Amendment
Adopt Resolution and Approve Amendment to Agreement with Merchants Landscape Services, Inc.