City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: MARCH 8, 2022 FROM: PARKS, RECREATION AND COMMUNITY WARDS: 1, 2, 4 AND 6
SERVICES DEPARTMENT
SUBJECT: FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH INLAND EMPIRE LANDSCAPE, INC. FOR MOWING AND EDGING SERVICES AT VARIOUS CITY PARKS FOR A TERM OF EIGHT (8) ADDITIONAL MONTHS IN THE AMOUNT OF $78,400.00; PLUS, A CHANGE ORDER AUTHORITY OF 15% IN THE AMOUNT $11,760 FOR A TOTAL AMOUNT OF $90,160 ISSUE:
Approve the first amendment to the Professional Services Agreement with Inland Empire Landscape, Inc. for mowing and edging services at various city parks for a term of an additional eight (8) months in the amount of $78,400; plus, a change order authority of 15% in the amount $11,760 for a total contract amount of $90,160.
RECOMMENDATIONS:
That the City Council:
Approve the agreement with Inland Empire Landscape, Inc. for annual mowing and edging services for a period of eight (8) months in the amount of $78,400; Authorize the City Manager, or his designee, to execute the Agreement with Inland Empire Landscape, Inc., including making minor and non-substantive changes; and Authorize the City Manager, or his designee, to execute a 15% change order authority in the amount of $11,760.
BACKGROUND:
On December 31, 2019, the agreement for weekly mowing and edging services at city parks expired.
On November 10, 2020, Council approved a piggyback agreement per RFP No.1863 with Inland Empire Landscape, Inc. for a total of seven months in accordance with purchasing Resolution No. 23256 section 702(g) which states Competitive Procurement through the Informal Procurement and Formal Procurement process shall not be required in any of the following circumstances: When Services can be Procured from a Contractor who offers the same or better price, terms and conditions as the Contractor previously offered as the Lowest Responsive Bidder under Competitive Procurement or negotiations conducted by the City or another public agency, provided that, in the opinion of the Manager, it is in the best interests of the City to do so.
Staff anticipated to release an RFP during the interim services, however due to the unforeseen circumstances resulting from the COVID-19 pandemic and limited staffing, the department was not able to release the RFP. The Parks, Recreation and Community Services Department is requesting an additional eight-month extension on the agreement with Inland Empire Landscape, Inc.
On September 23, 2021, staff released RFP No. 2127 through the Planet Bids bidding portal. The Request for Proposal allows City staff to find a suitably qualified vendor to provide these services. The current Request for Proposal is in the process of being scored and is estimated to go to City Council in June 2022 for award and approval.
DISCUSSION:
As the parks continue to remain open to the public for outdoor activities, it is vital for the parks to continue to receive the adequate maintenance required. The extension to the Agreement with Inland Empire Landscape, Inc. will ensure that the parks will continue to receive the adequate services required.
Staff recommends approval of the extension with Inland Empire Landscape, Inc. to provide weekly mowing and edging services at the following sites: Bobby Bonds, Bordwell, Bryant, Carlson, El Dorado, Fairmount, and Villegas Parks. This will cover a period of eight (8) months, starting on July 1, 2021 – February 28, 2022, for a total amount of $78,400 and a 15% change order authority for the amount of $11,760 for a grand total of $90,160.
This Agreement is in accordance with purchasing Resolution No. 23812 section 702(h) which states Competitive Procurement through the Informal Procurement and Formal Procurement process shall not be required in any of the following circumstances: When Services can be Procured from a Contractor who offers the same or better price, terms and conditions as the Contractor previously offered as the Lowest Responsive Bidder under Competitive Procurement or negotiations conducted by the City or another public agency, provided that, in the opinion of the Manager, it is in the best interests of the City to do so.
Agreement is an after-the-fact agreement and retroactive as of July 1, 2021, due to the requirement to draft a Request for Proposal prior to obtaining an agreement. Staff shortages from vacancies and COVID-19 delayed the drafting in the RFP and obtaining the agreement. Changes in signing requirements from copies accepted during COVID-19 and obtaining wet ink signatures required staff to obtain an original which further delayed the report.
Purchasing Manager concurs with the recommendation in accordance with purchasing Resolution No. 23812 section 702(h).
STRATEGIC PLAN ALIGNMENT:
The agreement with Inland Empire Landscape, Inc. aligns with Strategic Priority 1 – Arts, Culture and Recreation and Goal 1.3 – addressing parks and open space maintenance needs.
This action aligns with each of the Cross-Cutting Threads as follows:
Community Trust – Well maintained parks serve the public interest, benefit the City’s diverse populations, and result in greater public good.
Equity – Well maintained parks make parks accessible to the public for use and contribute to public safety when utilizing parks.
Fiscal Responsibility – Continuous landscape maintenance is fiscally prudent, as it is more costly to restore parks to adequate condition due to overgrowth.
Innovation – The Agreement ensures that parks are maintained and continue to be utilized for various community needs.
Sustainability & Resiliency – Landscape maintenance preserves parks ensuring they are maintained and preserved for future use.
FISCAL IMPACT:
The total fiscal impact of the action is $90,160. The funds are budgeted and available in the General Fund, Parks & Recreation-Parks, Neighborhood Maintenance Contract expenditure account number 5215000-421204.
Prepared by: Pamela M. Galera, Parks, Recreation and Community Services Director Certified as to
availability of funds: Edward Enriquez, Chief Financial Officer/Treasurer Approved by: Kris Martinez, Assistant City Manager
Approved as to form: Phaedra A. Norton, City Attorney
Attachment: Professional Services Agreement
Inland Empire Landscape Agreement ● Page 2