City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: APRIL 5, 2022 FROM: PARKS, RECREATION AND COMMUNITY WARD: 1
SERVICES DEPARTMENT
SUBJECT: FIRST AMENDMENT TO THE AGREEMENT WITH SO CAL LAND MAINTENANCE, INC. TO ADD LANDSCAPE MAINTENANCE SERVICES FOR THE RIVERSIDE ACCESS CENTER AND NEW MAIN LIBRARY LOCATIONS; INCREASE THE CONTRACT AMOUNT FROM $273,497.70 TO $338,063.72 AND 15% CHANGE ORDER AUTHORITY IN THE AMOUNT OF $50,710 FOR A TOTAL CONTRACT AMOUNT OF $388,773.72 FOR THE TERM THROUGH DECEMBER 31, 2022 ISSUES:
Approve the first amendment to agreement with So Cal Land Maintenance, Inc. to add landscape maintenance services for the Riverside Access Center and new Main Library locations, increasing the contract amount from $273,497.70 to $338,063.72 and authorize 15% change order authority in the amount of $50,710 for a total contract amount of $388,773.72 for the term through December 31, 2022.
RECOMMENDATIONS:
That the City Council:
Approve the first amendment to the agreement with So Cal Land Maintenance, Inc., for annual landscape maintenance services for the Riverside Access Center and new Main Library, increasing the contract amount to $338,063.72 and authorize 15% change order authority in the amount of $50,710 for a total contract amount of $388,773.72, for the term through December 31, 2022; and Authorize the City Manager, or his designee, to execute the agreement, including making minor and non-substantive changes.
BACKGROUND:
On October 26, 2015, the Parks, Recreation and Community Services Department (PRCSD) posted a Request for Proposal No. 1556 for Annual Landscape Maintenance of Various City Facilities.
On November 5, 2015, five companies attended the non-mandatory pre-proposal conference. On December 8, 2015, the City received eight proposals. After review, staff found two proposals to be responsive and invited those companies to present information to the evaluation committee on their qualifications and their plan to execute the work. An agreement was recommended to be executed with So Cal Land Maintenance, Inc., to provide landscape maintenance services at the following City facilities: Fire Department: Emergency Operations Center; General Services Department: Corporation Yard; Library Department: Arlanza Library, Arlington Library, Casa Blanca Library, La Sierra Library, Main Library; Museum Department’s Fox Theater; Parks, Recreation and Community Services Department (PRCSD): Marcy/PRCSD Administration; Police Department: Downtown Police Station, Lincoln Street Police Station, Riverside Police Aviation Unit, and Transportation Center/Police Administration Building; and Public Utilities Department’s Casa Blanca Customer Resource Center.
On February 23, 2016, City Council approved the agreement with So Cal Land Maintenance, Inc. for Landscape Maintenance Services Agreement at various City Facilities for the term of March 1, 2016, through December 31, 2017.
On January 3, 2018, the PRCSD and So Cal Land Maintenance, Inc. entered into the first amendment to the agreement to extend the term through December 31, 2018.
On November 5, 2018, the PRCSD and So Cal Land Maintenance, Inc. entered into the second amendment extending the term through December 31, 2019.
On January 14, 2020, the PRCSD and So Cal Land Maintenance, Inc. entered into the third amendment extending the term to December 31, 2020.
On November 17, 2020, due to COVID and in the interest of mitigating financial hardships throughout the City, departments were allowed to extend agreements for an additional two-year term ending on December 31, 2022. This was done 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.
DISCUSSION:
The PRCSD is requesting the first amendment to expand the scope of services to add the Riverside Access Center located at 2880 Hulen Place and the new Main Library located at 3900 Mission Inn Avenue, to expand the scope of services and increase the contract amount to $338,063.72. The monthly rate for the Riverside Access Center will be in the amount of $1,995 and the new Main Library will be in the monthly amount of $1,791.
The first amendment is in accordance with Purchasing Resolution No. 23812 Section 1104 (3) which states “Change Orders. Modifications to a Purchase Order shall be made only by Change Order. Subject to the availability of funds, Change Orders may be utilized for purposes of…(3) modifying scope of work/services being provided, where the modification is reasonably related to the original scope of work/services…” This is in accordance with RFP section 6.02 Changes Initiated by the City which states “In the event City desires to add additional acreage or park sites to the Maintained Areas, these additions shall be made at the rates listed in Contractor’s Compensation Schedule.” Due to the delay in receiving a signed agreement, maintenance services will start at a later date.
The Purchasing Manager concurs with these recommendations in accordance with Purchasing Resolution 23812 Section 1104 (3).
STRATEGIC PLAN ALIGNMENT:
This item contributes to Strategic Priority No. 1 – Arts, Culture and Recreation and Goal 1.3 – Improve parks, recreational amenities, open space, and trail development, and fulfill critical lifecycle and facility maintenance needs.
This action aligns with each of the Cross-Cutting Threads as follows:
Community Trust – Well-maintained city facilities serve the public interest, benefit the City’s diverse populations, and result in greater public good.
Equity – Well-maintained facilities are accessible to the public for use and contribute to public safety.
Fiscal Responsibility – Continuous landscape maintenance is fiscally prudent, as it is more costly to restore facility landscape to adequate conditions due to overgrowth.
Innovation – The Agreement ensures that facilities are maintained and continue to be utilized for various community needs.
Sustainability & Resiliency – Landscape maintenance preserves the beautification and maintenance of facilities for future use.
FISCAL IMPACT:
The total fiscal impact of the increase in the agreement, including change order authority is $115,276.02. This increase in cost is budgeted and available across multiple funds and accounts as listed in the table below. Future years costs are incorporated with the FY 2022/23 & 2023/24 budget and will be submitted to Council for adoption.
The amount of the agreement will be $338,063.72 with 15% change order authority for a total contract amount of $388,773.72. There is sufficient funding available in the account numbers listed in the following table:
CITY FACILITIES
ITEM NO.
LOCATION
YEAR 1
YEAR 2
General Fund, General Services, Building Maintenance, Professional Services 2210000-421000 1 Corporation Yard - 8095 Lincoln Avenue
$22,207.41
$22,207.41
2 CNG Fueling Station - Jurupa/Acorn
$6,307.89
$6,307.89
3 Cheech Marin Center 3581 Mission Inn Avenue
$5,548.61
$11,097.22
Total
$34,063.91
$39,612.52
Entertainment Fund, CEDD, Fox Theater, Professional Services 2880000-421000 4 Fox Theater - 3801 Mission Inn Avenue
$2,777.55
$2,777.55
General Fund, Library Administration, Professional Services 5130000-421000 5 Arlanza Library - 8267 Philbin Avenue
$5,555.10
$5,555.10
6 Arlington Library - 9556 Magnolia Avenue
$11,097.22
$11,097.22
7 Casa Blanca Library - 2985 Madison Avenue
$11,097.22
$11,097.22
8 La Sierra Library - 4600 La Sierra Avenue
$5,555.10
$5,555.10
9 New Main Library - 3900 Mission Inn Avenue July 2021-Dec 2022 $11,970.00
$23,940.00
10 Main Library - 3581 Mission Inn Avenue (Now Cheech Marin Center) $5,548.61
$0.00
11 Marcy Library - 6927 Magnolia Avenue
$4,159.82
$4,159.82
Total
$54,983.07
$61,404.46
Electric Fund, Public Utilities Building Management, Professional Services 6000010-421000 12 Casa Blanca Customer Service Resource Center - 3025 Madison Avenue $16,652.31
$16,652.31
General Fund, Parks & Recreation-Parks, Professional Services 5215000-421000 13 Administrative Office - Marcy
$4,159.83
$4,159.83
General Fund, Fire Department Special Services, Professional Services 3515000-421000 14 Emergency Operations Center - 8095 Lincoln Avenue
$5,555.10
$5,555.10
General Fund, Police Department-Admin Services, Professional Services 3105000-421000 15 Downtown Police Station - 4102 Orange Street
$5,555.10
$5,555.10
16 Lincoln Police Station - 8181 Lincoln Avenue
$11,097.22
$11,097.22
17 Riverside Police Aviation Unit - 7030 Central Avenue $11,097.22
$11,097.22
18 Administration Building - 3911 University Avenue
$2,777.55
$2,777.55
Total
$30,527.09
$30,527.09
General Fund, CEDD, Homeless Services, Maint/Repair of Buildings 2855304-424130 19 Riverside Access Center - 2880 Hulen Place (Sept 2021-Dec 2022) $7,164.00
$21,492.00
Total Cost by Year
$155,882.86
$182,180.86
Total Cost of Agreement
$338,063.72
Change Order Authority 15%
$50,710.00
Total with Change Order Authority
$388,773.72
Prepared by: Pamela M. Galera, Parks, Recreation and Community Services Director Certified as to
Availability of funds: Edward Enriquez, Chief Financial Officer/City Treasurer Approved by: Kris Martinez, Assistant City Manager
Approved as to form: Phaedra A. Norton, City Attorney
Attachment: First Amendment for Annual Landscape Maintenance at Various City Facilities Annual Landscape Services at Various City Facilities ● Page 2