City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JUNE 28, 2022 FROM: PUBLIC WORKS DEPARTMENT WARDS: 1, 3, 5, 6, 7
SUBJECT: APPROVE SECOND AMENDMENT TO AGREEMENT WITH INLAND EMPIRE LANDSCAPES, INC. FOR NORTH QUADRANT PARKWAYS AND MEDIANS IN THE AMOUNT OF $114,833 FOR A REVISED TOTAL OF $710,000 FOR THE PERIOD OF JULY 1, 2021, TO JUNE 30, 2022 ISSUE:
Approve the Second Amendment to the Agreement with Inland Empire Landscapes, Inc., of San Bernardino, CA, to provide Landscape Maintenance Services throughout North Quadrant Parkways and Medians in the amount of $114,833 for a revised total of $710,000 for the period of July 1, 2021, to June 30, 2022.
RECOMMENDATIONS:
That the City Council:
Approve the Second Amendment to the Agreement with Inland Empire Landscapes, Inc., of San Bernardino, CA, to provide Landscape Maintenance Services throughout North Quadrant Parkways and Medians in the amount of $114,833 for a revised total of $710,000 for the period of July 1, 2021, to June 30, 2022; and Authorize the City Manager, or his designee, to execute the Second Amendment to the Agreement with Inland Empire Landscapes, Inc.
BACKGROUND:
On March 7, 2019, the City issued a Request for Proposal (RFP 1906) for landscape and general outside maintenance services for the north quadrant parkways and medians within the City limits and north of State Route 91. The proposal from Inland Empire Landscape, Inc. (IEL), was deemed responsive and determined to be the most qualified. The original contract price of $1,905,686 included a 10% contingency for additional unforeseen services that may be required due to theft, vandalism, vehicle accidents and normal wear and tear of the landscape.
Founded 20 years ago in the Inland Empire, IEL is able to provide a variety of services, including landscape maintenance, pest control, weed abatement, shrub and ground cover plantings, and landscape renovations.
DISCUSSION:
Due to increased acts of vandalism, thefts, and normal wear and tear, there have been a number of irrigation-related repair and replacement items that have become a priority. Due to inflation, parts and other materials are seeing significant cost increases, leading to this request for Change Order Authority. Making these repairs will help reduce water waste and lead to fewer dead and dying plants – all of which will result in greater costs savings to the City.
Purchasing Resolution No. 23812, Section 1104(c) states, “Unless otherwise specifically authorized by the Awarding Entity, Change Orders which cumulatively exceed the following will require Awarding Entity approval when 10% of the original contract price for Contracts and/or Purchase Orders previously approved by the Awarding Entity and the total Change Order amount will not exceed $150,000.” The Purchasing Manager concurs that the recommendation is in compliance with Purchasing Resolution No. 23812.
STRATEGIC PLAN ALIGNMENT:
These items support Strategic Priority 4 – Environmental Stewardship and Strategic Priority 6 – Infrastructure, Mobility & Connectivity, as well as the following Goals:
4.2 – Sustainably manage local water resources to maximize reliability and advanced water reuse to ensure safe, reliable, and affordable water to our community.
4.5 – Maintain and conserve 30% of Riverside’s natural lands in green space including, but not limited to, agricultural lands and urban forests in order to protect and restore Riverside’s rich biodiversity and accelerate the natural removal of carbon, furthering our community’s climate resilience.
6.2 – Maintain, protect and improve assets and infrastructure within the City’s built environment to ensure and enhance reliability, resiliency, sustainability, and facilitate connectivity.
This agreement aligns with the cross-cutting threads as follows:
Community Trust – Management of the city’s urban forest and landscapes benefit all city residents, businesses and visitors. Appropriate enhancements to their infrastructure (such as irrigation improvements) expands the resiliency and sustainability of these assets.
Equity – Approval of this change order authority benefits all who use the public rights of way throughout the city’s north quadrant.
Fiscal Responsibility – Enhancing and improving irrigation to city owned landscapes supports Public Works’ efforts to minimize inefficiencies and maximize reliability.
Innovation – Public Works is focused on replacing old, outdated, failing equipment with the newest technologies. When it comes to irrigation, there are a number of options on the market that allow us to maximize our sustainability efforts.
Sustainability & Resiliency – Ensuring the proper implementation of irrigation controllers is just one of the steps Public Works takes to sustainably and efficiently manage our water resources and green space within the city.
FISCAL IMPACT:
The total fiscal impact of the action is $114,833. Sufficient funds are budgeted and available in the General Fund, Public Works, Urban Forestry & Landscape, Landscape Maintenance account 4110110-421203. Appropriations for future fiscal years will be included in the Department’s Budget submissions for those fiscal years to be presented to the City Council for approval.
Prepared by: Gilbert Hernandez, Public Works Director
Certified as to
availability of funds: Edward Enriquez, Interim Assistant City Manager/Chief Financial Officer/Treasurer
Approved by: Kris Martinez, Assistant City Manager
Approved as to form: Phaedra A. Norton, City Attorney
Attachments: Second Amendment to Agreement
North Quad Change Order Authority ● Page 2