City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: SEPTEMBER 16, 2025 FROM: PUBLIC WORKS DEPARTMENT WARD: 7
SUBJECT: SECOND AMENDMENT TO SERVICES AGREEMENT WITH LANDSCAPE MAINTENANCE OF AMERICA DBA CALIFORNIA HIGHWAY ADOPTION COMPANY IN THE AMOUNT OF $128,932.22 A NEW TOTAL CONTRACT AMOUNT TO $228,932.21 FOR HOMELESS ENCAMPMENT CLEANUP SERVICES WITHIN THE CONSERVATION EASEMENT AT FORMER HOLE LAKE ISSUE:
Approve the Second Amendment to the Services Agreement with Landscape Maintenance of America dba California Highway Adoption Company in the amount of $128,932.22 for a total contract amount of $228,932.21 to provide homeless encampment cleanup services within the conservation easement at former Hole Lake.
RECOMMENDATIONS:
That the City Council:
Approve the Second Amendment to the Services Agreement with Landscape Maintenance of America dba California Highway Adoption Company in the amount of $128,932.22 for an increased total contract amount of $228,932.21 to provide homeless encampment cleanup services within the conservation easement at former Hole Lake; and Authorize the City Manager, or designee, to execute the Second Amendment to the Services Agreement with Landscape Maintenance of America dba California Highway Adoption Company, including making minor and non-substantive changes, subject to the availability of budgeted funds.
BACKGROUND:
On July 13, 2010, the City Council adopted a Mitigated Negative Declaration (MND) and Mitigation Monitoring Plan for the Jurupa Avenue Extension Phase 2 project from Rutland Avenue to the former Hole Lake Dam (Project). The MND analyzed potential environmental impacts in accordance with the California Environmental Quality Act. The California Department of Fish and Wildlife required restoration of 5.31 acres of riparian/wetland habitat.
On May 10, 2011, the City Council awarded a contract to construct the Project improvements. A Notice of Completion was filed with the Riverside County Recorder’s Office indicating the Project was completed on September 24, 2012.
On September 22, 2015, the City Council approved a services agreement with the Riverside-Corona Resource Conservation District (RCRCD) in the amount of $702,900 and granted RCRCD a 10.58 -acre Conservation Easement within the former Hole Lake area to complete the required Project riparian/wetland habitat mitigation.
On December 20, 2022, the City Council approved services agreements for five homeless encampment cleanup providers in response to RFP 2158. Landscape Maintenance of America dba California Highway Adoption Company (CHAC) was one of the five providers to receive an agreement.
On October 22, 2024, the City Council approved an amendment to a services agreement with RCRCD in the additional amount of $3,055,116.08, for a total contract amount of $3,758,016.08 for the Jurupa Avenue Extension Phase 2 from Rutland Avenue to former Hole Lake Dam. The amendment was required due to the delays experienced with homeless encampments within the former Hole Lake area which required additional mitigation measures as Temporal Loss.
In conjunction with the approved amendment with RCRCD, the City agreed to provide cleanup services to accompany RCRCD’s mitigation efforts and to install perimeter fencing to reduce pedestrian foot traffic and illegal dumping within the conservation easement.
On April 8, 2025, the City Council awarded a construction contract to Ibarra General Engineering Inc. (Ibarra) to construct perimeter fencing around former Hole Lake. Ibarra is anticipated to complete this fencing by October 2025.
DISCUSSION:
In January 2025, a Services Agreement was executed with Landscape Maintenance of America dba California Highway Adoption Company (CHAC) utilizing an existing service agreement executed as part of RFP 2158 to perform targeted clean efforts in preparation of the first phase of RCRCD’s mitigation efforts that included the removal of densely populated exotic vegetation within the conservation easement southerly of Jurupa Avenue (Attachment 1).
In March 2025, because of the extent of the homeless encampment debris encountered, a First Amendment to the Services Agreement with CHAC was executed to increase the contract amount to $99,999.99.
Upon completion of RCRCD’s removals of invasive plantings, a vast amount of additional homeless encampment debris was exposed. It was also determined that motorized equipment would be required to remove some of the accumulated debris. Debris also continued to develop within the area due to the lack of perimeter fencing. Therefore, the remaining removals to be completed by CHAC were paused to allow for Ibarra’s perimeter fencing work to commence and to accurately determine the work and equipment necessary to complete the remaining removals.
The former Hole Lake area is currently fully exposed, and CHAC was able to accurately assess the remaining efforts necessary to complete the entire cleanup within the conservation easement south of Jurupa Avenue. However, the cost to complete remaining removals now exceeds $100,000, which exceeds the allowable individual contract amount that can be executed with CHAC under RFP 2158 without requesting City Council approval.
Purchasing Resolution 24101, Article Seven, Section 702 (h) states that Competitive Procurement through the Informal Procurement and Formal Procurement process shall not be required, “When Services, except for Professional 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.”; and Article Eleven, Section 1104 states that, “Modifications to a Purchase Order shall be made only by Change Order, except that minor variances of $200 or less, where the variance is due to sales tax or freight charges may be processed without a 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. Unless otherwise specifically authorized by the Awarding Entity, Change Orders which cumulatively exceed the following will require Awarding Entity approval, (b) Any Change Order which causes the contract price to exceed the authorization in section 203 hereof, if the Contract and/or Purchase Order was not previously approved by the Awarding Entity.” The Purchasing Manager concurs that the recommended action to approve the Second Amendment with CHAC complies with Purchasing Resolution 24101, Section 702(h) & 1104(3)(b).
FISCAL IMPACT:
The total fiscal impact of the Second Amendment is $128,932.22. The estimated total project cost including engineering, all agreement services, contingencies, and contract administration is itemized in Table 1. Upon City Council approval of the Second Amendment, a budget adjustment will be recorded as outlined in Table 2 and sufficient funds will be available in the expenditure account shown in Table 3 to execute the Second Amendment and complete the work.
Table 1. Project Costs
Task
Amount
Engineering (In House)
$13,175.56
Services Agreement (CHAC)
$40,000.00
First Amendment to the Services Agreement (CHAC)
$59,999.00
Second Amendment to the Service Agreement (CHAC)
$128,932.22
Contingencies
$12,893.22
Contract Administration
$15,000.00
Total
$270,000.00
Table 2. Project Budget Adjustments
Fund
Account Name
Account
Amount
Measure A
Major Streets Rehab
9888030-440313
($170,000.01)
Jurupa Ext. Van Buren-Rutland
9598430-440313
$170,000.01
Table 3. Project Funding
Fund
Account Name
Account
Amount
Measure A
Jurupa Ext. Van Buren-Rutland
9598430-440313
$270,000
Total
$270,000.00
Prepared by: Edward Lara, Engineering Manager
Approved by: Gilbert Hernandez, Public Works Director
Certified as to
availability of funds: Kristie Thomas, Finance Director/Assistant Chief Financial Officer Approved by: Kris Martinez, Assistant City Manager
Approved as to form: Rebecca McKee-Reimbold, Interim City Attorney Attachments:
Project Location Map
Second Amendment
Hole Lake Cleanup – Services Agreement ● Page 2