DATE: OCTOBER 8, 2024
DEPARTMENT: PUBLIC WORKS ENVIRONMENTAL MAINTENANCE
FROM: DAVID JACOBS, PUBLIC WORKS DIRECTOR
BY: VICTOR BAEZ, LANDSCAPE DISTRICTS/FORESTRY MNGR.
TITLE: SECOND AMENDMENT WITH SMITH & ENRIGHT, INC. FOR MAINTENANCE DISTRICTS’ LANDSCAPING RECOMMENDED MOTION:
A motion to approve a resolution:
Authorizing the City Manager to execute Amendment Number 2 to the Agreements for Services with Smith & Enright Landscaping, Inc. for North/East Maintenance District and Monte Bella Maintenance District; Increasing the compensation for North/East Maintenance District by $80,000 for a revised not to exceed amount of $409,776.92 to cover unscheduled/extra work; and Increasing the compensation for Monte Bella Maintenance District by $20,000 for a revised not to exceed amount of $98,624 to cover unscheduled/extra work.
EXECUTIVE SUMMARY:
This Amendment will allow the City Manager to execute this Amendment for unscheduled/extra work cost increases in North/East Maintenance Districts Agreement and Monte Bella Maintenance District. The initial unscheduled/extra work increase for the North/East Maintenance Districts will be $80,000 and may increase during the year due to the unpredictable and unforeseen landscape issues that may arise. The revised not to exceed amount for unscheduled/extra work and the current Agreement for annual compensation will be $409,776.92.
In the Monte Bella Maintenance Districts Agreement, the initial unscheduled/extra work increase will be $20,000and may change with in the yearly service due to the unpredictability of unforeseen landscape issues that may arise. The revised not to exceed amount for unscheduled/extra work and the current Agreement for annual compensation will be $98,624.
BACKGROUND:
On June 25, 2024, City Council approved the extension of two-year period for Landscape Maintenance for the North\East Maintenance District and Monte Bella Maintenance District with Smith & Enright Landscaping, Inc. For the North/East Maintenance District total amount of annual compensation not to exceed is $329,776.92 and Monte Bella Maintenance District the total amount for the annual compensation not to exceed is $78,624 but the unscheduled/extra work was not included in either agreement. Unscheduled extra work would include unpredictable issues or events that happen such as down trees or branches that cause obstruction or hazards to the public. The RFP contained extra work items with an associated cost for each type of extra work, but the not to exceed amount did not include any funds for extra work. Staff is recommending that $80,000 in extra work be approved for the North/East Maintenance Districts and $20,000 in extra work be approved for the Monte Bella Maintenance Districts to continue the landscape services.
CEQA CONSIDERATION:
Not a Project. The City of Salinas has determined that the proposed action is not a project as defined by the California Environmental Quality Act (CEQA) (CEQA Guidelines Section 15378). In addition, CEQA Guidelines Section 15061 includes the general rule that CEQA applies only to activities which have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. Because the proposed action and this matter have no potential to cause any effect on the environment, or because it falls within a category of activities excluded as projects pursuant to CEQA Guidelines section 15378, this matter is not a project. Because the matter does not cause a direct or foreseeable indirect physical change on or in the environment, this matter is not a project. Any subsequent discretionary projects resulting from this action will be assessed for CEQA applicability.
CALIFORNIA GOVERNMENT CODE §84308 APPLIES:
Yes.
STRATEGIC PLAN INITIATIVE:
The Landscape Maintenance Service Contract for the Maintenance Districts relates to the Council’s Strategic Goal of Infrastructure and Environmental Sustainability.
DEPARTMENTAL COORDINATION:
Public Works Department has been coordinating with the City’s Finance and Legal Departments to ensure compliance with standards as well as all fiscal elements are being met.
FISCAL AND SUSTAINABILITY IMPACT:
North/East Maintenance District:
Fund
Appropriation
Appropriation
Name
Total Appropriation
Amount for recommendation
FY 24-25 Operating Budget Page
Last Budget Action (Date, Resolution)
2105
50.5563-63.6010
Outside services other outside services
$20,000
$20,000
n/a
8/28/2024
2105
50.5563-63.4900
Outside services other outside services
$82,223
$50,000
335
6/11/2024, 22979
5800
50.9053-63.6010
Outside services other outside services
$10,000
$10,000
n/a
7/10/2024
* The FY 24-25 Adopted Budget was adopted on June 11, 2024.
The annual not to exceed amount of $329,776.92 for the current North/East Maintenance District Agreement is funded with District Funds from account 2105.50.5563-63.4900. The additional appropriation to cover the unscheduled/extra work will be funded from multiple G/L account’s detailed in the above table.
Monte Bella Maintenance District:
Fund
Appropriation
Appropriation
Name
Total Appropriation
Amount for recommendation
FY 24-25 Operating Budget Page
Last Budget Action (Date, Resolution)
2109
50.5567-63.4900
Outside services maintenance & repairs-others
$49,376
$20,000
n/a
8/28/2024
The annual not to exceed amount of $78,624 for the current Monte Bella Maintenance District Agreement is funded with District Funds from account 2109.50.5567-63.4900. The additional appropriation to cover the unforeseen/extra work will be funded from same account. (CIP) Capital Improvement Program account 5800.50.9120-63.4900 Monte Bella Subdivision Improvements funds may also be used in the near future for other unscheduled/extra work.
ATTACHMENTS:
Resolution
Original Agreement
Amendment
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