CITY COUNCIL ACTION REQUEST
Department(s):
Finance
CEQA:
Citywide Exemption, File
No. PP18-600, CEQA
Guidelines Section
15301, Citywide
Landscape Maintenance
Coordination:
DOT, CAO, and CMO -
Budget Office
Dept. Approval:
/s/ Julia H. Cooper
Council District(s):
Citywide
CMO Approval:
6/9/2022
SUBJECT: AMEND PURCHASE ORDER FOR GREEN INFRASTRUCTURE LANDSCAPE
MAINTENANCE SERVICES
RECOMMENDATION:
Adopt a resolution authorizing the City Manager to take the following actions on OP 61055 with New Image Landscape Company (Fremont, CA) for green infrastructure landscape maintenance services:
1. Retroactively approve the issuance of the purchase order from July 1, 2021 through June 30, 2022 for a maximum compensation not-to-exceed $290,000; and
2. Extend the term from June 30, 2022 to December 31, 2022; and
3. Increase compensation by $150,000 for a revised maximum compensation not-to-exceed $440,000.
Desired Outcome: To ensure that landscaped areas are maintained and kept in compliance with regulatory measures.
BASIS FOR RECOMMENDATION:
Department of Transportation manages the routine maintenance of implemented Green Stormwater Infrastructure to ensure compliance with the National Pollution Discharge Elimination System and the Municipal Regional Permit, a regulatory program issued by the San Francisco Bay Regional Water Quality Control Board. A requirement of the Municipal Regional Permit is Provision C.3, which controls the flow of stormwater and pollutants from development sites. Provision C.3 includes Low Impact Developments, which are treatment measures that emphasize the use of Green Stormwater Infrastructure such as rain gardens, detention basins, and permeable pavements for stormwater capture. For Low Impact Developments in the public right of way, this means ensuring flow that is devoid of blockages while ensuring that Green Stormwater Infrastructure remains healthy, well vegetated, and free of weeds. Default on Low Impact Developments maintenance could cause loss of regulatory compliance.
On March 5, 2018, under City Manager authority, the Department of Finance authorized the execution of annual purchase orders to New Image Landscape as a result of a competitive solicitation, with the last option expiration date of December 31, 2021. An interim purchase order was also issued under City Manager authority to continue services for the period July 1, 2021 through June 30, 2022 that will require retroactive approval to extend and add funds.
With the passing of Senate Bill 1383, California instituted regulations that impact the environment and lay the groundwork for the procurement of recycled organic products, such as compost, mulch, and other materials used in landscaping services. City staff are reviewing how the regulations will affect Citywide processes, operations, and bidding requirements. Preparation of a Citywide solicitation for landscaping services is on hold until staff develops appropriate specifications to ensure Senate Bill 1383 compliance.
Approval of this recommendation will ensure the City continues to receive these essential services with minimal impact to operations.
Climate Smart San José: The recommendation in this memorandum has no effect on Climate Smart San José energy, water, or mobility goals.
COUNCIL AGENDA: 06/21/22
FILE: 22-948
ITEM: 2.14
Commission Recommendation/Input: There is no commission recommendation or input associated with this action.
This City Council item is consistent with the City’s 2021-2022 Adopted Operating Budget City Areas Delivery Framework: “To provide the community with safe, secure, and efficient surface and air transportation systems that support San José’s livability and economic vitality.” COST AND FUNDING SOURCE:
Fund
#
Appn
# Appn Name Total Appn
Amt. for
Recommendation
2021-2022
Adopted Operating
Budget Page
Last Budget
Action (Date,
Ord. No)
446 0512
Department of
Transportation-Non-
Personal/Equip $2,726,247 $150,000 1022
10/19/2021
30682
FOR QUESTIONS CONTACT: Jennifer Cheng, Deputy Director of Finance at [email protected]