Public Works Agency
www.santa-ana.org/public-works
Item # 19
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
February 20, 2024
TOPIC: Amend Agreement for Landscape Services
AGENDA TITLE
Approve an Appropriation Adjustment and Approve an Eighth Amendment with Landscape West Management Service, Inc. to Increase the Contract Amount by $277,500 for Landscape Services (Project No. 24-6602) (Non-General Fund)
RECOMMENDED ACTION
1. Approve an appropriation adjustment accepting $75,000 in the PWA Enterprise Capital Grants, Miscellaneous Revenue account and appropriate the same amount to the WaterSMART-Watershed Mgmt Prog expenditure account. (Requires five affirmative votes)
2. Authorize the City Manager to execute an eighth amendment to the agreement with Landscape West Management Services, Inc. to increase the contract amount by $277,500, for a total agreement amount not to exceed $8,499,500 (Agreement A-2024-XXX).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
On April 6, 2021, the City Council authorized staff to submit a grant application for the Bureau of Reclamation WaterSMART Small-Scale Water Efficiency Program (SWEP) for funds to subsidize the cost the City’s Landscape Transformation Program. The application was approved and the City was awarded $75,000 in grant funds (Exhibit 1) for turf removal and efficient irrigation infrastructure procurement and installation for select locations within the city. City staff has requested an amendment to the grant agreement to reflect an updated performance period ending in October 2024.
The Public Works Agency’s Water Resources Division (Water Resources) launched a “Grass to Gardens” website in May 2023 and mailed out postcards in June and July 2023 to provide information and criteria for water customers to apply for the Landscape Transformation Program. Over 100 interest cards were received within three weeks of mailing out postcards.
Amend Agreement for Landscape Services
February 20, 2024
4 0
4 9
Upon approval of this item, Water Resources staff will select up to 45 locations, spread throughout the city and inclusive of all City Council wards. In total, the proposed work will remove approximately 16,000 square feet of turf and associated outdated and inefficient irrigation equipment, and replace it with drought-tolerant landscaping and water-efficient irrigation systems. Grant funding will be used only to remove turf, procure and install new efficient irrigation systems, and the managerial work related to these two tasks; all other components of the projects will be funded by the Water Enterprise as part of its outreach and education campaign for water conservation.
Three current City of Santa Ana landscape contractors were contacted for a job walk and review of scope of services. After review of each contractors’ proposals, it was determined that Landscape West Management Services, Inc. submitted the lowest responsible pricing (Exhibit 2). Landscape West has been a City contractor since July 2019, and currently maintains the City’s medians, linear parks, neighborhood entry areas, and arterial sidewalk areas.
Staff recommends increasing the agreement with Landscape West Management Services, Inc. by $277,500; the amount includes work to be done at all sites, plus a 20% contingency (Exhibit 3).
FISCAL IMPACT
Approval of the appropriation adjustment will recognize $75,000 in Bureau of Reclamation WaterSMART grant funds into the PWA Enterprise Capital Grants, Miscellaneous Revenue, Federal Grant-Direct revenue account (No. 16417002-52000) and appropriate the same amount in the WaterSMART-Watershed Mgmt Prog expenditure account (16417641-66220) for current year expenditure.
Funds for this action have been budgeted in the approved FY 2023-24 annual operating budget for the Water Enterprise. The following table summarizes the funds budgeted and available in the current fiscal year for expenditure.
Fiscal
Year
Accounting
Unit- Account #
Fund
Description
Accounting Unit,
Account Description
Amount
Appropriation Adjustment
2023-24 16417641-66220
(24-6602)
PWA
Enterprise
Capital Grants
WaterSMART-Watershed
Mgmt Prog, Improvements
Other Than Buildings
$75,000
Expenditure
2023-24 06017644-62300 Water Water Quality, Contractual Services - Professional
$202,500
Amendment total: $277,500
Original Contract Amount: $8,222,000
Total: $8,499,500
Amend Agreement for Landscape Services
February 20, 2024
4 0
4 9
EXHIBIT(S)
1. Grant Agreement
2. Pricing Sheet
3. Agreement Amendment
Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Tom Hatch, Interim City Manager