CITY OF SIGNAL HILL
STAFF REPORT
2175 Cherry Avenue • Signal
Hill, California 90755-3799
8/22/2023
AGENDA ITEM
TO: HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM: CARLO TOMAINO
CITY MANAGER
BY: THOMAS BEKELE
PUBLIC WORKS DIRECTOR
SUBJECT:
AMENDMENT TO THE MAINTENANCE SERVICES AGREEMENT WITH MARIPOSA LANDSCAPES, INC. FOR CITYWIDE LANDSCAPING OF PARKS AND MEDIANS
AND RESOLUTION AUTHORIZING BUDGET ADJUSTMENT
Summary:
The City currently contracts with a private contractor, Mariposa Landscapes, Inc. (Mariposa), to maintain its parks. Based on an expressed desire by the City Manager to increase maintenance efforts of the City’s parks, medians, and City-owned vacant lots, staff recommends a contract amendment and accompanying budget appropriation to effectuate these goals. The City Council will consider a proposed amendment to the Maintenance Services Agreement with Mariposa for citywide landscape maintenance services. This contract amendment will extend the contract term, increase the contract amount, increase the scope of services to increase cleanup frequency at designated City parks, and provide weed abatement services at vacant City-owned parcels of land.
Recommendations:
1. Authorize the City Manager to execute the First Amendment to Maintenance Services Agreement with Mariposa to provide citywide landscape maintenance services, extending the term by one year through October 1, 2024, increasing the contract amount to a new not-to-exceed amount of $539,941.13, and increasing the scope of services, in a form approved by the City Attorney.
2. Authorize contingencies of $50,000 and up to a 180-day term extension pursuant to the City’s Purchasing and Contracting Guidelines, to be utilized for as-needed additional services if approved by the Public Works Director.
3. Adopt a resolution, entitled:
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A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SIGNAL HILL, CALIFORNIA,
AMENDING THE ADOPTED BUDGET AND AUTHORIZING BUDGET APPROPRIATIONS FOR FISCAL YEAR 2023-2024
Fiscal Impact:
The total cost of proposed services to be provided by Mariposa is a not-to-exceed amount of $539,941.13. The City’s Purchasing and Contracting Guidelines allow for an additional 10% compensation contingency. For this agreement, the contingency amount shall not exceed $50,000.
The Fiscal Year 2023-24 Public Works Department operating budget (Account No. 100-94-5530) includes funds in the amount of $453,944.00 for these services.
To accommodate the proposed additional maintenance frequencies, staff recommends a budget amendment in the amount of $135,997.13, appropriating an additional $86,328.24 from the General Fund, and $38,762.40 from the Economic Development Division (Account No. 100-47-5400) for annual weed abatement of City-owned vacant lots. An additional $10,906.49 from the General Fund is also needed for the annual CPI adjustment increase. The proposed total amount of $589,941.13 includes all adjustments and proposed service increases, including contingency previously included in the contract terms.
Strategic Plan Objectives:
Goal No. 4: Maintain and improve the public infrastructure.
Goal No. 5: Ensure an enhanced quality of life for the residents.
Background and Analysis:
The Public Works Department supplements its maintenance operations by utilizing contract services for landscape maintenance of the City’s parks, medians, and other facilities. On September 13, 2022, City Council approved a Maintenance Services Agreement with Mariposa to provide these services for a term of one year for an annual fee not-to-exceed $403,944.00 with no more than three additional one-year extensions. The annual fee is subject to an escalation not-to-exceed the increase in Consumer Price Index (CPI) over the preceding year. Since August 2022, the CPI for the AnaheimLong Beach-Los Angeles region increased by 2.7%, which translates to an increase in the annual contract amount of $10,906.49, increasing the total annual contract cost to $414,850.49.
In addition to lawn and landscaping maintenance, the contract also requires weekly cleanup of litter, trash, and leaves at designated park facilities. Staff is satisfied with the services provided by Mariposa to date and recommends renewal of the agreement to continue the services. However, City staff have continued to receive additional requests from residents for more frequent cleanup of City park facilities. The City Manager has also expressed desire to provide increased service frequency related to litter cleanup at City park facilities. To address cleanliness of City parks more proactively, staff recommends an increase of the service frequency of leaf, trash, and litter pickup at designated park facilities, based on identified high usage. Staff also recommends increasing the frequency of weed clearance and drainage cleaning at Temple Reservoir to ensure the continuous drainage system and weed clearance. The following table shows the proposed increase in service frequencies CITY OF SIGNAL HILL Page 2 of 4 Printed on 8/17/2023
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and the associated increases in monthly costs:
The proposed increases in service frequency will increase the monthly cost by $7,194.02, or $86,328.24 annually.
Weed Abatement Services at City Owned Lots
In January of each year, the County of Los Angeles inspects all vacant City-owned parcels of land for compliance with County fire code weed abatement regulations. Upon inspection, the County identifies the lots that require weed abatement to include removal of weeds within 100 feet from buildings and 10 feet from the street. In recent years, the County provided weed abatement services to the City following its inspection. In 2023, the County quoted the cost for weed abatement services totaling $45,950, typically paid by the Economic Development Department (Account No. 100-47- 5400). The County provides these services once per year.
Staff proposes to add weed abatement services to the existing contract with Mariposa at an overall cost savings to the City. To maintain City-owned parcels clear of weeds throughout the year, the City will direct Mariposa to perform weed abatement services twice a year at all City-owned vacant lots at the cost per lot identified in Table 2 below. The pricing provided by Mariposa for these services represents a 16% decrease in cost compared to the services performed by the County in 2023. Staff recommends funding these services through Economic Development Department Account No.100-47 -5400.
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Should the City Council authorize the additional annual increase to the frequency of cleanup services totaling $86,328.24 and weed abatement services totaling $38,762.40, the total contract amount for Mariposa’s contract would increase to not-to-exceed $539,941.13 annually, as shown in below breakdown.
Overall, the staff believes the recommended contract amendment would allow for increased maintenance of City-owned facilities, create operational efficiencies in the Public Works Maintenance Division, and enhance the overall appearance of the City at a reasonable cost that is sustainable relative to the City’s ongoing revenues.
Reviewed:
_________________________
Sharon del Rosario
Attachments:
A. Mariposa First Amendment
B. Exhibits to First Amendment
C. Budget Amendment Resolution
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