City Council Agenda Report
Meeting Date: June 4, 2024
From: Daniel S. Wall, P.E., Director of Public Works
Department: Public Works
Submitted by: Cynthia Cano, Administrative Secretary
Subject
Amendment No. 3 to Services Agreement with Mariposa Landscape, Inc. Contract No. CS-1413 Recommendation
A. Approve and authorize the City Administrator to execute Amendment No. 3 to the Services Agreement with Mariposa Landscape, Inc., in substantially the same form as submitted, to amend the scope of services and add additional funds in an amount not-to-exceed $43,652.73; and B. Authorize a contingency amount of fifteen percent (15%) or $6,547.90 for unplanned landscape work or repairs outlined in the scope of work, and grant authority to the City Administrator to issue Change Orders for an amount up to the contingency amount, if necessary.
Background
As required by Vernon Municipal Code (VMC) Sections 3.32.130 and 3.32.200 respectively, in November 2021, the City advertised and received proposals for Grounds Maintenance Services.
On December 7, 2021, the City awarded Contract No. CS-1413 to Mariposa Landscape, Inc. (Mariposa) for Grounds Maintenance for the period of January 1, 2022, through December 31, 2022 for a total amount not-to-exceed $43,530.48. On November 15, 2022, Amendment No. 1 was approved for a period of one (1) year for a total of $56,508. On January 16, 2024, Amendment No. 2 was approved for a period of one (1) year for a total of $58,332.
Mariposa provides monthly maintenance services such as general/routine maintenance, general turf and grass maintenance, weed control, landscape maintenance, fertilization, and irrigation maintenance. The department emphasizes the importance of landscaping and relies on Mariposa Landscape’s experience and expertise. Public Works staff desires to amend the scope of work to enhance Mariposa’s ability to perform additional work and special projects as needed to maintain and enhance the City’s image.
In September 2023, Mariposa completed a project at the City Hall Courtyard, which included:
mobilization, soil removal, stabilization of decomposed granite, flagstone and aggregate base, metal edging of the aforementioned project. As a result, funds are needed in the amount of $40,179 to cover the cost as per the submitted proposal (Exhibit A). Furthermore, additional funds in the amount of $3,473.73 are needed for extra work completed, detailed in the “Seasonal/Extra Task” section in the scope of work of the original service agreement. A contingency amount of 15% or $6,547.90 is also being requested to ensure that sufficient funds are available for the duration of the contract. If approved, the City Administrator would be authorized to issue change orders up to the contingency amount.
Amendment No. 3 requires City Council approval pursuant to VMC Section 3.32.030(A) as the total value over the lifetime of the contract with Mariposa exceeds $100,000. The proposed amendment has been reviewed and approved as to form by the City Attorney’s Office.
Fiscal Impact
Amendment No. 3 adds $50,200.63, including the fifteen percent (15%) contingency to the services agreement for a grand total of $208,571.11. Sufficient funds for the agreement are available in General Fund, Public Works, Facilities Maintenance Division, Repairs & Maintenance Account No. 011-040-415-529000 for the current fiscal year and will be budgeted accordingly in Fiscal Year 2024-25.
Attachments
1. Amendment No. 3 with Mariposa Landscape, Inc.