HomeMy WebLinkAbout05 - Newport Coast Landscape MaintenanceCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 5
November 8, 2005
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: General Services Department
Mark Harmon, General Services Director, 949 - 644 -3055
mharmon@city.newport-beach.ca.us
SUBJECT: Amendment to Newport Coast Landscape Maintenance Agreement
ISSUE:
Should the City amend its agreement with Park West Landscape Maintenance to
include additional acreage currently being maintained in the Newport Coast Area, and
amend the General Services Department budget to fund the $34,980 annual cost to
maintain new areas assumed on July 1, 2005?
RECOMMENDATION:
1. Approve Amendment No. 1 to the agreement with Park West Landscape
Maintenance, Inc. for landscape maintenance in the Newport Coast area; and
2. Approve a budget amendment in the amount of $34,980 to fund the cost of
annual maintenance for the five view parks and two adjacent parking lots
conveyed by the County of Orange to the City on July 1, 2005.
DISCUSSION:
In September 2002, the City Council awarded a landscape maintenance agreement for
14.95 acres of public area in the newly annexed Newport Coast area to Park Landscape
Maintenance, Inc. (PLM). Prior to award of a contract, City staff administered an RFP
process, and PLM was the lowest bid, at $78,237 per year. At the time, PLM was
performing the services in that area, which were funded by the two "Master
Associations."
In December 2003, Assistant City Manager Kiff presented a report to the City Council
requesting authorization to enter agreements with various community associations to
maintain the landscaping on certain slopes, parkways, and medians along public
streets. In an associated action, the Council approved a recommendation in the report
Park West Landscape Maintenance, Inc. Amendment
November 8, 2005
Page 2
which authorized the General Services. Director to enter into or amend the existing
contract with the (newly renamed) contractor, Park West Landscape Maintenance, Inc.
(PWLM), to add these areas at the current contract price ($0.12 per square foot
annually) when they came under City control.
In February 2004, the City assumed maintenance of an additional 10.62 acres in the
"Newport Ridge" area, which included the landscaping adjacent to Fire Station No. 8. In
April of this year the City assumed maintenance of 53.88 additional acres of landscape
from the Newport Coast Master Association. Since the City's assumption of the
acreage, it has been maintained by PWLM at the same contracted rate. Following
these additions, the monthly cost rose to $28,086.20 per month ($337,154.40 per year).
On July 1 of this year, the County of Orange conveyed various pieces of land and
easements to the City, which among other things included Buck Gully, five view parks,
and two adjacent parking lots. The view parks and parking lots total approximately 15
acres. The parks were designed as urban wilderness parks, and require a significantly
lower level of maintenance than traditionally landscaped areas, mainly trash collection
from a limited number of containers, removal of non - native weeds and shrubs, and the
pruning of plantings encroaching on the walkways. PLWM has been performing this
maintenance since July for $2,915.00 per month ($34,980 per year) which amounts to
approximately $0.053 per square foot on an annual basis.
Following the latest increase in acreage, General Services Department and City
Attorney's Office staff met to discuss the existing PLM /PWLM contract, and concluded
that while the City Council in December 2003 authorized areas to be added to this
contract as they were assumed, it was prudent to amend the original contract to reflect
the additions which have occurred, as well as memorialize the lower level scope of work
(and lower per square foot cost) required in the view parks.
Consequently, Amendment No. 1 to the PWLM landscape maintenance agreement is
attached and submitted for your approval. The Amendment describes the acreage the
City has added to the contract in phases, and the revised cost for the view parks.
Following approval, the contract amount will be $31,011.20 per month ($372,134.40 per
yea r).
Funding:
Funding was not included in the FY 05 -06 Parks Maintenance Division budget for the
maintenance of the five view parks and two parking lots. The City Council agreed to the
conveyance by the County in April, after our budget had been submitted.
Consequently, a budget amendment is attached for approval in the amount of
$34,980.00, the cost to maintain these areas for this Fiscal Year.
Park West Landscape Maintenance, Inc. Amendment
November 8, 2005
Page 3
Environmental Review:
This project does not require environmental review.
Prepared by:
Mike Pisani
Deputy General Services Director
Attachment: 1. Amendment No. 1 to
Maintenance, Inc.
2. Budget Amendment Form
General Services Director
Agreement with Park West Landscape
AMENDMENT NO. 1
TO AGREEMENT WITH PARK WEST LANDSCAPE MAINTENANCE, INC.
FOR LANDSCAPE MAINTENANCE SERVICES
IN THE NEWPORT COAST AREA
THIS AMENDMENT NO. 1 TO CONTRACTOR AGREEMENT, entered into this
day of , 2005, by and between the CITY OF
NEWPORT BEACH, a municipal corporation (hereinafter referred to as "City "),
and PARK WEST LANDSCAPE MAINTENANCE, INC., a California corporation
whose office is located at 815 South Grand Avenue, Santa Ana, California, 92705
(hereinafter referred to as "Contractor'), is made with reference to the following:
RECITALS
A. In January 2002, City annexed the community of Newport Coast from the
County of Orange. In August 2002, the City issued a request for
proposals, seeking bids to provide landscape maintenance services for
approximately 14.95 acres of roadway medians and parkways in Newport
Coast. The property described in this recital shall hereinafter be referred
to as the "Original Assumed Acreage," and is depicted on the map
attached hereto as Exhibit A and incorporated in full by this reference.
B. Contractor was selected to perform the landscape maintenance services
for the Original Assumed Acreage in Newport Coast. On October 1, 2002,
City and Contractor entered into an Agreement in which City agreed to
pay Contractor $0.12 per square foot per year, or approximately $6,519.75
per month, to maintain the Original Assumed Acreage (hereinafter the
"Agreement'). Total compensation to Contractor under the Agreement
was $78,237 per year.
C. The term of the Agreement was for one year, but it was automatically
renewable on an annual basis for an additional four (4) years. City
renewed the contract in October 2003 and in October 2004. The
Agreement also authorized the City to have Contractor assume
maintenance responsibilities over additional acreage in the Newport Coast
area, as authorized by City.
D. In February 2004, City assumed maintenance responsibilities over
approximately 10.62 acres of additional property in the area known as
Newport Ridge, which included the property around Newport Beach Fire
Station No. 8. The property described in this recital shall hereinafter be
referred to as the "Newport Ridge Property," and is depicted on the map
attached hereto as Exhibit A as the Newport Ridge Maintenance Transfer.
E. In April 2005, City received maintenance responsibilities over an additional
53.88 acres from the Newport Coast Community Association. The
property described in this recital shall hereinafter be referred to as the
"53.88 Acre Maintenance Transfer" and is depicted on the map attached
hereto as Exhibit A.
F. In April 2005, Contractor agreed to provide landscape maintenance
services for the Newport Ridge Property and the 53.88 Acre Maintenance
Transfer at the same rate agreed upon in the original Agreement of $0.12
cents per square foot. Thus, as of April 1, 2005, Contractor's total monthly
compensation under the Agreement was increased to a total of
$28,096.20 per month.
G. Effective July 1, 2005, the County of Orange transferred ownership to the
City of five view parks and two adjacent parking lots in the Newport Coast
area. The Parkland totals approximately 15 acres and includes the
following "native" parks: (1) Canyon View Park; (2) Harbor Watch Park;
(3) Upper View Park, Newport Coast Drive; (4) Middle Park, Newport
Coast Drive; and (5) Lower Park, Newport Coast Drive. The property
described in this recital shall hereinafter be referred to as the "Native
View Parks," and is depicted on the map attached hereto as Exhibit B and
incorporated in full by this reference.
H. Because the Native View Parks are considered "urban wilderness areas"
that are made up of vegetation kept primarily in its native state, the
maintenance duties for the Native View Parks is less detailed than the
other properties maintained by Contractor in the community of Newport
Coast. Thus, with respect to the Native Parks, City desires to have
Contractor perform the maintenance duties outlined in the Scope of Work
attached hereto as Exhibit C and incorporated in full by this reference.
With respect to the Newport Ridge Property and the 53.88 Maintenance
Transfer, City desires to have Contractor perform the maintenance duties
outlined in the Scope of Work attached to the original Agreement.
NOW, THEREFORE, the parties hereto agree as follows:
1. Contractor shall provide landscape maintenance services to the Newport
Ridge Property and the 53.88 Maintenance Transfer (April 2005) as set
forth in the Scope of Work attached to the Agreement at the agreed -upon
rate of $0.12 per square foot a year, or a total of $21,576.45 per month.
2. Contractor shall provide the landscape maintenance services to the Native
View Parks as outlined in the Scope of Work attached as Exhibit C. City
shall increase Contractor's compensation under the Agreement by an
additional $2,915.00 per month for maintenance of the Native View Parks.
2
3. Accordingly, Paragraph 4 of the Agreement shall be revised to read as
follows:
"The City shall pay Contractor the sum of $31,011.20 per month or
$372,134.40 per year for all services to be rendered pursuant to the
Agreement and Amendment No. .1. Contractor shall submit invoices to
City on a monthly basis. City shall pay invoices within thirty (30) days
after receipt by the City. Payment shall be deemed made when deposited
in the United States mail, first class postage pre -paid, and addressed to
Contractor as specified in the Section entitled 'Notices. "'
4. This Amendment shall be effective as of December 1, 2005.
5. Except as expressly modified herein, all other provisions, terms, and
covenants set forth in the Agreement and exhibits attached thereto shall
remain unchanged and shall be in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this Amendment No.
1 on the date first above written.
[SIGNATURES ON FOLLOWING PAGE]
3
APPROVED AS TO FORM:
/ c
Aaron C. Harp,
Assistant City Attorney
for the City of Newport Beach
ATTEST:
LaVonne Harkless,
City Clerk
Attachments:
CITY OF NEWPORT BEACH,
A Municipal Corporation
By:
John Heffernan, Mayor
for the City of Newport Beach
CONTRACTOR:
PARK WEST LANDSCAPE
MAINTENANCE, INC.
0
(Corporate Officer)
Print Name:
M
(Financial Officer)
Title:
Print Name:
Exhibit A — Newport Coast & Newport Ridge — City Maintained Areas
Exhibit B — City Maintained Native View Parks
Exhibit C — Scope of Work — Native View Parks
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EXHIBIT B
List of Native Parks to be Maintained
1. Buck Gully, including two view parks
a. Canyon View Park — Parcel 1111
b. Harbor Watch Park —Parcel 1112
2. Three view parks along Newport Coast Drive
a. Upper Park — Parcel 1114
b. Middle Park — Parcel 1115
C. Large Lower Park, w /parking — Parcel 1116
These areas are depicted on the attached map.
EXHIBIT C
Scope of Work — Native Parks
Park West Landscape Maintenance, Inc. ( "Park West") will provide landscape
maintenance services for five (5) native view parks and two parking lots, as
identified on Exhibit A and the attached map.
Park West agrees to provide one full -time laborer dedicated exclusively to
providing maintenance for the property. 5 days a week. 8 hours per day. Park
West agrees to maintain the property in a safe, clean and well- maintained
condition. To this end, the services to be provided include the following:
• Manual removal of non - native weeds and shrubs
• Daily removal of trash, debris, and emptying of all trash cans
• Pruning back of native plantings encroaching on walkways
• Drinking fountain maintenance on a weekly basis
• Blowing debris off walkways and (2) parking lots on a weekly basis
• Irrigation maintenance and inspection
• Table, bench, and plaque maintenance on a weekly basis
• Rodent and pest control, as needed
Note: The materials used in maintenance must conform to the products listed in
Exhibit B to the Agreement between Contractor and City, dated October 1, 2002.
I:\ USERS \CAllBhared\AG\Amendments \Park West Landscape Maintenance Amendment.doc
CITY OF NEWPORT BEACH
REQUESTS FOR FUNDS
Date November 8, 2005
TO: Administrative Services Director
FROM: General Services Director
SUBJECT: Request for Funds
Request for additional funds, $34,980
Funds are not available in the current budget.
Additional appropriation to the account number noted below is requested:
Parks Maintenance (3170)
3170 -8080 Services — Prof /Tech $34,980
The additional funds are required to fund the landscape maintenance of five
view parks and two parking lots in the Newport Coast are for Fiscal Year 2005-
06. A l
Approved:
City Manager
Administrative Services Director
City of Newport Beach NO. BA- 06BA -025
BUDGET AMENDMENT
2005 -06
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates
X Increase Expenditure Appropriations AND
Transfer Budget Appropriations
SOURCE:
from existing budget appropriations
from additional estimated revenues
PX from unappropriated fund balance
EXPLANATION:
This budget amendment is requested to provide for the following:
AMOUNT: E3a,sao.00
Increase in Budgetary Fund Balance
X Decrease in Budgetary Fund Balance
No effect on Budgetary Fund Balance
To increase expenditures from the General Fund Unappropriated Fund Balance for an amendment to the
Newport Coast Landscape Maintenance agreement with Park West Landscape Maintenance.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Account
010 3605
REVENUE ESTIMATES (3601)
Fund /Division Account
EXPENDITURE APPROPRIAT IONS (3603)
Description
General Fund - Fund Balance
Description
Division Number
Account Number
Division Number
Account Number
Signed
Financial proval: Administrative Services Director
Signed: ✓ <�
Administrative Approval: City Manager
Signed:
City Council Approval: City Clerk
Amount
Debit Credit
$34,980.00
$34,980.00
/i -va -0(1--
Date
D e
Date
Description
Division
Number
3170 General Services - Parks
Account
Number
8060 Services - Professional & Technical
Division
Number
Account
Number
Division
Number
Account
Number
Division Number
Account Number
Division Number
Account Number
Signed
Financial proval: Administrative Services Director
Signed: ✓ <�
Administrative Approval: City Manager
Signed:
City Council Approval: City Clerk
Amount
Debit Credit
$34,980.00
$34,980.00
/i -va -0(1--
Date
D e
Date