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Home My WebLink About15 - Landscape Maintenance for City Medians & RoadwaysCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 15 January 11, 2011 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Municipal Operations Department Mark Harmon, Director 949 - 644 -3055 mharmon @newportbeachca.gov SUBJECT: Amendment No. Two To Contractor Agreement With Merchants Landscape Services, Inc. To Provide Landscape Maintenance For City Medians And Roadways ISSUE: City Council should consider an amendment to the existing Medians and Roadways Maintenance agreement with Merchants Landscape Services, Inc. to provide landscape maintenance services at OASIS Senior Center. RECOMMENDATION: Staff recommends that the City Council approve the amendment to the existing agreement with Merchants Landscape Services, Inc for the landscape maintenance at OASIS Senior Center at a cost of $50,000 per year. DISCUSSION: The OASIS Senior Center is the City facility dedicated to meeting the educational, recreational, cultural and social services needs of the older adults in Newport Beach. In contrast to the old facility, which contained mainly turf groundcover, the landscape of the new facility will be comprised of a more sophisticated combination of planters and groundcover containing native and drought - tolerant plant species. The OASIS Senior Center entered into its 90 -day maintenance period on November 1, 2010. Upon completion of this period, the City shall assume maintenance responsibilities, including the utilization of a computerized central Amendment No. Two To Contractor Agreement With Merchants Landscape Services, Inc. To Provide Landscape Maintenance For City Medians And Roadways January 11, 2011 Page 2 irrigation controller system to reduce water consumption. This is scheduled for February 1. In April 2010, the three vendors with existing landscape maintenance contracts submitted bids in response to the informal request for the landscape maintenance of the OASIS Senior Center. Merchants Landscape Services, Park West Landscape Maintenance, and TruGreen Landcare submitted bids of $3,670, $4,250, and $4,500 per month respectively. The lowest bid was submitted by the current Landscape Maintenance for Medians and Roadways contractor, Merchants Landscape Services. It is the goal of staff to add the OASIS Senior Center location to the existing Landscape Maintenance Contract as an amendment in order to streamline the contract administration process. The Office of the City Attorney has approved as to form the attached Amendment for council consideration. The pro -rated annual value of the amendment based on five months of service being performed in FY2010 -11 is $20,000. For FY2011 -12, the full value of the amendment ($44,040 plus $5,960 for extras and tree trimming) will be included in the requested budget. Extras might include: broken or malfunctioning irrigation parts not due to contractor neglect; dead /dying or missing plant material not due to contractor neglect; vandalism; weather - related damage; or assistance in public garden area as needed. Environmental Review: This action requires no environmental review, as it is not a project pursuant to CEQA. PUBLIC NOTICE: This agenda item may be noticed according to the Ralph M. Brown Act (72 hours in advance of the public meeting at which the City Council considers the item). Funding Availability: Sufficient funds for FY2010 -11 are available as a result of salary savings due to vacant budgeted positions in the Parks & Trees Division. The requested budget for FY2011 -12 will include the full value of the amendment. Amendment No. Two To Contractor Agreement With Merchants Landscape Services, Inc. To Provide Landscape Maintenance For City Medians And Roadways January 11, 2011 Page 3 Prepared by: Maurice Turn r Administrative Analyst Attachments: 1. Bid Summary 2. Contract Amendment Director Amendment No. Two To Contractor Agreement With Merchants Landscape Services, Inc. To Provide Landscape Maintenance For City Medians And Roadways January 11, 2011 Page 4 ATTACHMENT 1 Summary of OASIS Senior Center Landscape Maintenance Bids Merchants $3,670 - Park West $4,250 $580 TruGreen $4,500 $830 Amendment No. Two To Contractor Agreement With Merchants Landscape Services, Inc. To Provide Landscape Maintenance For City Medians And Roadways January 11, 2011 Page 5 ATTACHMENT 2 Contract Amendment AMENDMENT NO. TWO TO CONTRACTOR AGREEMENT WITH MERCHANTS LANDSCAPE SERVICES, INC. TO PROVIDE LANDSCAPE MAINTENANCE FOR CITY MEDIANS AND ROADWAYS THIS AMENDMENT NO. TWO TO CONTRACTOR AGREEMENT ( "Amendment No. Two "), is entered into as of this 11TH day of January, 2011, by and between the CITY OF NEWPORT BEACH, a California Municipal corporation ( "City "), and MERCHANTS LANDSCAPE SERVICES, INC., a California corporation whose address is 1639 East Edinger Avenue, Suite C, Santa Ana, CA 92705 ( "Contractor "), and is made with reference to the following: RECITALS: A. On November 13, 2007 City and Contractor entered into an Agreement for landscaping and maintenance services for the City's Medians and Roadways ( "Agreement "). B. On September 14, 2010 City and Contractor entered into an amendment to the Agreement to reflect reduced rates for services ( "Amendment No. One "). C. Contractor currently provides landscape and maintenance services for approximately 96 acres of the City's median and roadway areas, including turf, ground cover, tree and hardscape maintenance ( "Project "). C. By way of a competitive bidding process, Contractor has been selected to provide landscape maintenance services to the City's new OASIS Senior Center. D. City desires to enter into this Amendment No. Two to reflect the addition of landscape maintenance services at the OASIS Senior Center, as provided herein. NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows: 1. SCOPE OF WORK Section 2, subpart A of the Agreement shall be supplemented to include the addition of services at the frequency as described in Exhibit A and at the location described in Exhibit B. All exhibits are attached hereto and incorporated herein by reference. 2. COMPENSATION Section 6 of the Agreement shall be amended hereby and the following is substituted in its entirety: City shall pay to Contractor an amount not to exceed Seven Hundred Sixty Thousand and no /100 ($760,000.00) per Agreement year without prior written authorization from City ( "Total Amended Annual Compensation "). Contractor shall Merchants Landscape Services, Inc. Page 1 submit invoices to City on a monthly basis. City shall pay invoices within thirty (30) days after approval of an invoice 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 specificed in Section entitiled "Notices" in the Agreement. 2.1 The Total Amended Annual Compensation reflects the addition of Fifty Thousand Dollars ($50,000.00) per Agreement year. 3. INTEGRATED CONTRACT Except as expressly modified herein, all other provisions, terms, and covenants set forth in Agreement shall remain unchanged and shall be in full force and effect. [SIGNATURES NEXT PAGE] Merchants Landscape Services, Inc. Page 2 APPROVED AS TO FORM: OFFICE OF THE CITY ATTORNEY Leonie MUIVI Assistant City Attorney ®� ATTEST: 0 Leilani I. Brown City Clerk CITY OF NEWPORT BEACH, A California Municipal Corporation 0 Michael F. Henn Mayor CONTRACTOR: MERCHANTS LANDSCAPE SERVICES, INC., a California Corporation Name: Title: By: Name: Title: [END OF SIGNATURES] Attachments: Exhibit A — OASIS Senior Center Maintenance Frequency Summary Exhibit B — OASIS Senior Center Map Merchants Landscape Services, Inc. Page 3 EXHIBIT A OASIS Senior Center Maintenance Frequency Summary FUNCTION FREQUENCY Irrigation Inspection Weekly Turf Maintenance Mowing Weekly Edging At each mowing Clipping Removal At each mowing String Trimming At each mowing Fertilize 2 times /year Vertical Mow Once /year Aerate Slice -type on all Once /year Pest and Weed Control As needed Visual Inspection Weekly Topdress Application Twice/ ear Ground Cover Maintenance Trim 4 times /year Fertilize Twice /year Pest and Weed control As needed Visual Inspection Weekly Pre-emergent Application Twice/ ear Shrub, Vine, and Tree Maintenance Trim Four times /year Fertilize Twice /year Restake /Check Each site visit/every two weeks min. Visual Inspection Weekly Hardsca a Maintenance Six days/ week Grounds Policing /Litter Removal, Including Specialty /Sports Areas Six days/ week, Seven days/ week and Park Amenities Memorial Day thru Labor Da Site Inspection Six days/ week Merchants Landscape Services, Inc. Page 4