Report to Mayor and City Council
Tuesday, December 06, 2016
Consent
SUBJECT:
Title
CONSIDER EXTENDING THE AGREEMENT FOR LANDSCAPED MEDIAN MAINTENANCE SERVICES TO THE CITY (CITY COUNCIL)
Body
I. SUMMARY
On September 20, 2016, staff requested that City Council approve a contract amendment with Swayzer Corporation for an additional nine month period effective July 1, 2016, through March 30, 2017. After reviewing staff’s recommendation, the City Council authorized a six month extension to the existing contract for the period of July 1, 2016, through December 31, 2016 (Exhibit No. 1).
Due to the upcoming expiration of the current contract amendment, staff is requesting a 90 day extension to complete the Request for Proposal (RFP) process for landscaped median maintenance services.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. APPROVE the extension of the agreement for landscaped median maintenance services with Swayzer Corporation for an additional 90 days, January 1, 2017 through March 31, 2017 at a cost of $15,125 per month.
2. AUTHORIZE the Mayor to execute the contract amendment with Swayzer Corporation, following approval as to form by the City Attorney.
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III. ALTERNATIVES
TAKE any other action the City Council deems appropriate and consistent with the law.
IV. BACKGROUND
The City’s median infrastructure consists of approximately 45 acres, which encompasses hardscape, turf, planter and landscaped medians. On September 20, 2016 the City Council approved a six month extension to Swayzer Corporation effective July 1, 2016 through December 31, 2016 at $16,500 per month. Due to the ongoing construction at the Carson Street Improvement Plan, the City received a discounted monthly rate of $15,125 on median maintenance services. As a result, the City is saving $1,375 per month.
Staff is requesting a 90 day extension of the contract amendment in order to complete the Request for Proposal (RFP). There has been a delay in the process as staff verified data to ensure an accurate bid process. Verification included confirmation of total number of center medians and slope area square footage. Staff has finalized the RFP and will forward to the Purchasing Division for processing.
V. FISCAL IMPACT
There is no additional fiscal impact. Based on prior year expenses, the annual cost of $198,000 for the landscaped median maintenance contract was included in the FYI 16/17 General Fund budget under account number 01-80-840-108-6005.
VI. EXHIBITS
1. Exhibit No 1 Disposition for September 20, 2016, Item No. 19 (pg. 3)
1.
Prepared by: Christopher Ortiz, Public Works Operations Manager