01-18-2011 - Extension of Contract for Landscape Maintenance Districts 6 & 7City of West Covina
TO: Andrew G. Pasmant, City Manager MemOrandum
and City Council AGENDA
ITEM NO. 8
FROM: Shannon A. Yauchzee, Director/City Engineer DATE January 18, 2011
Public Works Department
SUBJECT: EXTENSION OF CONTRACT FOR LANDSCAPE MAINTENANCE
DISTRICTS 6 AND 7
RECOMMENDATION:
It is recommended that the City Council approve a second five-year extension to the current
landscape maintenance contract for Maintenance Districts 6 and 7 with Campesino Landscape
effective February 28, 2011 with a total of 2.5% decrease and authorize the Public Works
Director/City Engineer and City Clerk to execute the contract.
DISCUSSION:
Maintenance District 6 (MD6) and Maintenance District 7 (MD7) were established in 1980.
Assessments are collected for the maintenance of natural areas, hardscape, and sprinkler systems
in these Maintenance Districts as well as for rodent control. MD6 is located west of Grand
Avenue, south of Cameron Avenue. It contains of approximately 87 acres, of which 9 are
landscaped. MD7 is located near Hillside Drive and Citrus Street and consists of approximately
31 acres, of which 22 are landscaped.
In November 2000, Campesino Landscape of Corona was awarded a five-year contract for the
landscape maintenance of these Districts. In November 2005, the City Council extended the
contract with Campesino Landscape when they agreed to a 10% reduction to that contract.
However, during this five-year period, an additional 9.25 acres of landscape maintenance was
added to MD7 with the acceptance of new housing developments which increased the contract
amount to $7,492.56 per year.
This five-year extension will expire in February 2011. Staff contacted Campesino Landscape
and they have agreed to an additional five-year contract extension with an additional 2.5%
reduction to their current contract price.
ALTERNATIVES:
1. Extend the contract offer to Campesino Landscape for an additional five-year period with a
total of 2.5% decrease; it is very unlikely that putting the work out for bid would reduce costs
any further. Staff recommends this option.
2. Reject the offer to extend the five-year contract with Campesino Landscape including the
2.5% additional decrease in contract costs and re -bid the contract. Staff does not recommend
this time consuming and costly alternative.. Should the City Council give staff direction to re-
bid this contract, authorization must be given to the Public Works Director/City Engineer and
City Clerk to execute a month -to -month extension while this contract is going through the
formal bid process.
FISCAL IMPACT:
The current contract amount with Campesino is $78,469.80 annually. With this additional 2.5%
decrease, the contract will be reduced to 76,508.06. Sufficient funds are currently available in
the 2010-2011 MD6 and MD7 operating budget Account Nos. 186.41.4145.6130 and
187.41.4145.6130 respective) .
Prepare Carl lair Reviewed/Approved b : Shannon A. Yauchzee
Acting Maint. Operations Mana r Director/City Engineer
Reviewed/Approved by:
Finance
Campesino_5-YR Extension —Rev