HomeMy WebLinkAboutItem 26 - Right -of -Way Maintenance ServicesPublic Works Agency
www.santa-ana.org/pw
Item # 26
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
September 7, 2021
TOPIC: Right -of -Way Maintenance Services
AGENDA TITLE
Amend Agreement with Landscape West Management Services, Inc., to Increase the
Annual Contract Amount by $1,000,000 for Right -of -Way Maintenance Services and Add
Two Maintenance Worker Positions to the Public Works Agency at an Estimated Annual
Cost of $260,000 (Revive Santa Ana Program)
RECOMMENDED ACTION
Authorize the City Manager to execute an amendment to the agreement with
Landscape West Management Services, Inc., for increased cleaning and sanitizing of
the City's public right-of-way, increasing the compensation amount for Fiscal Year
2021-22 only by $1,000,000, for a total annual amount not to exceed $2,270,000 and
a total agreement amount not to exceed $6,080,000 for the remaining term of the
agreement, ending on June 30, 2023, with an option for a two-year extension
exercisable by the City Manager, subject to non -substantive changes approved by the
City Manager and City Attorney.
2. Authorize an adjustment to the American Rescue Plan Act (ARPA) spending plan in
the amount of $1,800,000 and approve an appropriation adjustment, moving funding
from Reserve for Revenue Loss Allocation to the Sanitation & Prevention Project.
3. Amend the City's Fiscal Year 2021-22 Annual Budget to add two limited -term
Maintenance Worker II positions to the Public Works Agency, at an estimated annual
cost of $260,000, for a five-year period.
DISCUSSION
The Public Works Agency Maintenance Services Division (Maintenance Services
Division) maintains the City's public right-of-way. The services include, but are not limited
to, weed mitigation and removal, homeless encampment clean up, trash removal, and
sanitizing of the public right-of-way. Due to the COVID-19 global pandemic, enhanced
sanitization and cleaning of high -traffic pedestrian and bicyclist areas is needed.
On July 20, 2021, Council approved the spending plan for Revive Santa Ana, which will
be funded by the American Rescue Plan Act of 2021 (ARPA). The spending plan included
Amend Right -of -Way Cleaning & Sanitizing Services Agreement
September 7, 2021
Page 2
a $500,000 allocation for Sanitation & Prevention Programs; staff recommends increasing
this allocation by $1,800,000 for a total of $2,300,000. The Sanitation & Prevention
Programs will increase sanitization efforts, encourage healthy activities, improve
recovery, and potentially reduce the spread of COVID-19.
Landscape West Management Services, Inc., has provided public right-of-way
maintenance services such as median landscape maintenance, and homeless
encampment and debris clean up services to the City since July 2019. Staff recommends
increasing the level of service provided by Landscape West Management Services, Inc.,
to quickly implement the enhanced sanitization and cleaning services of high -traffic
pedestrian and bicyclist areas. To fund the enhanced services, staff recommends
increasing the agreement amount by $1,000,000 for FY 2021-22 only. Increased staffing
will be needed to perform the cleaning services and staff requests the addition of two
Public Works Maintenance Worker II positions, which will be advertised with a five-year
limited term, for a total cost of $1,300,000. The positions will be limited -term given that
ARPA funding guidelines require funding to be exhausted no later than December 31,
2026.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with the action.
FISCAL IMPACT
Funds are available for expenditure in the current Fiscal Year 2021-22 from the accounts
listed on the table below and will be budgeted in subsequent fiscal years. Funds will be
spent according to the spending plan below:
Fiscal
Accounting Unit
Fund
Accounting Unit,
Amount
Year
— Account #
Description
Account Description
CURRENT ANNUAL CONTRACT (YEAR 1 OF FIRST 2-YEAR EXTENSION)
Special Gas
Median Landscaping,
02917635-62300
Tax
Contract Services-
$310,300
Professional
2021-22
Special Gas
Median Landscaping,
02917635-62320
Tax
Maintenance & Repair
$959,700
Building & Grounds
REQUESTED AMENDMENT
American
American Rescue Plan
2021-22
18117013-62300
Rescue Plan
Act-PWA,
$1,000,000
Act
Contract Services -
Professional
ADJUSTED SUBTOTAL
$2,270,000
Amend Right -of -Way Cleaning & Sanitizing Services Agreement
September 7, 2021
Page 3
Fiscal
Accounting Unit
Fund
Accounting Unit,
Amount
Year
— Account #
Description
Account Description
ANNUAL CONTRACT (YEAR 2 OF FIRST 2-YEAR EXTENSION)
Special Gas
Median Landscaping,
2022-23
02917635-62320
Tax
Maintenance & Repair
$1,270,000
Building & Grounds
SUBTOTAL
$1,270,000
FIRST 2-YEAR EXTENSION ADJUSTED TOTAL
$3,540,000
OPTIONAL SECOND 2-YEAR EXTENSION
Special Gas
Median Landscaping,
2023-24
02917635-62320
Tax
Maintenance & Repair
$1,270,000
Building & Grounds
Special Gas
Median Landscaping,
2024-25
02917635-62320
Tax
Maintenance & Repair
$1,270,000
Building & Grounds
OPTIONAL SECOND 2-YEAR EXTENSION SUBTOTAL
$2,540,000
GRAND TOTAL
$6,080,000
Revive Santa Ana
Account 18117013-61000's
Maintenance Worker II
2021-22
2026-27
Fiscal Year
6-Month
2022-23
2023-24
2024-25
2025-26
6-Month
Total Cost
Cost
Cost
Salaries &
$100,000
$200,000
$220,000
$240,000
$260,000
$140,000
$1,160,000
Benefits
Miscellaneous
$104,000
$8,000
$8,000
$8,000
$8,000
$4,000
$140,000
Expense*
ESTIMATED
TOTAL
$204,000
$208,000
$228,000
$248,000
$268,000
$144,000
$1,300,000
COST**
*Includes vehicle and equipment expenses
**Cost is for two Maintenance Worker 11 positions
EXHIBIT(S)
1. Fifth Amendment to Agreement with Landscape West Management, Inc.
Submitted By: Nabil Saba, P.E., Executive Director — Public Works Agency
Approved By: Kristine Ridge, City Manager
EXHIBIT 1
FIFTH AMENDMENT TO AGREEMENT TO PROVIDE RIGHT OF WAY
AND MEDIAN LANDSCAPE MAINTENANCE SERVICES
THIS FIFTH AMENDMENT to the above -referenced agreement is entered into on
September 7, 2021, by and between Landscape West Management Services, Inc.
("Contractor''), and the City of Santa Ana, a charter city and municipal corporation
organized and existing under the Constitution and laws of the State of California ('`City").
RECITALS
A. The parties entered into Agreement No. A-2019-103, dated July 2, 2019, by which
Contractor agreed to provide right-of-way and median landscape maintenance services for
the Maintenance Services Division of the Public Works Agency ("Agreement"),
B. On September 26, 2019, the parties entered into First Amendment No. N-2019-195 to
increase the scope of services and the amount expended under the Agreement from $770,000
to $1,020,000 for the period ending June 30, 2020.
C. On May 5, 2020, the parties entered into Second Amendment No. A-2020-095 to further
increase the amount expended under the Agreement from $1,020,000 to $1,055,000 for the
period ending June 30, 2020.
D. On December 1, 2020, the parties entered into the Third Amendment No. A-2020-248 to
further increase the amount expended under the Agreement for the period ending June 30,
2021 and any extension periods to $1,020,000 annually.
E. The original term of the Agreement was for two years until June 30, 2021 with one, two (2)
year extension that was authorized on April 23, 2021. The Agreement remains in effect
through June 30, 2023.
F. On July 20, 2021, the parties entered into the Fourth Amendment A-2021-133 to further
increase the amount expended under the Agreement from $1,020,000 annually to
$1,270,000 annually.
G. The parties now wish to further amend the Agreement to increase the amount to be expended
under the Agreement for fiscal year ("FY") 21-22.
The Parties therefore agree:
1. Section 2, Compensation, is amended to increase the annual sum to be expended under the
the Agreement for FY 2021-2022 only, from $1,270,000 to $2,270,000 for increased cleaning
and sanitizing services. The annual amount for FY 2022-2023 and the second optional
extension (if exercised) will remain $1,270,000.
2. Except as modified by this Fifth Amendment, and all prior amendments, all terms and
conditions of the Agreement shall remain in full force and effect.
Page 1 of 2
IN WITNESS WHEREOF, the parties hereto have executed this Fifth Amendment to the
Agreement on the date and year first written above.
ATTEST:
Daisy Gomez
Clerk of the Council
APPROVED AS TO FORM:
Sonia R. Carvalho
City Attorney
By: Luna, A. R
Laura A. Rossini.
Chief Assistant City Attorney
RECOMMENDED FOR APPROVAL
Nabil Saba
Executive Director
Public Works Agency
CITY OF SANTA ANA
Kristine Ridge
City Manager
CONTRACTOR
Name: µk',(Rae
Title: �c.osat��Y
Page 2 of 2