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CC - CONSENT ITEM: Approval of an Amendment to an Existing General Services Agreement with Creative Zen, Inc. for Maintenance of the City’s Japanese Garden in an Additional Amount of $33,050 for a Total Not-to-Exceed $82,050 through June 30, 2026.
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Meeting Date: October 27, 2025
Contact Person/Dept.: Ted Stevens/PRCS
Phone Number: (310) 253-6682
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Attachments: Yes [] No [X]
Commission Action Required: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (10/22/2025)
Department Approval: Ted Stevens, PRCS Director (10/06/2025)
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RECOMMENDATION
Staff recommends the City Council approve an amendment to an existing general services agreement with Creative Zen, Inc. for maintenance of the City’s Japanese Garden in an additional amount of $33,050 for a total not-to-exceed $82,050 through June 30, 2026.
BACKGROUND/ DISCUSSION
Authentic Japanese gardens require regular upkeep to maintain their intricate, naturalistic designs. Maintaining the unique form of trees and other features requires a gardener with specialized knowledge of Japanese garden aesthetics and techniques. In addition, leaves must be swept regularly and weeds removed frequently to maintain the pristine, serene atmosphere and clear gravel.
On April 16, 2025, the City entered into a general services agreement with Creative Zen, Inc. to maintain the Japanese Garden, which was donated by Culver City’s Sister City of Kaizuka, Japan. It is located at the Julian Dixon Library at 4975 Overland Ave.
The scope of the agreement includes regular garden maintenance, such as:
• General cleaning services such as weeding, light pruning for small shrubs, and garden covers.
• Pond and water feature cleaning and maintenance.
• Trash removal that is associated with the garden, such as dead leaves and vegetation.
Yearly tree pruning services are also included and detailed in the agreement. Public vandalism or any major human causing trash are not included in the maintenance.
The Parks, Recreation and Community Services (PRCS) Department received quotes from vendors and selected Creative Zen, Inc. based on their knowledge of Japanese gardens and their pricing. Creative Zen, Inc. needed to complete extra maintenance at the beginning of their contract in order to do much needed repair to the garden. Staff is requesting an addition $33,050 to continue maintenance services through June 30, 2026, bringing the total not-to-exceed amount to $82,050. PRCS plans to complete a request for proposals for interested companies in spring of 2026 in order to enter a multi-year agreement with a company beginning in Fiscal Year 2026-2027.
FISCAL ANALYSIS
Sufficient funding for these services is included in the Adopted Budget for Fiscal Year 2025-2026 in Account No. 10130100.619800 (PRCS Administration - Other Contractual Services) which can be found in the PRCS Department section of the budget book on page 310.
ATTACHMENTS
None.
MOTIONS
That the City Council:
1. Approve an amendment to an existing general services agreement with Creative Zen, Inc. for maintenance of the City’s Japanese Garden in an additional amount of $33,050 for a total not-to-exceed $82,050 through June 30, 2026;
2. Authorize the City Attorney to review/prepare the necessary documents; and
3. Authorize the City Manager to execute such documents on behalf of the City.