City of Culver City, California
Agenda Item Report
Meeting Date: 06/13/11 Item Number: JC-2
JOINT CITY COUNCIL/REDEVELOPMENT AGENCY BOARD AGENDA ITEM:
Approval of a Tri-Party Professional Services Agreement with Marina Landscape to
provide Landscape Maintenance Services for the Period July 1, 2011 through June
30, 2014.
Contact Person/Dept.: Patrick Reynolds,
Parks Manger; John Fisanotti, Project
Manager-Redevelopment Agency; Lee
Torres, Associate Engineer.
Phone Number: (310) 253-6470; (310) 253-
5767; and, (310) 253-5623, respectively.
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [X] Attachments: []
Commission Action Required Yes [] No [X] Date: ___________________
Public Notification: (E-Mail) Meetings and Agendas – City Council (06/08/11); (E-Mail)
Meetings and Agendas – Redevelopment Agency (06/08/11); (E-Mail) Marina Landscape
(06/08/11).
Department Approval: Dan Hernandez
(05/27/11); Sol Blumenfeld (06/06/11);
Charles D. Herbertson (06/06/11)
City Attorney Approval:
Carol Schwab (by H. Baker) (06/08/11)
Agency General Counsel Approval:
Murray Kane (06/08/11)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (06/08/11)
City Manager/Executive Director Approval:
John M. Nachbar (06/08/11)
RECOMMENDATION:
Staff recommends the City Council and the Redevelopment Agency Board (Agency
Board) approve a tri-party professional services agreement with Marina Landscape
to provide landscape maintenance services for the period July 1, 2011 through June
30, 2014.
BACKGROUND:
Although personal and professional services are exempted from the formal bidding
process pursuant to Culver City Municipal Code (CCMC) Section 3.07.085, due to
the extensive scope of services involved, a formal bid process was initiated for
landscape maintenance services in early 2009. The bid document required bidders
to submit a price for the initial, two-year contract term and prices for two subsequent
years, should the City choose to extend the contract. Eight bid proposals were
received and reviewed by staff. On June 22, 2009 the City Council awarded a two
year contract for landscape maintenance services to Marina Landscape, in the
amount of $308,904 ($154,452 per year), which included the following areas in the
scope of service:
City of Culver City, California
Agenda Item Report
• City Hall, Fire Station #1, Police Station, downtown streetscape and parking lots;
• Ballona Creek, Studio Estates, and Higuera Street Landscape Maintenance
Districts; and
• Various landscape areas including the Armory, Culver Boulevard Bikeway,
Hayden Avenue Tree Planters, Ocean Drive (CCHS Bridge Approach), Public
Services Building, Sanitation Transfer Station, Culver City sign slope, Los
Angeles County Library, Transportation Facility, Senior Center, sewer lift
stations, parkways, strips and cul-de-sacs and median islands.
After Fire Station #3 was built, the responsibility for landscape maintenance services
was given to the Parks Division. The Parks Division added Fire Station #3 to the
scope of services being provided by Marina Landscape for an additional amount of
$400 monthly or $4,800 annually.
On November 16, 2009, the agreement was amended to become a tri-party
agreement with the Culver City Redevelopment Agency (Agency) in order to include
service to Agency owned properties. An amendment was also added on behalf of
the Public Works/Engineering Department for the Ballona Creek Bikeway so that
today, landscape maintenance services are provided by Marina Landscape to
multiple City-owned properties.
DISCUSSION:
The current agreement with Marina Landscape expires on June 30, 2011. Over the
past two years, staff has observed that the services rendered by Marina Landscape
have been excellent. The company and their staff members have proven to be
professional, detail oriented, properly supervised and above industry standards. In
addition, the services provided by Marina Landscape are competitively priced.
Therefore, staff recommends the City Council and the Agency Board approve a tri-
party professional services agreement with Marina Landscape to provide landscape
maintenance services for multiple City properties for the three year period July 1,
2011 – June 30, 2014. Pursuant to CCMC Section 3.07.050, in early 2014, a formal
or informal bidding process will be initiated for landscape maintenance services
since the same contractor (Marina Landscape) will have been utilized for a period of
five years on the date that this agreement expires.
Contingency Account
Staff has observed that unforeseen circumstances sometimes arise requiring that
additional repairs and/or extra maintenance be provided by Marina Landscape which
are not covered under the scope of work for the basic weekly services. For
example, water main breaks, auto accidents that damage irrigation devices or
plantings, inclement weather and other such accidents or emergencies often require
immediate attention. To address these types of occurrences and other
unanticipated projects, staff is proposing that the Professional Service Agreement City of Culver City, California
Agenda Item Report
contain a contingency account to address these unforeseen circumstances. . The
contingency account would be available for use upon approval of the City
Manager/Executive Director. The proposed amount of the contingency account per
project area is outlined in the table below. Please note that a contingency account
was not requested for the Area Improvement Plan Projects as part of this
agreement.
FISCAL ANALYSIS:
There is adequate funding for the following services in the City Manager’s Proposed
Budget for Fiscal Year 2011/2012. For the remaining years, the appropriate
amounts will be included in the corresponding budgets for each project area.
However, the grant funding that has been provided for the maintenance of the
Ballona Creek Bikeway will expire after one year. Therefore, if the Parks Division
becomes responsible for the maintenance of the Bikeway in Fiscal Year 2012/2013
and beyond, an enhancement request will be submitted to cover the costs.
Currently, the Phase I and Phase II Area Improvement Projects are maintained by
Marina Landscaping. Funding for these services is provided directly by the
associated Assessment Districts created for this purpose. Should the Phase III
Assessment District receive voter approval and be formed, additional maintenance
efforts will be required in Fiscal Year 2012/2013. The maintenance of these projects
does not impact either the General Fund or Agency budget.
The following table presents a summary of the landscape maintenance services that
are proposed to be included in the Marina Landscape agreement:
Originating
Party
Service Location Annual
Amount
Parks City-wide
plus Fire Station #3
$154,452
$4,800
Contingency
Amount
Approx
%
Annual
Total
Account Number
City-wide Total $159,252 $16,823 10% $176,075 10133100.619800
PW/Eng. Ballona Creek
Bikeway
$3,600 $504 14% $4,104 41700900.619800
RA Media Park/Vacant
Lots
$26,900 $3,346 14% $30,246 48190100.619800
RA Area Improvement
Plan Projects: (1)
Phase I
Phase II
$3,000
$3,000
$6,000
42551000.619800
42552000.619800
Combined Total $190,752 $20,673 $216,425
$649,275
3-Year
Agreement Total
(1)The Assessment Districts for Phase I and Phase II of the Area Improvement Plan projects directly fund
the costs of for their maintenance. A reserve fund has already been collected relative to contingency.
City of Culver City, California
Agenda Item Report
MOTION:
That the City Council and Agency Board:
1. Approve a tri-party professional services agreement with Marina Landscape to
provide landscape maintenance services, and additional, as-needed services on
a contingency basis for a term ending on June 30, 2014 in an amount not-to-
exceed $649,275; and,
2. Authorize the City Attorney and Agency General Council to review/prepare the
necessary documents; and,
3. Authorize the City Manager/Executive Director to execute such documents on
behalf of the City and Agency, respectively.