Title
Recommendation to Authorize the City Manager to Execute a First Amendment to the Agreement with Trimacs Maintenance & Landscape Construction, Inc., Extending the Term of the Agreement by Thirteen Months and Increasing the Compensation to an Amount Not to Exceed $65,882, for an Aggregate Amount Not to Exceed $129,845, for Landscape Services in City of Alameda Island City Landscape and Lighting District 84-2, Zone 6 - Marina Village. (Public Works 275.6)
Body
To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
In 1984, the City Council established the Island City Landscaping and Lighting District 84-2 (District). The purpose of this assessment District is to provide enhanced maintenance in the public areas of the District's six zones throughout the City of Alameda (City) through the use of property owner assessments. The Marina Village commercial area is Zone 6 (Zone) of the District.
The Public Works Department is tasked with delivering enhanced maintenance in the District. Under a service provider agreement, Trimacs provides the landscape services in the public areas of the Zone. The first amendment allows Trimacs to continue to provide these services to the Zone, including the operation, maintenance, and servicing of all public landscaping improvements, consisting of trees, medians, refuse containers, sidewalks, plant materials, pathways, irrigation systems, lighting systems, and associated appurtenant facilities.
BACKGROUND
On February 13, 2018, the Public Works Department sent out a Request for Proposals for landscape maintenance within the public right-of-way and the public parkland within the Marina Village Business Park.
On May 30, 2018, the City awarded a contract to Trimacs in the amount of $63,963 for the term of May 21, 2018 to May 31, 2019. The City selected this contractor based upon its proven ability to provide the necessary landscape services.
DISCUSSION
A First Amendment to the Agreement, extending the term to June 30, 2020, is needed to continue the operation, maintenance, and servicing of all public landscaping improvements. The associated compensation for this extension is capped at $65,881.89. The total contract with Trimacs shall not exceed an aggregate amount of $129,845 (see Exhibits 1 and 2).
ALTERNATIVES
• Authorize an amendment to the Agreement with Trimacs Maintenance & Landscape Construction, Inc. for landscape services in the Island City Landscape and Lighting District Zone 6.
• Have this work performed in-house by Public Works Maintenance personnel. The Public Works Maintenance department does not currently have staffing to provide this service.
• Choose not to maintain the Assessment District improvements and pause collecting assessments.
FINANCIAL IMPACT
The funds for this project are budgeted in the Public Works Department’s account for the Landscape and Lighting District 84-2, Zone 6, Marina Village Fund (275.6). There is no impact to the General Fund.
|
Contract |
Approval Date |
Authorized Amount |
Expended to Date |
|
Original Contract |
5/21/2018 |
$ 63,963.00 |
$57,285.50 |
|
1st Amendment |
|
$ 65,882.00 |
|
|
Total |
|
$129,845.00 |
|
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action does not affect the Alameda Municipal Code.
ENVIRONMENTAL REVIEW
In accordance with California Environmental Quality Act (CEQA), this project is categorically exempt pursuant to CEQA Guidelines Section 15308, Actions by Regulatory Agencies for Protection of the Environment.
CLIMATE IMPACTS
Maintenance activities supported by these assessments can counter potential, near-term, negative impacts of climate change. Proper maintenance of landscape areas can have beneficial effects for storing carbon. During normal storms or larger storms fueled by climate-change, removal of landscaping debris from public areas can ensure proper storm drainage and decrease the risk of local flooding.
RECOMMENDATION
Authorize the City Manager to execute a First Amendment to the Agreement with Trimacs Maintenance & Landscape Construction, Inc., extending the term of the agreement by thirteen months and to increase compensation to an amount not to exceed $65,882, for an aggregate amount not to exceed $129,845, for landscape services in City of Alameda Island City Landscape and Lighting District 84-2, Zone 6 - Marina Village.
CITY MANAGER RECOMMENDATION
The City Manager recommends approval of the First Amendment.
Respectfully submitted,
Liam Garland, Public Works Director
By,
Amanda Eberhart, Management Analyst
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibits:
1. Original Agreement
2. First Amendment
cc: Eric Levitt, City Manager