(6)AR 061510 Contract/CTAI Pacific Greenscape

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DATE: TO: FROM: PREPARED BY: SUBJECT: ITEM NO. 05 STAFF REPORT JUNE 15, 2010 HONORABLE MAYOR AND CITY COUNCIL ROD FOSTER, CITY MANAGER MARITZA TAPIA, INTERIM PUBLIC WORKS DIRECTO LANDSCAPE AND LIGHTING MAINTENANCE DISTRICT 1 AND 2 LANDSCAPING SERVICES RECOMMENDED ACTION It is recommended that the City Council: 1) award a maintenance agreement for Landscaping services for the Landscape and Lighting Maintenance District 1 and 2 to CTAI Pacific Greenscape for Fiscal Year 2010/2011 at an annual amount not to exceed $192,000; 2) authorize the City Manager to execute the City's standard maintenance agreement on behalf of the City with any non -substantive revisions approved by the City Attorney. GOAL STATEMENT The proposed action will support the City's goal to continue to maintain its landscaped areas within the community. BACKGROUND During fiscal year 2005/2006, staff solicited bids for Landscape Lighting Maintenance District (LLMD) landscape maintenance services. At this time the maintenance costs were exceeding revenues received by these districts. The lowest bid received was able to provide these services at a lower rate, therefore no longer requiring the city's general fund to supplement the LLMD fund. The award of the maintenance agreement to the lowest bidder, resulted in annual savings to the city of over $150,000 for both districts. When the maintenance services for LLMD 1 and 2 were provided in-house, the expenditures exceeded revenues between FY 2002/2003 — FY 2004/2005, by a total of $572,106. On September 6, 2005, a contract was awarded to EZ Sunnyday Landscape to perform landscaping services for the LLMD 1 and LLMD 2 areas. The existing contract was renewable for up to four (4) renewable terms, with an end date of June 30, 2010. ISSUES/ANALYSIS In accordance with Colton Municipal Code (CMC) Section 3.08.110, Ordinance 0-12-03 the Public Works Department solicited and received proposals for landscaping services. Five (5)