HomeMy WebLinkAboutSR - AGR-5906.3 - THIRD AMENDMENT MAINTENANCE MANAGEMENT DEL RIO CFD & SANTIAGO HILLS LANDSCAPE ASSESSMENT DISTRICT*� .►.Q* AGENDA ITEM
February 10, 2015
TO: Honorable Mayor and
Members of the City Council
THRU: John W. Sibley
City anager
FROM: Marie Knig �b�
Community Services 'rector U
ReviewedNerified B
City Manager
- -- W
Finance Direc
To Be Presented By: Marie Knight
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11. SUBJECT
Third Amendment to Consultant Services Agreement No. 5906 with GKK Works, Inc. for maintenance
management services at the Santiago Hills Landscape Assessment District in the amount not to exceed
$51,160.00.
2. SUMMARY
GKK, Inc. has provided landscape management and capital project oversight for Santiago Hills
Assessment District and the Del Rio Community Facilities District since 2012 due to an ongoing staff
vacancy. This Amendment continues these services for the anticipated duration of the vacancy.
3. RECOMMENDED ACTION
1. Appropriate $6,585.88 from unreserved Fund 291 to 291.7026.51670.00000 (Other Professional and
Consulting Services); and
2. Approve the Amendment and authorize the Mayor and City Clerk to execute the Amendment on
behalf of the City.
4. FISCAL IMPACT
Upon appropriation, funds will be available to cover the cost of the Amendment as Follows:
291.7026.51670.0000 (Other Professional and Consulting Services) $51,160.00
5. STRATEGIC PLAN GOAL(S)
3a. Enhance and promote quality of life in the community — Refurbish, maintain, develop and /or expand
public use places and spaces.
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6. GENERAL PLAN IMPLEMENTATION
Infrastructure Element Goal 3.0: Ensure adequate maintenance of public rights -of -way to enhance
public safety and improve circulation.
Policy 3.2: Provide sufficient levels of street sweeping, landscaping, graffiti abatement, shopping cart
and bulk item removal from streets, sidewalks, alleys, and other public rights -of -way.
7. DISCUSSION and BACKGROUND
Background:
The Community Services Department manages maintenance contracts for all City landscapes including
the Santiago Hills Assessment District (SHAD), Sycamore Crossing Assessment District (Sycamore
Crossing), and Del Rio Community Facilities District (CFD). Direct oversight and contract management
of these facilities is the responsibility of the Parks Division. Under the Parks Division, the Landscape
Coordinator is responsible for contract management of the landscape services in these Assessment
Districts; all City facilities including police and fire, libraries, City Hall, Senior Center, public parking
lots, Plaza Park; Water Division facilities including water wells, headquarters offices, and the Water
Yard; medians and parkway landscapes; numerous planter areas within the street right of way.
In 2012, staffing shortages made it necessary to outsource contract management for maintenance of the
CFD. The City entered into a consultant services agreement with GKK Works, Inc. to manage the
maintenance contracts at the CFD for the landscape, irrigation, and other site amenities. That agreement
was amended in late 2012, and again in late 2013, to extend the term of the agreement for the CFD as
well as include maintenance management services for SHAD. Funding for the CFD will not be increased
in this proposed Amendment as sufficient funds remain for this current fiscal year. It is anticipated that
responsibility for maintenance services oversight of the CFD will be returned to City staff in fiscal year
2015 -2016.
Discussion:
The current Agreement with GKK and subsequent Amendments include maintenance management
services for CFD and SHAD. SHAD landscape and other facilities requiring maintenance oversight and
contract management are considerable. Previously, the Parks Landscape Coordinator allocated 25% of
his time to oversee SHAD. Currently the duties overseen by GKK include: weekly meetings with the
maintenance contractor; weekly site visits; response to resident inquiries and issues including site visits
(approximately 1 -2 per week); schedule and oversee repair work (irrigation, lighting, etc.); schedule and
oversee cyclical work such as tree trimming, painting, and pavement repairs; and management of two
capital projects. The two capital projects include installation of a central control irrigation system and
design and construction management for re- landscaping of portions of the District to reduce
maintenance and water costs. It is estimated that GKK Works, Inc. will spend approximately 16 hours
per month for twelve months managing the SHAD ongoing maintenance. Management of these two
capital projects will account for an additional estimate of 154 hours over a twelve -month period.
The current appropriation in Fund 291.7026.51670.00000 is sufficient to cover all but $6,585.88 of the
funds necessary for this Amendment for the current fiscal year. In the past, 25% of the Parks Landscape
Coordinator salary was charged to SHAD Fund 291. Currently, this position is vacant and no staff
charges are impacting the Fund, allowing for an annual offset of a portion of the consultant services
cost. The remaining funds required for the balance of FY 14 -15 will need to come from the Districts'
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ITEM 02/10/15
reserves. The costs of this Amendment that occur in FY 15 -16 will be appropriated as part of the annual
budget if so approved by City Council.
The Department is recommending continuation of its relationship with GKK Works, Inc. to oversee
landscape maintenance and project management of SHAD at a cost of $51,160.00 for an additional
twelve months. Funds to cover the cost of this Amendment have been allocated to Assessment Fund 291
through the annual budget process, and through the additional appropriation requested at this time.
Per the original Contract dated August 1, 2012, the City may for any reason terminate the Agreement
with GKK Works, Inc. by giving the Consultant not less than five days written notice of intent to
terminate. In the event the Department's Landscape Coordinator position is filled, this Contract
Amendment can be terminated with five days written notice to GKK Works, Inc.
8 ATTACHMENTS I
• Draft Third Amendment
3
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