Title
Supplemental Contract: Weed Abatement Services in City Parks and Open Spaces [Published for 10-Day Review 11/21/2024]
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FileID
File ID: 2024-01914
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Location
Location: Citywide
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Recommendation
Recommendation: Pass a Motion: 1) authorizing the City Manager or the City Manager’s designee to execute Supplemental Contract No. 3 to City Agreement No. PRC002738 with Elite Service Experts for weed abatement services in the amount of $337,089, increasing the total not-to-exceed amount to $1,050,093 over the five-year term; and 2) resetting the City Manager’s authority to execute contract supplements.
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Contact
Contact: Shawn C. Aylesworth, Park Maintenance Manager, (916) 808-4070, scaylesworth@cityofsacramento.org, Youth, Parks, & Community Enrichment Department (YPCE)
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Presenter
Presenter: None
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Attachments
Attachments:
1-Description/Analysis
2-Supplemental Contract No. 3: Weed Abatement Services in City Parks and Open Spaces
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Description/Analysis
IssueDetail
Issue Detail: The Department of Youth, Parks, & Community Enrichment (YPCE) is responsible for providing weed abatement services for city parks and open spaces. Weed abatement is an annual safety requirement to remove dry weeds and keep grasses at a maximum height of 12” during fire season.
On April 2, 2024, Council authorized the City Manager or the City Manager’s designee, to execute a contract (PRC002738) with Elite Service Experts for weed abatement services in City parks and open spaces for an amount not to exceed $632,687 for a contract term not to exceed five years. (File ID: 2024-00710.)
On August 20, 2024, Council authorized the City Manager or the City Manager’s designee, to execute Supplemental No. 2 to City Agreement No. PRC002738 with Elite Service Experts, bringing the total not-to-exceed amount to $713,004. (File ID: 2024-01430.)
Due to the annual safety requirement to remove dry weeds and maintain grasses at a maximum height of 12” during fire season across the city, along with the addition of new parks and the need for a balanced workload for existing staff, supplemental and enhanced services are necessary.
YPCE is requesting authorization for the City Manager or the City Manager’s designee to execute Supplemental Contract No. 3, increasing the not-to-exceed amount of the contract by $337,089 (equal to the cost of the additional weed abatement services) to $1,050,093. Approving Supplemental Contract No. 3 will allow YPCE to maintain City parks and open spaces effectively and meet the annual safety requirement for weed abatement.
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PolicyConsiderations
Policy Considerations: The recommendations in this report are in accordance with the provisions of the City Code Chapter 3.56 related to the procurement of non-professional services and supplies.
The Sacramento City Code Section 4.04.020 and Council Rules of Procedure (Chapter 7, Section E. 2.d.) mandate that unless waived by a 2/3 vote of the City Council, all labor agreements and all agreements greater than $1,000,000 shall be made available to the public at least ten (10) days prior to Council action. This item was published for 10-Day review on November 21, 2024.
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EconomicImpacts
Economic Impacts: Not applicable.
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EnvironmentalConsiderations
Environmental Considerations: Under section 15301, subsection (h) of the California Environmental Quality Act Guidelines (14 Cal. Code of Regs., §§ 15000, et seq.), maintenance of existing landscaping is exempt from environmental review, as it involves no expansion of use.
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Sustainability
Sustainability: The landscape maintenance services received under this contract will support the goals of the City of Sacramento’s Sustainability Master Plan by contributing to the quality of life by promoting “greening” within the city.
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Commission/Committee Action
Commission/Committee Action: None.
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RationaleforRecommendation
Rationale for Recommendation: On January 4, 2024, YPCE, in accordance with the City Code Chapter 3.56 issued Invitation for Bid No. B24191311004 for weed abatement services in City parks and open spaces. The City received 12 bid responses. The lowest responsive and responsible bidder was determined to be Elite Service Experts.
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FinancialConsiderations
Financial Considerations: The original contract for the period beginning April 2024, had a not-to-exceed amount of $632,687. Supplement No. 1 increased the contract total to $678,738.79. Supplement No. 2 increased the contract total to $713,003.79. The proposed Supplement No. 3, in the amount of $337,089, will bring the total not-to-exceed to $1,050,093 over the five-year contract.
There is sufficient funding in YPCE’s current annual operating budget for this contract. Any future extensions of this contract will be subject to sufficient funding in the applicable fiscal years’ budget.
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LocalBusinessEnterprise
Local Business Enterprise (LBE): Elite Service Experts is an LBE.
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