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DATE:
TO:
FROM:
COUNCIL AGENDA REPORT
SEPTEMBER 5, 2013
MAYOR AND TOWN COUNCIL
GREG LARSON, TOWN MANAGER
MEETING DATE: 09/16/13
ITEM NO:
SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE AN AGREEMENT
FOR A NINE MONTH EXTENSION WITH GACHINA LANDSCAPE
MANAGEMENT FOR LANDSCAPE MAINTENANCE SERVICES IN AN
AMOUNT NOT TO EXCEED $20,187
RECOMMENDATION:
Authorize the Town Manager to execute an agreement for a nine month extension with Gachina
Landscape Management for landscape maintenance services in an amount not to exceed $20,187.
BACKGROUND:
As part of the adopted FY 2013/14 Operating Budget, the landscape services fund provides
funding for landscape services to median islands, including routine landscape maintenance.
The Town of Los Gatos has utilized contractual landscape maintenance services for the past
several years. Staff reviews such maintenance contracts periodically to ensure that the services
provided are being performed satisfactorily, competitively priced, and continue to meet Town's
expectations and contract terms.
DISCUSSION:
In July, 2011, the Town executed a two -year agreement from July 1, 2011 to June 30, 2103 for
landscape services with Gachina Landscape Management through a Request for Proposal
process. The agreement allowed for a two -year extension to the contract if both parties mutually
agreed to the terms of the extension. The annual maintenance cost for the services was $21,492.
Staff and Gachina Landscape Maintenance negotiated a mutually acceptable two -year extension
to the landscape maintenance services contract with no increase in annual cost. However,
because the cumulative cost of a two year extension would exceed the Town Manager's $50,000
authorization limit to enter into and sign agreements, the contract was only extended for 3
months, from July 1, 2013 through September 30, 2013.
Staffs is recommending that the Town Council authorize the Town Manager to extend the
current agreement an additional 9 months, for a total cumulative cost of $64,476. Staff intends
PREPARED BY: BOB KASS _
INTERIM DIRECTOR OF PARKS AND PUBLIC WORKS
Reviewed by: _Assistant Town Manager /)) Town Attorney
PAGE 2
SEPTEMBER 5, 2013
MAYOR AND TOWN COUNCIL
SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE AN AGREEMENT
WITH GACHINA LANDSCAPE MANAGEMENT FOR A NINE MONTH
EXTENSION IN AN AMOUNT NOT TO EXCEED $20,187
DISCUSSION (Cont'd.):
to re -bid the landscape maintenance contract after the first of the year and award a new contract
that would begin July 1, 2014.
CONCLUSION:
Staff recommends that the Town Council authorize the Town Manager execute an agreement
with Gachina Landscape Management for a nine month extension in an amount not to exceed
$20,187, for a total cumulative contract amount of $64,476.
ENVIRONMENTAL ASSESSMENT:
Is not a project defined under CEQA, and no further action is required.
FISCAL IMPACT:
The annual program cost for landscape maintenance services is funded through the adopted FY
2013/14 Operating Budget.