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Item 4B M E M O R A N D U M January 8, 2009 TO: Shana Yelverton, City Manager FROM: Chris Tribble, Interim Director of Community Services Approve the renewal of landscape maintenance contracts with SUBJECT: TruGreen LandCare in the amount of $93,894.40 ________________________________________________________________ Action Requested: Approve the renewal of landscape maintenance contracts with TruGreen LandCare in the amount of $93,894.40. Background Information: Funding in the amount of $249,269 is approved in the FY 2009 Parks Division General Fund Budget for contract landscape maintenance of City facilities, right-of-way and medians. Maintenance items include mowing, edging, fertilization, seasonal color, bed mulch, clean-up, irrigation, and tree, shrub, and groundcover maintenance. Maintenance of City right-of ways and medians includes trash pick-up, mowing, and trimming. TruGreen LandCare was originally awarded the landscape maintenance contract for City facilities, right-of-ways and medians in 2006, and City Council has renewed both of the landscape contracts with TruGreen for FY 2007 and FY 2008. TruGreen has expressed a desire to renew both contracts and has requested a 3.8% CPI increase as allowed (up to 4%) in the contract. This is the first increase requested to the original contract price. The new contract totals, including the requested increase, equate to $40,394.81 (City facilities) and $53,499.59 (right-of-way and medians) for a total of $93,894.40. Both contracts would be for a twelve month period ending on December 31, 2009. TruGreen continues to perform well, has proven very responsive and reliable, and has allocated the resources necessary to meet the City’s landscape maintenance expectations. Based on this, staff recommends the third of four renewal periods allowed under the existing contracts. Shana Yelverton, City Manager City Council Meeting Date – January 20, 2009 Page 2 of 12 Financial Considerations: Approved funding in the amount of $249,269 is available within the FY 2009 Parks Division General Fund Operating Budget for contract landscape services of City facilities, right-of-ways, and medians. Financial Impact: The approved FY 2009 budget was adjusted to account for an allowable 4% annual increase per the contract. Citizen Input/ Board Review: City Council review in January Legal Review: The City Attorney has previously reviewed and approved the standard form of agreement currently in place. Alternatives: Decision to approve renewal of contract as presented Decision not to approve renewal of contract as presented Supporting Documents: Supporting documents include the following: Copy of the renewal letter with TruGreen LandCare  Line item pricing showing requested increase  Staff Recommendation: Approve the renewal of landscape maintenance contracts with TruGreen LandCare in the amount of $93,894.40. Shana Yelverton, City Manager City Council Meeting Date – January 20, 2009 Page 3 of 12 Shana Yelverton, City Manager City Council Meeting Date – January 20, 2009 Page 4 of 12 Shana Yelverton, City Manager City Council Meeting Date – January 20, 2009 Page 5 of 12 Shana Yelverton, City Manager City Council Meeting Date – January 20, 2009 Page 6 of 12 Shana Yelverton, City Manager City Council Meeting Date – January 20, 2009 Page 7 of 12 Shana Yelverton, City Manager City Council Meeting Date – January 20, 2009 Page 8 of 12 Shana Yelverton, City Manager City Council Meeting Date – January 20, 2009 Page 9 of 12 Shana Yelverton, City Manager City Council Meeting Date – January 20, 2009 Page 10 of 12 Shana Yelverton, City Manager City Council Meeting Date – January 20, 2009 Page 11 of 12 Shana Yelverton, City Manager City Council Meeting Date – January 20, 2009 Page 12 of 12