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06-25-2019 CC Rpt 14COUNCIL AGENDA STAFF REPORT Chino I IiEI´┐Ż TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JUNE 25, 2019 MEMBERS FROM: CITY MANAGER ITEM NO:14 SUBJECT:AMENDMENT NO. 1 TO MAINTENANCE AGREEMENT A2014-080 WITH INTEGRATED VEGETATION MANAGEMENT, INC. RECOMMENDATION: Authorize execution of Amendment No. 1 to Agreement A2014-080 with Integrated Vegetation Management, Inc., (IVM) decreasing the annual amount from $23,400 to $6,500 and extending the termination date of their current contract from June 30, 2019, to September 30, 2019. BACKGROUND/ANALYSIS: In 2014, staff utilized the Request for Proposal process to evaluate lake maintenance firms for the twice weekly servicing of English Springs Park Lake. On June 24, 2014, the City Council authorized execution of a Maintenance Agreement with Integrated Vegetation Management, Inc., for an annual not -to -exceed amount of $23,400. The initial term was three years with two, one year renewal options. The final renewal option will end on June 30, 2019. The Joint Powers Insurance Authority recently provided a comprehensive proposal and specification document in order to reduce liability to its member agencies soliciting contract services. Staff will incorporate these new specifications in an upcoming Notice Inviting Bids for lake maintenance. Extending the IVM agreement will allow the time needed for staff to prepare the updated bid document. Therefore, staff is requesting a three-month renewal of Agreement A2014- 080 from July 1, 2019 to September 30, 2019 for a not -to -exceed amount of $6,500. ENVIRONMENTAL (CEQA) REVIEW: The proposed project is categorically exempt from the requirements of the California Environmental Quality Act (CEQA) pursuant to Title 14 California Code of Regulations § 15301 (h) as a Class 1 Categorical Exemption (Existing Facilities). This project involves maintenance of existing landscape and is not anticipated to have any significant impacts with regard to traffic, noise, air quality, or water quality. FISCAL IMPACT: There is sufficient funding in the Parks and Open Space budget to cover the Fiscal Year 2019-20 cost of Amendment No. 1 to IVM Agreement A2014-080. There is no impact on the General Fund with this item. 188/328 REVIEWED BY OTHERS: This agenda item has been reviewed by the Finance Director. Respectfully Submitted, Recommended By: Benjamin Montgorrfry f Nadeem Majaj f City Manager P.E., Director of Public Works Attachments Amendment No. 1 to Agreement No. A2014-080 189/328 CITY OF CHINO HILLS AMENDMENT NO. 1 TO AGREEMENT NO. A2014-080 BETWEEN THE CITY OF CHINO HILLS AND INTEGRATED VEGETATION MANAGEMENT, INC. THIS AMENDMENT No. 1 to Agreement No. A2014-080, dated June 24, 2014, is entered into in the State of California by and between the CITY OF CHINO HILLS, a California general law municipal corporation, hereinafter called "City", and INTEGRATED VEGETATION MANAGEMENT, INC. hereinafter called "Contractor". Amend Agreement A2014-080 as follows: 1. Extend Agreement term to September 30, 2019. 2. Decrease the annual not -to -exceed amount for Fiscal Year 2019/20 from $23,400 to $6,500. All other provisions of the agreement remain in effect. IN WITNESS WHEREOF, the City Council of the City of Chino Hills has caused this Amendment No. 1 to Agreement No. A2014-080 to be executed on June 25, 2019: CITY OF CHINO HILLS Cynthia Moran Mayor INTEGRATED VEGETATION MANAGEMENT, INC. (Signature) DAN FOX ATTEST: (Printed name/Title) Cheryl Balz (Date) City Clerk (Date) APPROVED AS TO FORM: Mark D. Hensley City Attorney (Signature) (Printed Name/Title) (Date) 190/328