HomeMy WebLinkAbout2023-09-19 Finance Committee Action MinutesFINANCE COMMITTEE
ACTION MINUTES
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Regular Meeting
September 19, 2023
The Finance Committee of the City of Palo Alto met on this date in the Community Meeting Room
and by virtual teleconference at 5:30 PM.
Present In Person: Burt, Lythcott-Haims, Stone
Present Remotely: None
Absent: None
Action Items
1. Recommend the Finance Committee Recommend the City Council Approve Three Contracts
for: 1) a Five-year Contract with BrightView Landscape Services, Inc., in the Amount of
$12,288,093 for Landscape Maintenance Services; 2) a Five-year Contract with Gachina
Landscape Management, Inc., in the Amount of $516,740 for Landscape Maintenance
Services; and 3) a Five-year Contract with Grassroots Ecology in the Amount of $529,459 for
Specification for Habitat Restoration in Foothills Nature Preserve and Adobe Creek Pedestrian
Bridge Native Plant Restoration; Approval of Contract Amendment No. 2 to Contract
C18170810A with BrightView Landscape Services, Inc. to increase the Not to Exceed amount
by $75,152 to provide weekend services for a three-month contract extension; and Approval
of Budget Amendments in Multiple Funds (2/3 vote required); CEQA status - Categorically
exempt per regulation 15301 (existing facilities) and 15304 (minor alterations).
MOTION: Council Member Lythcott-Haims moved, seconded by Vice Mayor Stone to
recommend the City Council
1. Approve and authorize the City Manager to execute a contract with BrightView
Landscape Services, Inc., in the amount of $11,702,946, plus 5% for Additional Services
of $585,147, for a total of $12,288,093 for Landscape Maintenance Services throughout
the City for a term of five years, beginning on October 1, 2023, and ending on
September 30, 2028 (Attachment A). The contract amount for the first year of the
agreement will be $2,182,391, plus 5% contingency of $109,120, for a total of
$2,291,511.
2. Approve and authorize the City Manager to execute a contract with Gachina Landscape
Management, Inc., in the amount of $469,764, plus 10% in Additional Services of
$46,976 for a total of $516,740 for Landscape Services at the Regional Water Quality
Control Plant for a term of five years, beginning on October 1, 2023, and ending on
ACTION MINUTES
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Finance Committee Meeting
Action Minutes: 9/19/2023
September 30, 2028. (Attachment B). The contract amount for the first year of the
agreement will be $90,624, plus 10% contingency of $9,062, for a total of $99,686.
3. Approve and authorize the City Manager to execute a contract with Grassroots Ecology
in the amount of $481,326, plus 10% for Additional Services of $48,132 for a total of
$529,459 for Habitat Restoration in Foothills Nature Preserve and Adobe Creek
Pedestrian Bridge Native Plant Restoration for a term of five years, beginning on
October 1, 2023, and ending on September 30, 2028. (Attachment C). The contract
amount for the first year of the agreement will be $90,660, plus 10% in Additional
Services of $9,066, for a total of $99,726.
4. Amend the Fiscal Year 2024 Budget Appropriation to align with recommended contracts
including use of $404,342 of the General Fund Budget Stabilization Reserve.
5. Approve Contract Amendment No.2 to Contract C18170810A with BrightView
Landscape Services, Inc. to increase the Not to Exceed amount by $75,152 to provide
weekend services for a three-month contract extension (Attachment D).
MOTION PASSED: 3-0
Chair Pat Burt
Community Services Assistant Director Darren Anderson
Parks Superintendent Lam Do
Vice Mayor Greer Stone
Council Member Julie Lythcott-Haims
Assistant City Manager Kiely Nose
2. Recommend City Council Approve Financing Plan for a Local Salt Removal Facility at the
Regional Water Quality Control Plant and Direct Staff to Secure Financing and Solicit Bids for
a Construction Contract and Construction Management Services Contract
1) Pat Showalter
Chair Pat Burt
Public Works Director Brad Eggleston
Public Works Assistant Director Karin North
Associate Engineer Diego Martinez Garcia
Council Member Julie Lythcott-Haims
Vice Mayor Greer Stone
MOTION: Vice Mayor Stone moved, seconded by Council Member Lythcott-Haims to
recommend the City Council
1. Approve the Financing Plan for the Local Salt Removal Facility to be constructed and
authorize staff to amend the Recycled Water Agreement with the City of Mountain
View.
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Finance Committee Meeting
Action Minutes: 9/19/2023
2. Direct staff to issue an invitation for bids for construction and secure financing for the
project financing through the Clean Water State Revolving Fund (SRF).
MOTION PASSED: 3-0
3. Accept California Public Employees’ Retirement System (CalPERS) Pension Annual Valuation
Reports as of June 30, 2022
MOTION: Council Member Lythcott-Haims moved, seconded by Vice Mayor Stone to
recommend the City Council accept the June 30, 2022 CalPERS Annual Valuation reports for the
Miscellaneous and Safety Pension Plans.
MOTION PASSED: 3-0
Chair Pat Burt
Assistant City Manager Kiely Nose
Budget Manager Jessie Dechamps
David Clement
Vice Mayor Greer Stone
Future Meetings and Agendas
Adjournment: The meeting was adjourned at 7:34 P.M.