TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Brian Crawford, Municipal Services Director
PREPARED BY: Bryce Wilson, Management Analyst - Municipal Services
SUBJECT:
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Approve an Amendment to the Agreement with Excel Landscape, Inc., for Citywide Landscape Maintenance Services
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ABSTRACT
Staff requests that the City Council consider an amendment with the City’s current landscape maintenance contractor, Excel Landscape (Excel), to extend service for one year. The extension will ensure continuity of landscape maintenance services and maintain existing service levels while providing staff sufficient time to conduct a comprehensive systemwide audit, update technical exhibits and asset inventories, and develop a modernized Request for Proposals (RFP) package for a future competitive solicitation process.
RECOMMENDATION
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Amend the Fiscal Year 2026/27 Operating Budget to establish an additional appropriation of $178,649 as detailed in the fiscal impact statement;
Approve Amendment No. 2 to the Agreement with Excel Landscape, Inc., to provide Citywide Landscape Maintenance services for an additional year, for a not-to-exceed amount of $3,960,500; and
Authorize the Mayor to execute all necessary documents to facilitate the Amendment with Excel Landscape, Inc.
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PRIOR ACTION/VOTE
On April 15, 2014, the City Council adopted Resolution No. 14-3215, approving a two (2) year contract with Excel Landscape, Inc. for maintenance services on parks, slopes, streetscapes, trails, and open spaces within the City of Murrieta for an amount not to exceed $2,164,824, plus contingencies and authorizing the mayor to execute the contract.
STRATEGIC ALIGNMENT
This item aligns with the City Council’s goal of: coordinating and delivering responsive, effective community services relating to priority Tier 1.
DISCUSSION
On April 6, 2014, the City of Murrieta entered into a two (2) year agreement with Excel Landscape, Inc., to provide landscape maintenance services for City-owned properties. The original agreement authorized five - two years renewals, it has subsequently been renewed and amended over the years to address the City’s growing landscape maintenance needs. Excel is responsible for maintaining a wide range of assets, including regional, sports, neighborhood, and passive parks; streetscapes, medians, and slopes; irrigated and non-irrigated open space; trails of various surface types; an equestrian center; and landscaping associated with various community buildings and facilities.
For over 30 years, the City and Excel have maintained a successful partnership in delivering landscape maintenance services to the community. During that time, the City has experienced significant growth, evolving design standards, and changing environmental requirements. Throughout these changes, Excel has continued to provide a suitable level of service across an expanding inventory of public spaces, while working cooperatively with the City under the negotiated agreement. The current agreement limits contract cost increases to no more than three percent (3%) every other year. Unfortunately, the cost for labor and materials has far outpaced the allowed increases.
One of the primary goals in establishing the new Municipal Services Department (MSD) is to refine and enhance the City’s infrastructure operations and maintenance. MSD is actively working with Excel to find ways not just to maintain the status quo, but to efficiently and effectively use limited resources to significantly improve the City’s landscape. Staff has negotiated a five percent (5%) increase with Excel for Fiscal Year 2026/27, and additional funding is requested to increase the budget for Excel to add new water-efficient planting and weed abatement to begin to improve the overall aesthetics of the City’s landscape in the public right-of-way.
Further, staff recommends extending the existing agreement to allow sufficient time to develop and issue a comprehensive RFP for landscape maintenance services. The extension is necessary to complete a verified inventory of all service locations, including plant and tree data, photographs, and supporting exhibits, and to prepare accurate and competitive RFP documents. This approach will help ensure the City receives responsive, cost-effective proposals and maintains service continuity throughout the procurement process. Staff anticipates issuing the new Landscape Maintenance RFP no later than December 2026, with award of a new long-term agreement targeted before June 30, 2027.
PUBLIC NOTICING
The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item).
FISCAL IMPACT
The total fiscal impact for the one (1) year extension is $3,960,500. The financial obligation for this contract is partially budgeted. A budget of $3,781,847.37, for landscape maintenance is available in the approved Fiscal Year 2026/27 budget; however, an additional appropriation of $178,649 is requested to cover the negotiated increase and additional plant replacements. Therefore, staff is recommending an amendment to the Fiscal Year 2026/27 Operating Budget in GL 1715162-62040 (Landscape Citywide) in the amount of $178,649.
ATTACHMENTS
ATT 1 - Amendment No. 2 to the Agreement with Excel Landscape, Inc.