TO: ADAM PIRRIE, CITY MANAGER
FROM: JEREMY SWAN, COMMUNITY SERVICES DIRECTOR
DATE: OCTOBER 27, 2026
Reviewed by:
City Manager: AP
SUBJECT:
Title
AUTHORIZATION TO AMEND THE EXISTING AGREEMENT WITH MCE CORPORATION TO INCREASE COMPENSATION FOR RIGHT-OF-WAY LANDSCAPE MAINTENANCE SERVICES (FUNDING SOURCE: LANDSCAPE AND LIGHTING DISTRICT FUND)
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SUMMARY
In May 2022, the City Council awarded a contract to MCE Corporation for right-of-way landscape maintenance. The current contract with MCE Corporation will expire in May 2027. During the construction of the Towne Avenue Master Plan Improvement Project, Towne Avenue was removed from their contract. The contractor responsible for construction of the Towne Avenue project was also required to complete a one-year landscape maintenance and establishment period. The establishment period has ended, and MCE Corporation is now responsible for landscape maintenance on Towne Avenue. Staff recommends adding Towne Avenue back into the scope of work of the existing contract with MCE Corporation at a cost of $118,548 for the remaining term of the contract.
Staff has also observed increased litter accumulation along the I-10 Freeway on- and off-ramps at Indian Hill Boulevard, resulting in more frequent requests for service from the community. To provide more consistent maintenance of the area, staff recommends increasing litter abatement services at this location from two days per week to three days per week. The additional litter abatement service would increase the existing contract with MCE Corporation by $20,250 for the remaining term of the contract. Combined with the other service increases described above, the proposed changes would result in a total contract increase of $138,798 through May 2027.
The approved annual contract for right-of-way landscape maintenance services is $447,585, plus $50,000 for irrigation repairs and plant replacement, for a total amount not to exceed $497,585. To account for maintenance costs in 2026-27 that exceed the approved contract amount, staff recommends amending the existing agreement to increase compensation by $138,798, which will bring the total not-to-exceed amount to $636,383 for right-of-way maintenance for the duration of the contract.
RECOMMENDATION
Recommended Action
Staff recommends the City Council:
A. Authorize the City Manager to execute an amendment to the existing agreement with MCE Corporation increasing compensation by $138,798, for a total not-to-exceed amount of $636,383 for right-of-way maintenance for the duration of the contract; and
B. Appropriate $138,798 from the Landscape and Lighting District Fund to fully fund the agreement.
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ALTERNATIVE TO RECOMMENDATION
In addition to the recommendation, there is the following alternative:
• Request additional information from staff.
FINANCIAL REVIEW
The existing contract for right-of-way maintenance with MCE Corporation totals $497,585 annually and is included in the Landscape and Lighting District (LLD) budget. Staff recommends appropriating $138,798 from the Landscape and Lighting District Fund to fund the additional costs associated with Towne Avenue maintenance and increased litter abatement services along the I-10 Freeway on- and off-ramps at Indian Hill Boulevard.
The staff cost to prepare this report and administer this contract is estimated at $1,610 and is included in the operating budget of the Community Services Department.
ANALYSIS
In May 2022, the City Council awarded MCE Corporation the contract for citywide right-of-way landscape maintenance. The contract included the maintenance for Towne Avenue until the Towne Avenue Master Plan Improvement Project began. Once the project began, this portion of the contract was removed from MCE Corporation’s scope of work and was transferred to Gentry Brothers, the contractor responsible for the construction of the Towne Avenue Master Plan Improvement Project. Towne Avenue has been under the maintenance and establishment period as required under the agreement with Gentry Brothers’ sub-contractor, So Cal Landscape. This maintenance and establishment period has now concluded.
Staff worked closely with MCE Corporation to develop a scope of work to maintain the new landscaping on Towne Avenue. The cost includes weekly service of Towne Avenue including, but not limited to, litter abatement, trimming of shrubs and groundcover, cleaning of hardscaped areas, debris removal, and irrigation testing and repairs. Prior to the Towne Avenue Master Plan Improvement Project, the maintenance area measured approximately 17,500 square feet. The current maintenance area measures approximately 329,300 square feet. The proposed cost to maintain Towne Avenue is $118,548 for the remainder of the contract term.
Currently, MCE Corporation provides litter abatement on the I-10 Freeway on- and off-ramps at Indian Hill Boulevard twice per week. Staff has recently observed increased litter accumulation in this location, resulting in more frequent requests for service from the community. To provide more consistent maintenance of the area, staff recommends increasing litter abatement services at this location from two days per week to three days per week. These services include, but aren’t limited to, litter and debris removal, disposal of collected materials, light trimming of landscape, and cleanup of hardscape areas adjacent to landscaped areas as needed. The cost to increase services is $20,250 for the remaining term of the contract.
Staff recommends amending the agreement with MCE Corporation, increasing compensation by $138,798 to include Towne Avenue landscape maintenance and increased litter removal at the I-10 Freeway on/off ramps. These increased services levels will be included in the scope of work when the City releases a Request for Proposals (RFP) for Right-of-Way Landscape Maintenance Services in early 2027.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following City Planning Documents: Council Priorities, Sustainable City Plan, Economic Sustainability Plan, General Plan, and the 2026-28 Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by: Prepared by:
Jeremy Swan Cari Dillman
Community Services Director Community Services Manager