23-0516_E. STEWART & ASSOCIATES, INC._E7_Agenda ReportCity of San Juan Capistrano
Agenda Report
TO: Honorable Mayor and Members of the City Council
FROM: Benjamin Siegel, City Manager
SUBMITTED BY: Thomas Toman, Public Works Director
PREPARED BY: Jill Thomas, Senior Management Analyst
DATE: May 16, 2023
SUBJECT: Amendment No. 1 to Maintenance Services Agreement for Multi-Use
Trail Maintenance and Repair Services (E. Stewart and Associates,
Inc.)
RECOMMENDATION:
Approve and authorize the City Manager to execute Amendment No. 1 to the
Maintenance Services Agreement with E. Stewart and Associates, Inc. for multi-use trail
maintenance and repair for a two-year period beginning July 1, 2023, and ending June
30, 2025.
EXECUTIVE SUMMARY:
The current agreement for multi-use trail maintenance and repair services with E. Stewart
and Associates, Inc. (ESA) expires on June 30, 2023 (Attachment 1). Per the terms of
the agreement, the City may extend the agreement for two additional two-year optional
renewals. ESA has provided exceptional trail maintenance and repair services for the
City since 1997 and has consistently demonstrated the ability to execute projects as well
as providing solid technical support in a timely manner involving all City trails.
Consequently, it is recommended that the City Council approve the proposed Amendment
No. 1 (Attachment 2), which would extend the agreement from July 1, 2023, to June 30,
2025, and include an All-Urban Consumer Price Index (CPI-U) adjustment per terms of
the agreement.
5/16/2023
E7
City Council Agenda Report
May 16, 2023
Page 2 of 2
FISCAL IMPACT:
The agreement with ESA includes compensation not-to-exceed the amount available in
the City’s adopted fiscal year operating and capital improvement budgets for trail
maintenance and repair services. Annual trail maintenance expenditures average
between $110,000 and $150,000. As previously stated, if exercised, renewal terms would
include an All-Urban Consumer Price Index (CPI-U) adjustment, which is 6.5% for the
term of the extension. There is sufficient funding to provide for trail maintenance services
in the proposed Fiscal Year 2023-2024 Operating Budget.
ENVIRONMENTAL IMPACT:
Not applicable.
PRIOR CITY COUNCIL REVIEW:
On June 11, 2018, the City Council authorized the City Manager to execute a
Maintenance Services Agreement with ESA, Inc. for multi-use trail maintenance and
repair services.
COMMISSION/COMMITTEE/BOARD REVIEW AND RECOMMENDATIONS:
This item does not require commission, committee, or board review.
NOTIFICATION:
E. Stewart and Associates, Inc.
ATTACHMENT(S):
Attachment 1: Maintenance Services Agreement (ESA)
Attachment 2: Proposed Amendment No. 1
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