Agenda 02/26/2019 Item #11B02/26/2019
EXECUTIVE SUMMARY
Recommendation to temporarily suspend new capital expenditures for the Landscape
Beautification program and reallocate existing capital funding to cover increased program
maintenance costs.
OBJECTIVE: To meet the anticipated funding of the Landscape Beautification Program maintenance
costs, staff seeks approval for the transfer of existing landscape capital funds in the amount of $3,087,109
from various projects within Landscape Projects Fund (112) to the Operating Project (Project# 3 1112) to
cover the costs associated with the recently awarded maintenance contracts.
CONSIDERATIONS: In 2016, the Board of County Commissioners approved the Landscape
Beautification Master Plan ranking and budget based on staff recommendations. The appro val allowed
for the restarting of the deferred landscape capital program with dedicated funding of four million dollars
per year for a 5-year period. The program included the addition of approximately 50 miles to the proposed
landscape project list. The project list included new maintenance costs for the new miles completed.
Staff informed the Board that the additional project and maintenance costs was based on the current cost
estimates for design, construction, and maintenance. Staff indicated that at some point these new funds for
construction and maintenance would be exhausted and the program would transition to an all maintenance
program, except for Florida Department of Transportation grant-related projects.
Staff’s current schedule is to have completed construction of seven of the new projects by the middle of
2019. The County will have added 18 miles to the landscape program since the restart of the landscape
capital program.
On October 9, 2018 (Agenda Item 16.A.14), the Board awarded new maintenance contracts that
encompass the majority of the approximately 112 miles of currently completed landscaping. The average
cost of the new maintenance contracts is approximately $73,923 per mile. Those new contracts combined
with our current contracts raise our average cost per mile for contracted maintenance from $44,400 to
$63,285. The trend to higher pricing is not expected to abate in the short term. A significant number of
private developments have been constructed in the past five years and the l andscape maintenance labor
market has not been able to keep up with new service requests. In addition, the pool of willing licensed
public property landscape maintenance vendors has decreased.
The challenges will be met through funding the maintenance contracts deficit of $3,087,109 with a
portion of the Capital budget for FY19. Staff will use remaining funds for major irrigation repairs, other
services, and will investigate hiring in-house crews for partial maintenance services. Staff is seeking
maintenance reductions in services by limiting plant replacements and tree pruning, and will seek grant
funding for existing roads. All those factors have necessitated an early transition of the capital program to
primary maintenance to address the increased maintenance contract costs.
FISCAL IMPACT: New landscape maintenance contracts have resulted in an increase in the expected
expense of $3,087,109 for FY19. A budget amendment is required to transfer funds within Landscape
Projects Fund (112) to Operating Project# 31112 to continue to fund maintenance as outlined by the
updated Landscape Beautification Master Plan.
GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact associated with
this Executive Summary.
LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority
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vote for Board approval. -SRT
RECOMMENDATION: Recommendation that the Board temporarily suspends new landscape capital
construction; approve the update to the Landscape Beautification Master Plan; authorize a budget
amendment in the amount of $3,087,109 to fund the maintenance obligations; and further directs the
County Manager or his designee to develop options for Board consideration during a future budget
workshop.
Prepared by: Joseph Delate, PLA, ASLA, Principal Project Manager, Road Maintenance
ATTACHMENT(S)
1. Landscape Program Crossroads Final (PPTX)
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COLLIER COUNTY
Board of County Commissioners
Item Number: 11.B
Doc ID: 7992
Item Summary: Recommendation to temporarily suspend new capital expenditures for the
Landscape Beautification program and reallocate existing capital funding to cover increased program
maintenance costs. (Joe Delate, Principal Project Manager, Road Maintenance)
Meeting Date: 02/26/2019
Prepared by:
Title: Manager - Landscape Operations – Growth Management Department
Name: Pamela Lulich
02/07/2019 12:25 PM
Submitted by:
Title: Dept Head - Growth Management – Growth Management Department
Name: Thaddeus Cohen
02/07/2019 12:25 PM
Approved By:
Review:
Road Maintenance Joseph Delate Additional Reviewer Completed 02/11/2019 8:33 AM
Growth Management Department Gene Shue Additional Reviewer Completed 02/13/2019 10:56 AM
Growth Management Department Christine Arnold Level 1 Reviewer Completed 02/13/2019 12:28 PM
Growth Management Operations Support Christopher Johnson Additional Reviewer Completed 02/14/2019 8:19 AM
Growth Management Department James C French Deputy Department Head Review Skipped 02/14/2019 2:50 PM
Growth Management Department Jeanne Marcella Department Head Review Completed 02/20/2019 9:52 AM
County Attorney's Office Scott Teach Level 2 Attorney Review Completed 02/20/2019 11:25 AM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 02/20/2019 11:54 AM
Budget and Management Office Ed Finn Additional Reviewer Completed 02/20/2019 12:27 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 02/20/2019 1:04 PM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 02/20/2019 4:02 PM
Board of County Commissioners MaryJo Brock Meeting Pending 02/26/2019 9:00 AM
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Landscape Beautification
Program at a Crossroads
February 26, 2019
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Packet Pg. 220 Attachment: Landscape Program Crossroads Final (7992 : Landscape Beautification Master Plan update)
Ø 2016 BCC approves the Collier County
Landscape Beautification Master Plan.
Ø The Master Plan restarts landscape
program.
Ø Dedicated funding for five years.
Ø Addition of 50 miles of new landscaped
medians.
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Packet Pg. 221 Attachment: Landscape Program Crossroads Final (7992 : Landscape Beautification Master Plan update)
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Landscape Beautification Master Plan Ranking
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Packet Pg. 222 Attachment: Landscape Program Crossroads Final (7992 : Landscape Beautification Master Plan update)
}Installation of 18 New Miles.
}Upon completion –
122 Maintenance Miles.
}Restoring damage from
Hurricane Irma.
}Comprehensive maintenance
services.
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Packet Pg. 223 Attachment: Landscape Program Crossroads Final (7992 : Landscape Beautification Master Plan update)
Completed Projects
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Packet Pg. 224 Attachment: Landscape Program Crossroads Final (7992 : Landscape Beautification Master Plan update)
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Completed 2017
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Packet Pg. 225 Attachment: Landscape Program Crossroads Final (7992 : Landscape Beautification Master Plan update)
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Completed 2018
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Completed 2018L-8
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Packet Pg. 227 Attachment: Landscape Program Crossroads Final (7992 : Landscape Beautification Master Plan update)
Completed 2019L-9
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Packet Pg. 228 Attachment: Landscape Program Crossroads Final (7992 : Landscape Beautification Master Plan update)
}8 Miles of median landscaping have been completed.
}2019 : 122 Miles of Median Landscaping
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Packet Pg. 229 Attachment: Landscape Program Crossroads Final (7992 : Landscape Beautification Master Plan update)
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Packet Pg. 233 Attachment: Landscape Program Crossroads Final (7992 : Landscape Beautification Master Plan update)
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}10 Miles of Median Landscaping is under construction.
}2019 : 122 Miles of Median Landscaping
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Packet Pg. 234 Attachment: Landscape Program Crossroads Final (7992 : Landscape Beautification Master Plan update)
Ø 11 2 miles of landscaping currently under maintenance contracts.
Ø 10 miles of landscape currently under construction.
•Completion dates 2019.
Ø 2017 average maintenance cost per mile was $44,430.
Ø 2018/2019 increased to $63,285 cost per mile.
•41% increase.
•Contracts prices will increase in year two by 2.9%.
Ø Landscape Maintenance Budget
•$4.2 M is the current budget for maintenance contractual services (Cost center 163801).
Ø Landscape Maintenance Cost
•$7.1 M is current costs for landscape maintenance contracts.
•$259 K for new landscape maintenance contracts in CY 2019.
Ø Landscape Maintenance Deficit $3.1 M
Ø Capital Budget
•$3.5M is the current budget for capital projects (see attached list of deferred landscape projects on next slide).
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Packet Pg. 235 Attachment: Landscape Program Crossroads Final (7992 : Landscape Beautification Master Plan update)
Account Current Budget Amended Budget
Operating*$4,223,622 $7,310,731
Capital**$3,524,115 $437,006
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* Contractual Services Budget
** Available Budget
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Packet Pg. 236 Attachment: Landscape Program Crossroads Final (7992 : Landscape Beautification Master Plan update)
Design Projects:
Ø Oil Well Road (Immokalee to Everglades)
Ø Radio Road (2 medians)
Ø Oil Well Road (Everglades to Arthrex)
Ø Oil Well Road (Arthrex to Av e Maria)
Ø Collier Boulevard (17th to 5th)
Ø US 41/ 951 Improvements
Ø FDOT* US 41 East (951-Greenway)
Ø FDOT* Collier Boulevard (US 41 to Fiddlers)
Ø Davis Boulevard (Santa Barbara to Cedar
Hammock)
Ø Davis Boulevard (Cedar Hammock to 951)
*FDOT projects will continue
Design Projects:
Ø Oil Well Road (Immokalee to Everglades)
Ø Radio Road (2 medians)
Ø Oil Well Road (Everglades to Arthrex)
Ø Oil Well Road (Arthrex to Av e Maria)
Ø Collier Boulevard (17th to 5th)
Ø US 41/ 951 Improvements
Ø FDOT* US 41 East (951-Greenway)
Ø FDOT* Collier Boulevard (US 41 to Fiddlers)
Ø Davis Boulevard (Santa Barbara to Cedar
Hammock)
Ø Davis Boulevard (Cedar Hammock to 951)
*FDOT projects will continue
Construction Projects:
Ø Oil Well Road (Immokalee to Everglades)
Ø Radio Road (2 medians remaining)
Ø Collier Boulevard (Marino to Business Circle)
Ø Santa Barbara Boulevard (I-75 to Copper Leaf)
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Packet Pg. 237 Attachment: Landscape Program Crossroads Final (7992 : Landscape Beautification Master Plan update)
Ø Suspend Capital funded projects.
Ø Maintain $7M maintenance contracts.
Ø Fund purchase orders deficit with $3.1M
Capital budget.
Ø Use remaining funds for major irrigation
repairs.
Ø Perform incidental services such as
mulch, irrigation repair, fertilizer,
pruning, etc.
Ø Future: investigate hiring in-house crews
for partial maintenance services.
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Packet Pg. 238 Attachment: Landscape Program Crossroads Final (7992 : Landscape Beautification Master Plan update)
Pros for Contracted Maintenance
Ø Minimal hiring requirements
Ø Ability to pay more
Ø Ability to generate workers quicker
Ø Tr ained personnel
Cons for Contracted Maintenance
Ø Unknown and Higher costs (until contracts
awarded)
Ø Limited competition (resulting in higher costs
and non-performance issues).
Ø Subject to failure (inexperienced landscape
maintenance firms).
Ø Reduced control over services
Ø Accounting issues (invoicing)
Pros for In-house Maintenance
Ø Controlled costs
Ø Accountability
Ø Decreased accounting issues
Ø Potentially lower overall costs (high
contracted rates that increase yearly).
Ø Better performance
Cons for In-house Maintenance
Ø Equipment expenses/start-up costs
Ø Challenges in hiring personnel
Ø Employability –Meeting County standards
Ø Tr aining
Ø Personnel safety
Ø Daily operating costs
Ø Ti ming
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Packet Pg. 239 Attachment: Landscape Program Crossroads Final (7992 : Landscape Beautification Master Plan update)
Landscape Capital Projects:
Ø Complete existing construction projects
(cost estimate: $200k)
Ø Suspend new capital projects except for
grant-funded projects and current
sculpture project (cost estimate: $315k
FDOT, $150k sculpture)
Ø Conduct public outreach to educate
stakeholders on the status of the
Landscape Beautification Master Plan
Ø Develop options for Board consideration
during the budget workshop
Landscape Maintenance:
Ø Tr ansfer capital funds into the
maintenance budget
Ø Maintain current maintenance contracts
Ø Consult with current maintenance
contractors for further cost reductions to
fund landscape maintenance services such
as:
•Fertilization, pesticide, and herbicide
treatments
•Plant replacements (limited)
•Tr ee pruning
•Irrigation repairs
Ø Seek Grant funding for existing State and
County roadways
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Packet Pg. 240 Attachment: Landscape Program Crossroads Final (7992 : Landscape Beautification Master Plan update)