TO: Board of Supervisors
FROM: Steven Lederer, Director of Public Works
REPORT BY: Kat Chambers, Staff Services Analyst II
SUBJECT: County Services Area No. 3 Amendment No. 1 to Agreement No. 250053B with Sanchez Brother’s Landscape, Inc.
RECOMMENDATION
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Approve and authorize Amendment No. 1 to Agreement No. 250053B with Sanchez Brother’s Landscape, Inc. for a term date through June 30, 2028 with a maximum compensation of $150,000, to provide landscape maintenance, irrigation, restoration and repair services in County Service Area No. 3. (Fiscal Impact: $70,000 Expense; County Service Area No. 3 and Roads Funds; Budgeted; Discretionary)
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BACKGROUND
In 1979, County Service Area No. 3 (CSA No. 3) property owners approved an assessment methodology to fund enhanced street maintenance and repair services that included landscaping, street lights, and street sweeping. On May 16, 2023, the Board authorized staff to initiate the Proposition 218 process to continue and increase funding for median landscaping, street and highway lighting, and street sweeping. On July 18, 2023, CSA No. 3 property owners voted in a Proposition 218 election to continue street services and increase the street services budget.
Through a Request for Proposal (RFP) process, the County awarded a contract to Sanchez Brothers Landscaping, Inc. to restore and maintain the common-area traffic islands within CSA No. 3. The initial contract focused on removing dead vegetation, pruning existing trees, and developing a sustainable landscape plan utilizing drought- and fire-resistant plant species.
However, after work commenced, significant and unanticipated irrigation infrastructure issues were identified. These included damaged or inoperable irrigation lines, missing valve connections, and, in several locations, no established water access. Irrigation systems had been inactive for years and had deteriorated significantly. In certain areas, installation of the systems was never completed. To address these deficiencies, staff worked with Sanchez Brothers Landscaping and with Napa Sanitation District (NSD) to establish connections to the recycled water system to support long-term sustainability and environmentally responsible water conservation.
The complexity and urgency of these irrigation repairs led to significant unplanned costs. Emergency repairs, system replacements, and connection to the recycled water supply required immediate resource allocation and additional labor beyond anticipated costs.
In addition, a segment of Devlin Road has emerged as a high-maintenance area requiring increased weed abatement and more frequent landscaping efforts. Over time, vegetation in this corridor has become increasingly aggressive, likely due to growing conditions and the accumulation of deferred maintenance. This overgrowth creates safety issues by reducing visibility, encroaching into travel lanes and pedestrian paths, and posing an elevated fire risk, particularly during the dry season. Sustained and more intensive maintenance is now essential to maintain public safety and regulatory compliance. Funding for this part of the maintenance will come from the Roads Division.
Increased scope of the contract for fiscal year 2025-26 is necessary to support the continued rehabilitation and maintenance of CSA No. 3's landscaped areas, ensure proper irrigation using sustainable water sources, and address safety-critical landscape conditions along the service area’s section of Devlin Road. These investments will preserve the aesthetic and functional integrity of CSA infrastructure while advancing long-term environmental stewardship.
Requested Actions:
1. Approve Amendment No. 1 to Agreement No. 250053B (CSA No. 3) with Sanchez Brothers Landscaping to increase the maximum compensation by $70,000 for fiscal year 2025-26, and increase the maximum compensation by $20,000 for each subsequent fiscal year.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
Yes |
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Where is it budgeted? |
Subdivisions 2800005 and 2040500 |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
The proposed amendment will provide long overdue refurbishment, repairs, and upgrades for landscaping in CSA No.3. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
Fiscal year 2025-26 can absorb the cost, and each subsequent fiscal year will have an increased contract amount of $20,000 built into the budget. |
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Consequences if not approved: |
If not approved, the disruption of landscape refurbishment and maintenance will lead to further deterioration of vegetation, increased fire risk, visual obstructions of roadways, and noncompliance with the County Service Area No. 3 service obligations. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is categorically exempt from CEQA pursuant to CEQA Guidelines section 15301, as the operation, repair, and maintenance of existing public facilities
involving negligible or no expansion of existing or former use.