Agenda Item No. 3
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Fermin Preciado, Director of Development Services/City Engineer Todd Gutjahr, Public Works Analyst
FOR: City Council Meeting of February 14, 2022
SUBJECT: Change Order No. 1 - City's Parks, Medians, and Detention Basin Maintenance Program - Project No. 11129 and City's Landscape and Lighting Maintenance District Project- Project No. 11101
RECOMMENDATION:
That City Council:
1. Formally approve Change Order No. 1 to the contract with Excel Landscape, Inc. for the City's Parks, Medians, and Detention Basin Landscape Maintenance Program - Project No. 11129 in the amount of $17,400 for the addition of Five Winds Ranch/El Dorado Park landscape facility maintenance, litter removal at the Yucaipa Boulevard/Interstation 10 Interchange, and landscape/irrigation repairs as deemed necessary for a revised total contract in the amount of $391,579.81 for FY21/22; and
2. Formally approve Change Order No. 1 to the contract with Excel Landscape, Inc. for City's Landscape and Lighting Maintenance District Project- Project No. 11101 in the amount of $10,000 for landscape/irrigation repairs as deemed necessary for a revised total contract in the amount of $240,272.12 for FY21/22.
BACKGROUND:
On September 28, 2020, City Council approved a contract with Excel Landscape, Inc. (Excel) of Corona, CA for the City's Parks, Medians, and Detention Basin Landscape Maintenance Program (Program). This contract was in the amount of $280,634.86 and was for nine (9) months in duration for the remainder of FY20/21. This contract reflected only the first year of a five-year agreement, as identified in the Program contract bid specifications.
On November 8, 2021, City Council approved a contract extension extending the contract two (2) additional years, FY 2021/2022 and FY 2022/2023, per the Program specifications. Excel agreed to an extension of the contract at the unit prices identified in their bid. The contract also allows for two (2) additional one-year extensions after the initial three (3) years for a total of five (5) years. Per the Program specifications, years four (4) and five (5) would be extended if mutually agreed by the City and Contractor at the end of each year with an adjustment being allowed equal to the change in the Consumer Price Index (CPI) for the Riverside -San Bernardino -Ontario, CA Area for all Urban Areas for each year.
City Council Meeting of February 14, 2022
Change Order No. 1 - City's Parks, Medians, and Detention Basin Maintenance Program - Project No. 11129 and City's Landscape and Lighting Maintenance District Project- Project No. 11101
On June 24, 2019, City Council awarded a contract to Excel for the City's Landscape and Lighting Maintenance District (LLMD) Project - Project No. 11101 (LLMD Program) in the amount of $219,870.39. The LLMD Program was designed and implemented to provide mowing and landscape maintenance services to the City's LLMD.
On June 22, 2020, Council approved the first extension to the contract with Excel for FY20/21 and on June 28, 2021, City Council approved the second extension to the contract with Excel for FY2021/2022.
DISCUSSION:
The contract scope of work for the Program includes the routine landscape maintenance at all City parks, medians and detention/retention basins. Staff is requesting that City Council formally approve Change Order No. 1 in the amount of $17,400 to fund the addition of the Five Winds Ranch/El Dorado Park facility to the Program, litter removal at the Yucaipa Boulevard/Interstate 10 Interchange, and any unforeseen and necessary landscape/irrigation repairs that may be deemed necessary by City staff.
The contract scope of work for the LLMD Program includes the routine landscape maintenance for areas within the City's LLMD. Staff is requesting that City Council formally approve Change Order No. 1 in the amount of $10,000 to fund any necessary and essential landscape/irrigation repairs deemed necessary within the LLMD areas.
FISCAL IMPACT:
City's Parks, Medians, and Detention Basin Maintenance Program - Project No. 11129 The adopted FY21/22 Budget includes an allocation in the amount of $392,497 for the Program.
With the proposed change order, the total revised amount is in the amount of $391,579.81. As a result, there is sufficient funding available to accommodate staff recommendations.
City's Landscape and Lighting Maintenance District Project- Project No. 11101 The Adopted FY2021/2022 Budget includes an allocation in the amount of $2,342,282 for the maintenance/operation of public landscaping (including charges for water usage) and the energy charges and maintenance/operations of street lighting within the City's LLMD areas. The expenses for each LLMD zone are funded from annual assessments collected from individual property owners through the property tax collection process. There is sufficient funding available in the Adopted FY2021/2022 Budget to accommodate staff's recommendation.
Attachments: Proposed Change Order No. 1 - Parks, Medians, and Detention Basin Maintenance Program - Project No. 11129
Proposed Change Order No. 1 - Landscape and Lighting Maintenance District Project - Project No. 11101
i
Approved By: / l2�
-45-
CI TY OF
Purchase Order Change Request
Date of Request: 2/14/2022 Requested By: Todd Gutiahr
PO#: 5700-0002040 Vendor Name: Excel Landscape, Inc Vendor ID: 5178 Please select the action you wish to take and then fill in additional information below:
❑ Cancel Purchase Order
❑X Increase Purchase Order Amount $17,400
❑ Decrease Purchase OrderAmount $
Provide Brief Explanation for Change Request (Required):
Change Order for monthly EI Dorado Park landscape maintenance, litter removal at the Yucaipa Boulevard/Interstation 10 Interchange routine maintenance and all repairs that are deemed necessary.
Requestor Signature
Department Head Signature
Purchase Order Available Balance: $
Purchasing Signature
Finance Department Only:
Date
Finance Dept Approval Date
-46-
Date of Request: 2/14/2022
Purchase Order Change Request
Requested By: Todd Gutiahr
PO#: 5700-0002030 Vendor Name: Excel Landscape, Inc Vendor ID: 5178 Please select the action you wish to take and then fill in additional information below:
❑ Cancel Purchase Order
0 Increase Purchase Order Amount $10,000
❑ Decrease Purchase OrderAmount $
Provide Brief Explanation for Change Request (Required):
Change Order for monthly routine maintenance and all repairs that are deemed necessary.
Requestor Signature
Department Head Signature
<;Y�:11�
Purchase Order Available Balance: $
Purchasing Signature
Finance Dept Approval
Finance Department Only:
Date
Date
-47-