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Home My WebLink AboutAgenda Report - May 18, 2022 C-05CITY OF } : b to01, .� a i CALIFORNIA COUNCIL COMMUNICATION AGENDA ITEM C40!5 AGENDA TITLE: Adopt Resolution Approving Change Order No. 2 for the 2021-2023 Landscape Maintenance of Miscellaneous Areas and Lodi Consolidated Landscape Assessment District 2003-1 for $69,415 and Authorizing City Manager to Execute Change Orders for an Additional $80,000 (and Appropriating Funds) MEETING DATE: May 18, 2022 PREPARED BY: Public Works Director RECOMMENDED ACTION: Adopt resolution approving Change Order No. 2 for the 2021-2023 Landscape Maintenance of Miscellaneous Areas and Lodi Consolidated Landscape District No. 2003-1 in the amount of $69,415, authorizing the City Manager to execute additional change orders in an amount not -to -exceed $80,000, and appropriate $69,415. BACKGROUND INFORMATION: This contract provides the continued maintenance of landscaped areas in the public right-of-way, public buildings, parking lots, White Slough Water Pollution Control Facility, various assessment zones and Rose Gate Park. There are approximately 300 sites totaling approximately 55 acres in the area. On June 16, 2021, Council authorized the City manager to award the contract to the lowest responsive bidder (not -to -exceed $1,100,000) and to execute change orders (not -to -exceed $80,000). The two-year contract was awarded to Odyssey Landscaping Company, Inc. in the amount of $864,457. Since the award of the contract, there has been one change order executed for $11,389 bringing the contract total to $875,846. Change Order No. 1 included planting and maintenance for additional areas that were not included in the original scope of work. The current contract includes service for the commercial areas once a month. Well maintained and attractive landscaping is a reflection of the City's image to shoppers and visitors. Monthly maintenance intervals represents the minimum level of service acceptable for these high traffic areas and at times not enough to keep up with trash and pruning requirements. In order to address the deficiency and possibly improve business development opportunities, staff recommends bi-monthly maintenance along the commercial corridors (Exhibit A). Servicing these areas includes visiting the sites to test irrigation, litter pickup and weed removal. The City has requested that the commercial areas be serviced twice per month. These areas currently cost $5,340 per month. Doubling the frequency of service for these areas will cost an additional $69,145 for the remaining 13 months of this contract (beginning June 1, 2022). APPROVED: Steve SchwabaUer Stephen Schwabauer, City Manager \\cvcfilv02\pubwks$\WP\PROJECTS\STREETS\2021-2023 Landscape Maintenance\CC_ChangeOrder doe 51412022 Adopt Resolution Approving Change Order No 2 for the 2021-2023 Landscape Maintenance of Miscellaneous Areas and Lodi Consolidated Landscape Assessment District 2003-1 for $69,415 and Authorizing City Manager to Execute Change Orders for an Additional $80,000 (and Appropriating Funds) May 18, 2022 Page 2 Change Order No. 2 exceeds the remainder of City Manager's change order authority of $68,611. Increasing the Change Order authority by an additional $80,000 allows Change Order No. 2 to be processed and allows additional change orders to be authorized by the City Manager for the remainder of the contract. To address the additional scope of work, staff recommends authorizing Change Order No. 2 for the 2021- 2023 Landscape Maintenance of Miscellaneous Areas and Lodi Consolidated Landscape District No. 2003-1 contract in the amount of $69,415, authorize the City Manager to award additional change orders in the amount not -to -exceed $80,000, and appropriate funds in the amount of $69,415. FISCAL IMPACT: Well-maintained landscaping is necessary to maintain a positive image of the community. FUNDING AVAILABLE: Requested appropriation: Streets - PW Tree Maintenance (30156004.72499) $69,415 Andrew Keys Andrew Keys Deputy City Manager/Internal Services Director cLazq Charles E. Swimley, Jr. Public Works Director CES/AB/cd cc: Utility Superintendent K:\WP\PROJECTS\STREETS\2021-2023 Landscape Maintenance Contract\CAwardAuthority2.doc 5/4/2022 City Maintained Landscaping Adjacent to Commercial Property • Miles CITY OF LODI PROPOSED CHANGE ORDER PROJECT 2021-2023 Landscape Maintenance CO No.: 2 CONTRACTOR: PCO No.: N/A Odyssey Landscape Company RFI No.: N/A ARCHITECT/ENGINEER: FI No.: N/A City of Lodi, Public Works Submit Proposal Within 15 Days Upon Receipt of This Request Brief Description Of Work The City requested the contractor to doubling the frequency of maintenace atl 64 areas in Group 131 as shown below and on the attached exhibit. Unit price will be based on the current Group B1 unit price ($0.01367/sf). Location Cost / Month Months Total 64 Various Locations shown in Exhibit A $ 5,339.64 13 $ 69,415.32 Re uest Proposal, Recommendation And Armroval Requesting Official: AB Request Date: N/A Schedule Impact: 0 Days Contractor Proposal Date: N/A Add Amount: $ 69,415.32 Deduct Amount $0.00 Reason For Change: City Requested Addition to Maintenance Scope Account: See Above CONTRACTOR AGREES TO FURNISH ALL LABOR AND MATERIALS AND PERFORM ALL WORK REQUIRED TO COMPLETE THE ABOVE DESCRIBED WORK CHANGE IN ACCORDANCE WITH THE REQUIREMENTS FOR SIMILAR WORK COVERED BY THE CONTRACT EXCEPT AS OTHERWISE STIPULATED HEREIN FOR THE STATED CONSIDERATION. TO PERFORM THE CHANGES FOR THE AMOUNT INDICATED WHICH INCLUDES ANY EXTENDED OR JOBSITE OVERHEAD, DISRUPTION, RIPPLE EFFECT AND OTHER IMPACT COSTS. NO WORK WILL BE STARTED UNTIL THIS PROPOSAL IS ACCEPTED. IF THE CONTRACTOR DOES NOT SIGN ACCEPTANCE OF THIS ORDER, THE CONTRACTOR SHOULD REFER TO SECTION 4-1.03A OF THE STANDARD SPECIFICATIONS REGARDING FILING A WRITTEN PROTEST WITHIN THE SPECIFIED TIME. ORIGINAL CONTRACT: $ 864,456.66 PREVIOUS ADDS(Including Extensions): $ 11,389.30 Contractor Date PREVIOUS DEDUCTS: THIS CHANGE ORDER: $69,415.32 Deputy Public Works Director Date TOTAL CONTRACT AMOUNT INCLUDING ALL CHANGE ORDERS: $ 945,261.28 Public Works Director Date CONTRACT TIME ADJUSTMENT 0 DAYS ORIGINAL COMPLETION DATE: 6/30/2023 City Manager Date ADJUSTED CONTRACT 6/30/2023 COMPLETION DATE: LandscapeMaintC002.xlsx 4/15/2022 City Maintained Landscaping Adjacent to Commercial Property • Miles City Maintained Landscape Areas Adjacent to Commercial Property Site ID Group Location Area T1759 B Hutchins Street, Vineyard -Harney 7,350 P1470 B S. Mills & Tienda 750 J2119 B Cherokee Lane N/O Murray5,070 J2270 B Cherokee Lane S/O Murray5,850 N2270 B Cherokee Lane btwn Vine & Hale 7,982 02240 B Cherokee Lane N/O Delores 8,515 02280 B ICherokee Lane S/O Delores 6,300 P2220 B ICherokee Lane S/O Poplar 14,000 P2270 B ICherokee Lane N/O Kettleman Lane 25,200 Q2230 B ICherokee Lane Median, S/O Kettleman Ln 29,000 Q2290 B ICherokee Lane N/O Almond 32,000 K2250 B ICherokee Lane S/O Victor 7,280 L2200 B ICherokee Lane S/O Elm 2,210 L2250 B ICherokee Lane Median, N/O Lodi Ave 9,100 M2220 B ICherokee Lane Median, S/O Lodi Ave 3,705 M2280 B ICherokee Lane S/O Lodi To K -Mart 6,825 N2220 B ICherokee Lane N/O Hale 2,145 M1119 B Lower Sacramento Road West Side S/O Lodi 3,500 M1159 B Lower Sacramento Road West Side S/O Lodi 4,500 M1189 B Lower Sacramento Rd 2nd Center island S/O Lodi 17,400 M1210 B Lower Sacramento Rd. Center island S/O Lodi 4,500 N1149 B Lower Sacramento Rd Tokay to Vine 12,000 01250 B Lower Sacramento Rd S/O Vine 12,000 P1270 B Lower Sacramentio Road - north of Kettleman 2,760 K2210 B ICherokee Lane Median, S/O Lockeford St 1,170 Q1607 B I Kettleman Lane Fairmont to Hutchins 7,250 Q1704 B Kettleman Lane Fairmont to Hutchins 10,750 Q1729 B Hutchins Street, S/O Kettleman 3,600 Q1203 B Kettleman Lane Median, E/O Lower Sacramento Rd 2,800 Q1304 B Kettleman Lane Median, W/O Mills Ave 12,855 Q1503 B Kettleman Lane Median, W/O Ham Ln 14,850 Q2005 B Kettleman Lane E/O Stockton St 7,150 Q2105 B lKettleman Lane btwn Central & Cherokee 7,150 P1170 B lWestgate Dr. 1,120 Q1149 B Lower Sacramento Road Median, S/O Kettleman Ln 4,400 U2026 B Reynolds Ranch Parkway Median, Harney to Rocky Lane 1,290 U2027 B Reynolds Ranch Parkway, east side, Harney to Rocky Lane 2,500 U2076 B Reynolds Ranch Parkway Median, Rocky Lane to LeBaron Blvd 4,070 V2029 B Reynolds Ranch Parkway Median, LeBaron Blvd to Frontage Rd 4,220 V2122 B Reynolds Ranch Parkway Median, LeBaron Blvd to Frontage Rd 810 V2123 B Reynolds Ranch Parkway Median, LeBaron Blvd to Frontage Rd 2,925 V2137 B IReynolds Ranch Parkway Median, LeBaron Blvd to Frontage Rd 7,530 U2077 B Reynolds Ranch Parkway, east side, Rocky Lane to LeBaron Blvd 1,875 U2086 B Reynolds Ranch Parkway, west side, Rocky Lane to LeBaron Blvd 2,375 V2018 B Reynolds Ranch Parkway, west side, LeBaron Blvd to Frontage Rd 925 V2019 B Reynolds Ranch Parkway, east side, LeBaron Blvd to Frontage Rd 3,250 V2120 B Reynolds Ranch Parkway, west side, LeBaron Blvd to Frontage Rd 1,050 U2025 B Reynolds Ranch Parkway, west side, Harney to Rocky Lane 2,500 V2133 B Reynolds Ranch Parkway, west side, LeBaron Blvd to Frontage Rd 1,250 V2126 B I Reynolds Ranch Parkway, east side, LeBaron Blvd to Frontage Rd 5,250 V2147 B Reynolds Ranch Parkway, west side, LeBaron Blvd to Frontage Rd 4,000 M2109 B Lodi Avenue, W/O Cherokee Ln 877 M2201 B Lodi Avenue, E/O Cherokee Ln 2,532 M2202 B Lodi Avenue, W/O Hansen Dr 720 U2003 B Harney Lane, south side, E/O Stockton St 3,990 U2008 B Harney Lane, south side, E/O Reynolds Ranch Pkwy 1,578 T2093 B Harney Lane Median, E/O Stockton St 8,280 L2190 B I Lodi Avenue at Central all 4 corners 317 L2240 B Fire Station # 2 Behind Sidewalk and Onsite 5,970 M1106 B Lodi Ave Median, Rainbow PI 716 Q1160 B Westgate Dr Median, 400'S/0 Kettleman to 1150'S/0 Kettleman 7,659 P1192 B Kettleman Ln Median, Westgate to Lower Sacramento Rd 2,266 U2053 B S side Rock Ln 3,512 U2043 B N side Rock Ln 3,422 Total Commercial Area in Group B: 390,696 SF Cost / SF / Month (2021-2023 Contract) $ 0.013667 (Group B) Total Cost / Month $ 5,339.64 Total Cost/ Year $ 64,075.71 RESOLUTION NO. 2022-119 A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING CHANGE ORDER NO. 2 FOR THE 2021-2023 LANDSCAPE MAINTENANCE OF MISCELLANEOUS AREAS AND LODI CONSOLIDATED LANDSCAPE MAINTENANCE ASSESSMENT DISTRICT 2003-1; AUTHORIZING THE CITY MANAGER TO EXECUTE FUTURE CHANGE ORDERS; AND FURTHER APPROPRIATING FUNDS WHEREAS, this contract provides the continued maintenance of landscaped areas in the public right-of-way, public buildings, parking lots, White Slough Water Pollution Control Facility, various assessment zones, and Rose Gate Park; and WHEREAS, on June 16, 2021, Council authorized the City Manager to award the contract to the lowest responsive bidder in an amount not to exceed $1,100,000, and to execute change orders in an amount not to exceed $80,000. The two-year contract was awarded to Odyssey Landscaping Company, Inc., in the amount of $864,457; and WHEREAS, Change Order No. 1, in the amount of $11,389, included planting and maintenance for additional areas that were not included in the original scope of work; and WHEREAS, the current contract includes service for the commercial areas once per month, however the City has requested that the commercial areas be serviced twice per month, which will cost an additional $69,145 for the remaining 13 months of this contract; and WHEREAS, staff recommends authorizing Change Order No. 2 for the 2021-2023 Landscape Maintenance of Miscellaneous Areas and Lodi Consolidated Landscape Assessment District 2003-1 for $69,415; and WHERAS, staff further recommends authorizing the City Manager to execute change orders up to an additional $80,000; and WHEREAS, staff further recommends appropriating funds in the amount of $69,415 to the Streets — PW Tree Maintenance account (30156004.72499). NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby authorize Change Order No. 2 for the 2021-2023 Landscape Maintenance of Miscellaneous Areas and Lodi Consolidated Landscape Assessment District 2003-1 for $69,415; and BE IT FURTHER RESOLVED that the Lodi City Council does hereby authorize the City Manager to execute change orders up to an additional $80,000; and BE IT FURTHER RESOLVED that the Lodi City Council does hereby authorize appropriating funds in the amount of $69,415 as set forth above; and BE IT FURTHER RESOLVED that the Lodi City Council does hereby authorize any encumbered FY 22 budget for the above contract be rolled forward into FY 23; and BE IT FURTHER RESOLVED, pursuant to Section 6.3q of the City Council Protocol Manual (adopted 11/6/19, Resolution No. 2019-223), the City Attorney is hereby authorized to make minor revisions to the above -referenced document(s) that do not alter the compensation or term, and to make clerical corrections as necessary. Dated: May 18, 2022 ------------------------------------------------------------------------ ------------------------------------------------------------------------ I hereby certify that Resolution No. 2022-119 was passed and adopted by the City Council of the City of Lodi in a regular meeting held May 18, 2022 by the following votes: AYES: COUNCIL MEMBERS — Hothi, Khan, Nakanishi, and Mayor Chandler NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — Kuehne ABSTAIN: COUNCIL MEMBERS — None OLIVIA NASHED City Clerk 2022-119