Report to Mayor and City Council
Wednesday, November 04, 2020
Consent
SUBJECT:
Title
CONSIDER APPROVAL OF AMENDMENT NO. 2 TO CONTRACT SERVICES AGREEMENT WITH SWAYZER CORPORATION (C-18-036) FOR LANDSCAPE MEDIAN MAINTENANCE SERVICES (CITY COUNCIL)
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I. SUMMARY
In December of 2017, the City awarded a 3-year contract to Swayzer Corporation to provide landscape services for medians in the amount of $797,400. The contract term provided for a period from January 2018 to December 2020. The contract provides for a modification in the contract amount up to $25,000 at the discretion of the contract manager to request extra services. In addition, the contract provides for 3 one-year extensions at the option of City Council. Through supplemental services approved by City Council during this period, the total contract is currently $1,068,604.
The City has been satisfied with the services provided by Swayzer and staff recommends that the City Council exercise the option for a one-year extension of the contract at the current contract terms. This would be the first of three optional one-year options.
II. RECOMMENDATION
Recommendation
Take the following actions:
1. APPROVE the proposed amendment to the agreement with Swayzer Corporation landscapes services through December 31st, 2021 and increase the contract amount by $265,800 for a total amended not-to-exceed amount of $1,334,404,
2. AUTHORIZE the Mayor to execute the same following approval as to form by the City Attorney; and
3. ADOPT Resolution no. 20-168 authorizing a budget amendment for $61,152
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III. ALTERNATIVES
1. Take any other action the City Council deems appropriateIV. BACKGROUND
In December of 2017, the City awarded a 3-year contract to Swayzer Corporation to provide landscape services for medians in the amount of $797,400. The contract term provided for a period from January 2018 to December 2020. The contract provided for a modification in contract amount up to $25,000 at the discretion of the contract manager in the event extra services were needed. In addition, the contract provides for 3 one-year extensions at the option of City Council.
During this period the City issued Amendment #1 to the Contract for supplemental services for a period of 6 months in the amount of $35,172 per month for a total Amendment of $211,032. This amendment was approved to allow Swayzer to provide additional services while the City was experiencing staffing shortages. At the same time that it approved Amendment #1, the City Council also gave authority to the City Manager to extend the amendment for 4 additional months at the same rate of $35,172 per month for a total of $140,688, if necessary, to maintain service levels while City Staffing was returned to normal.
Upon completion of the 6 months of supplemental services staff determined that City staff levels had not returned to normal and the former City Manager authorized a change order for $140,688 as allowed in the contract. Only 1 additional month was needed and therefore only $35,172 was used from this extension of amendment #1. Therefore, the current approved contract authority is $1,068,604.
V. FISCAL IMPACT
A proposed budget amendment (resolution no 20-168) from the General Fund Reserve in the amount of $61,152 in order to provide funding for the Swayzer contract to June 30th, 2021.
VI. EXHIBITS
1. Contract with Swayzer Dated January 18th, 2018
2. Amendment no. 1 with Swayzer Dated September 1, 2018
3. Proposed Amendment no. 2 with Swayzer
4. Proposed Resolution no. 20-168 authorizing a budget adjustment to the Landscape Maintenance Budget
Prepared by: James Ross, Interim Public Works Director