Report to Mayor and City Council
Tuesday, December 07, 2021
Consent
SUBJECT:
Title
CONSIDER APPROVAL OF AMENDMENT NO. 3 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 2017, the City awarded a three-year contract to Swayzer Corporation to provide landscape maintenance services for center medians in the amount of $797,400. The contract term provided for a period from January 2018 to December 2020. The contract provided for three one-year extensions at the option of City Council. To date, the city has extended the contract once already, thus this would be the second of three optional one-year extensions. Staff recommends that the City Council exercise the proposed one-year extension of the contract with Swayzer Corporation at the current contract terms.
Staff has separately been asked by the City Council to look at the possibility of putting in new attractive drought tolerant landscaping in its medians to improve aesthetics and to unify the median landscaping throughout the City. That initiative, which would likely be part of our economic development strategy and our program to meet stormwater capture obligations, is not likely to be completed before the end of this contract extension. However, if our landscape median maintenance needs were to change, we could amend the contract or end it early and rebid it.
II. RECOMMENDATION
Recommendation
Take the following actions:
1. APPROVE the proposed Amendment No.3 to the agreement with Swayzer Corporation landscape services through December 31st, 2022 and increase the contract amount by $265,800 for a total amended not-to-exceed amount of $1,600,204.00.
2. AUTHORIZE the Mayor to execute the same following approval as to form by the City Attorney; and
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III. ALTERNATIVES
1. Take any other action the City Council deems appropriate.
IV. BACKGROUND
In December 2017, the City awarded a three-year contract to Swayzer Corporation to provide landscape services for center medians in the amount of $797,400. The contract term provided for a period from January 1, 2018 to December 31, 2020. The contract sum was increased by $25,000 under Contract Officer’s authority for additional median landscape services for an increased contract amount of $822,400.
During this period, the City issued Amendment No. 1 to the Contract for park landscape services due to staff shortages for a period of seven months in the amount of $35,172 per month, for an amount of $246,204, for a total contract amount of $1,068,604.
On November 4, 2020, the City Council approved Amendment No. 2 for an additional amount of $265,800 and extended the contract term by one year for a total contract sum of $1,334,404.
City and Contractor now desire to again extend the Agreement from January 1, 2022, through December 31, 2022, and increase the Contract Sum by $265,800 for a total contract sum of not to exceed $1,600,204.
V. FISCAL IMPACT
Funding in the amount of $132,900 is budgeted for the remainder of Fiscal Year 2021/22. Funding for landscape median maintenance services for the full fiscal year 2022/23 will be requested during 2022/23 budget preparation.
VI. EXHIBITS
1. Contract with Swayzer Dated January 18th, 2018 (pgs. )
2. Amendment No. 3 with Swayzer (pgs. )
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Prepared by: Ariel De La Paz, Landscape & Building Maintenance Superintendent