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Home My WebLink AboutItem 06 Approval of Change Order No. 1 Amending Cepra Landscape’s Contract RFP #20-005, Landscaping, Landscape Maintenance, and Mowing Services to Include the Landscape Maintenance at the Utilities Administration Building Located at 1800 AD Mims Road ocoee florid❑ AGENDA ITEM COVER SHEET Meeting Date: January 18, 2022 Item # �p Reviewed By: Contact Name: Ginger Corless Department Director: i Contact Number: Ext. 1028 City Manager: /;'' Subject: Approval of Change Order #1 Amending Cepra Landscape's Contract RFP #20-005, Landscaping, Landscape Maintenance, and Mowing Services to include the landscape maintenance at the Utilities Administration Building located at 1800 AD Mims Road. Background Summary: The City Commission awarded the Landscaping, Landscape Maintenance and Mowing Services contract to Cepra Landscape at the September 1, 2020 commission meeting. Currently the contract includes maintenance of the ROWs, medians, roundabout, cemetery, fire stations 25, 26, and 39, and police station. Subsequent to contract award, an additional site location to be added to the contract has been determined at the Utilities Department administration building. Issue: Should the Mayor and City Commission amend, by Change Order, Cepra Landscape's contract to include the landscape maintenance at the Utilities Admin Building? Recommendations: Staff recommends the Mayor and City Commission amend, by Change Order, Cepra Landscape's contract to include the landscape maintenance at the Utilities Admin Building. Staff also recommends the City Manager be authorized to approve change orders to this contract up to the limit of his purchasing authority for each change order. Attachments: Change Order #1; Cepra Landscape's Proposal for base maintenance services and additional mulch and palm pruning services. Financial Impact: The cost of the change order is $293.75 per month for a total annual cost of$3,525 and will be funded by utilities (401-531-00-3400). Type of Item: (please mark with an `k') Public Hearing For Clerk's Dept Use: Ordinance First Reading A Consent Agenda Ordinance Second Reading Public Hearing Resolution Regular Agenda x Commission Approval Discussion& Direction Original Document/Contract Attached for Execution by City Clerk Original Document/Contract Held by Department for Execution Reviewed by City Attorney N/A Reviewed by Finance Dept. Rebecca Roberts N/A Reviewed by () N/A A ocoee florida CITY OF OCOEE 150 North Lakeshore Drive Ocoee,Florida 34761 *This Change Order Requires Action by the City Commission* Cepra Landscape, LLC RFP #20-005 CHANGE ORDER NO. 1 DATE: January 18, 2022 PURCHASE ORDER: 1427662 The following changes are hereby made to the CONTRACT DOCUMENTS. Original CONTRACT PRICE $398,160.00 Current CONTRACT PRICE ADJUSTED by previous CHANGE ORDERS $398,160.00 Net Increase (Decrease) Resulting from this CHANGE ORDER $3,525.00 The current CONTRACT PRICE including this CHANGE ORDER $401,685.00 Original CONTRACT COMPLETION DATE: August 31, 2025 Current CONTRACT COMPLETION DATE adjusted by previous CHANGE ORDERS August 31, 2025 Net Increase Resulting from this CHANGE ORDER 0 days Current CONTRACT COMPLETION DATE including this CHANGE ORDER August 31,2025 CHANGES ORDERED: I. REQUIRED CHANGES This change order will cause an annual net increase to the contract total in the amount of $3,525. II. JUSTIFICATION The City Commission awarded the Landscaping, Landscape Maintenance and Mowing Services contract to Cepra Landscape at the September 1, 2020 commission meeting. Currently the contract includes maintenance of the ROWs, medians,roundabout, cemetery, fire stations 25, 26, and 39, and police station. Subsequent to contract award, an additional site location to be added to the contract has been determined at the Utilities Department administration building. III. NARRATIVE OF NEGOTIATIONS Staff met with representatives of Cepra Landscape, LLC and requested a quote to provide landscape services at the Utilities Department administration building. IV. PAYMENT The increase to the contract total will be funded by the Utilities Department Contractual Services line (401-531-00-3400) V. APPROVAL AND CHANGE AUTHORIZATION The original project and funding allocation was established by issuance of a CITY purchase order, subject to the terms and conditions contained in the CITY's solicitation, Project Manual, Drawings, Specifications, and/or the CONTRACTOR's service and price proposal, which collectively form the terms of an agreement between the CITY and the CONTRACTOR for the performance of the Work. This proposed change to the agreement requires approval by the City Commission under the CITY's Purchasing Rules and Regulations and is consistent with any prior action by the City Commission to award the Work to the CONTRACTOR. It is expressly understood and agreed that the approval of the Change Order shall have no effect on the original agreement other than matters expressly provided herein. CONTRACTOR acknowledges, by its execution and acceptance of this Change Order, that the adjustments in contract price and time shown hereon constitute full and complete compensation and satisfaction for all costs and modifications of performance time incurred by the CONTRACTOR as a result of this Change Order. No other claim for increased costs of performance or modifications of time will be granted by the CITY for the Work covered by this Change Order. The CONTRACTOR hereby waives and releases any further claims for cost or time against the CITY arising from or relating to the matters or Work set forth or contemplated by this Change Order. RFP 20-005 Landscaping,Landscape Maintenance, and Mowing Services,Change Order#1 RECOMMENDED BY: ACCEPTED BY: CITY OF OCOEE, FLORIDA CEPRA LANDSCAPE, LLC By: By: Signature Signature Date: Date: Title: Title: APPROVED BY: CITY OF OCOEE, FLORIDA By: Date: Rusty Johnson, Mayor Attest: Melanie Sibbitt, City Clerk FOR USE AND RELIANCE ONLY BY THE APPROVED BY THE CITY OF OCOEE CITY OF OCOEE,APPROVED AS TO FORM COMMISSION IN A MEETING HELD ON AND LEGALITY THIS DAY OF ,20 UNDER ,20 AGENDA ITEM NO. By: City Attorney RFP 20-005 Landscaping,Landscape Maintenance, and Mowing Services,Change Order#1 TABLE 1 Modified Bid Item Quantities & New Bid Items Original Revised Original Revised Difference Item No. Description Units Unit Price Quantity Quantity Total Price Total Price in Price • • Subtotal Changes in Bid Quantities • • • Subtotal New Pay Items Net Change in Contract Price RFP 20-005 Landscaping,Landscape Maintenance, and Mowing Services,Change Order#1 4 MP 001 ••6.. CEPRA Ocoee Untility Admin Biding LANDSCAPE Base Maintenance Services (Monthly Costs) Area Landscape Management Horticulture Services Irrigation Management Total Admin Building $150.00 $16.25 S166.25 $0.00 "Weekly service annually Includes 3 irrigation inspections annually S0.00 (2)Annual mulching (4)Palm pruning annually 50.00 $0.00 Base Monthly Costs $150.00 S0.00 $16.25 $166.25 Annual Base Maintenance Cost $1,995.00 Additional Services Included In Contract Area Mulch Annuals Palm Pruning Misc. Services Type Freq. Qty Cost Freq. Qty Cost Freq Qty Cost Freq. Qty Cost 2 15 S1.350 00 S180 OC Total 1.350.00 0 SO.00 1 $130.00 50.00 Total Additional Services $1.530.00 Total Annual Cost $3.525.00 Total Monthly Cost S293.75 1 of 1