Item 07 Notification of Emergency Increase to BrightView Landscape Service Purchase Order in the amount of $3,400 for Phase II of Old Winter Garden Road Medians to supply and install an additional 600 linear feet of Irrigation Pipe (2) ocoee
florida
AGENDA ITEM COVER SHEET
Meeting Date: May 7, 2019
Item # 7 �i
Reviewed By:
Contact Name: Ginger Corless Department Director: Craig Sha
Contact Number: 407-905-3100 ext. 1028 City Manager: '
Subject: Notification of Emergency Increase to BrightView Landscape Services' Purchase Order
in the amount of$3,400 for Phase II of Old Winter Garden Road Medians to supply and install an
additional 600 linear feet of Irrigation Pipe
Background Summary:
BrightView's contract to provide landscaping for Phase II of Old Winter Garden Road Medians was
approved by the City Commission in the amount of $207,851.50 on March 5, 2019. The company
commenced work on April 15, 2019. On April 24, 2019, an issue was uncovered by BrightView and the
Parks' Department irrigation team in that the irrigation mainline serving the small island just west of
Hempel Avenue is actually being supplied from the larger island to the west, under the median pavement
in a direct bury method (not contained in a chase pipe). All of the other medians have direct irrigation
water sources and are not fed from another island.
If the deficiency is not corrected and if the direct bury irrigation mainline bursts, the City would have to
break up the concrete located in the nose of each median and possibly the asphalt between the medians
in order to locate the break, repair it and replace the broken concrete and asphalt. This process can be
very costly. Based on the inspection by the City's irrigation team, it was determined that if a sleeve was
installed by the contractor as they complete the irrigation system installation, the City would realize
added protection in the future. The work to install 600 linear feet of pipe was not specified and in Staff's
determination, not covered by BrightView's existing purchasing order. Staff met with the City Manager
and it was agreed that the installation of 600 linear feet of irrigation pipe needed to be resolved
immediately.
SECTION 21.6 Emergency Purchases
A. The Department Director may make Emergency Purchases in accordance to the
Authority to Approve provisions of the Procurement Thresholds set forth in Section
21.4, and in accordance with emergency purchasing procedures set forth in the
Purchasing Manual. A summary report of all emergency purchases shall be submitted
to the City Manager on a monthly basis.
B. Emergency purchases of $50,000.00 or more will require that the City Manager or the
Department Director inform the City Commission regarding the purchase and the
nature of the emergency, by submitting a report, of all such emergency purchases at
the next regularly scheduled City Commission meeting following the emergency.
Issue:
Notification to City Commission of the emergency increase to BrightView's Purchase Order in the
amount of$3,400 to supply and install the addition of 600 linear feet of irrigation pipe to properly sleeve
the mainline under all hardscape in case of a future break.
Recommendation:
Staff and the City Manager agreed to the provisions under Section 21.6 Emergency Purchases and
recommends the Honorable Mayor and City Commissioners approve the Purchase Order increase of
$3,400.
Attachment:
1. BrightView Landscape Services Cost Proposal to Correct Irrigation Deficiency
Financial Impact:
The increase of Purchase Order 1426040 by the amount of $3,400 dollars will increase the overall
project costs to install the median landscaping between S. Blackwood Avenue and just east of Hempel
Avenue from $207,851.50 to $211,251.50. There are adequate funds in the CRA's Capital Budget, GL
130-516-00-6302 from which this project is assigned. The project was approved by the CRA and
authorized by the City Commission on February 19, 2019.
Type of Item: (please mark with an `k)
Public Hearing For Clerk's Dept Use:
Ordinance First Reading Consent Agenda
Ordinance Second Reading Public Hearing
Resolution Regular Agenda
Commission Approval
Discussion&Direction
Original Document/Contract Attached for Execution by City Clerk
X Original Document/Contract Held by Department for Execution
Reviewed by City Attorney N/A
Reviewed by Finance Dept. " ( N/A
Reviewed by 0 N/A
2
April 24,2019
BrightView Page 1
Landscape Services
Proposal for Extra Work at
City of Ocoee
Property Name City of Ocoee Contact Virginia Corless
Property Address 150 N Lakeshore Dr To Ocoee City of
Ocoee, FL 34761 Billing Address Attn:Accounts Payable 150 N Lakeshore
Dr
Ocoee, FL 34761-2258
Project Name OWG Medians-Irrigation Change Order
Project Description Addition to the irrigation to properly sleeve all mainline under hardscape
Scope of Work
QTY UoM/Size Material/Description Unit Price Total
600.00 LINEAR FEET 2"PVC Pipe and necessary fittings $2.00 $1,200.00
Irrigation Crew(foreman and member)-straighten sleeve
20.00 HOUR $110.00 $2,200.00
at junctions,install new pipe
For Internal use only
SO# 6910384
JOB# 460402899
Service Line 130 Total Price $3,400.00
THIS IS NOT AN INVOICE
This proposal is valid for 60 days unless otherwise approved by BrightView Landscape Services,Inc.
4777 Old Winter Garden Road,Orlando,FL 32811 ph.(407)292-9600 fax(407)291-4966