Item 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
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