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APPROVE CONTRACT CHANGE ORDER NO. 4 WITH ODYSSEY ENVIRONMENTAL SERVICES INC. FOR PARK LANDSCAPE MAINTENANCE, PARK JANITORIAL/SITE CLEANING SERVICE, AND PLAY EQUIPMENT INSPECTION (PROJECT PW 13-02)
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion authorizing the City Manager to execute Contract Change Order No. 4 to the contract with Odyssey Environmental Services, Inc. (Odyssey) for Park Landscape Maintenance, Park Janitorial/Site Cleaning Service, and Play Equipment Inspection (Project PW 13-02) in the amount of $181,950 to complete the restoration of three fields and provide maintenance services for the Stockton Soccer Complex.
It is also recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this motion.
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Summary
Project PW 13-02 provides park landscape maintenance, janitorial, and play equipment inspection services for all of the City’s parks, including playing fields. The contract for this project was awarded to Odyssey on August 27, 2013, by Motion No. 2013-08-27-1212.
Three contract change orders (CCO) to Project PW 13-02 have been approved administratively under the contract change order authority limit of $182,719. CCO No. 4 for $181,950 will bring the total amount expended on CCOs to an amount that exceeds this limit, and requires approval by Council.
CCO No. 4 provides for restoration of three fields at the Stockton Soccer Complex, and for increased monthly maintenance services to sustain the improved field condition. The current contract includes nominal maintenance services at the Complex. CCO No. 4 provides an increase to these maintenance services to a level consistent with the high demand for field usage.
The present amount of the contract for Park Landscape Maintenance, Park Janitorial/Site Cleaning Service, and Play Equipment Inspection (Project PW 13-02) (including administratively approved CCO Nos. 1 through 3) is $1,352,775. Approval of the proposed CCO No. 4, in the amount of $181,950, will bring the new total contract amount to $1,534,725.75 (Attachment A).
DISCUSSION
Background
The contract for maintenance of general fund parks (Park Landscape Maintenance, Park Janitorial/Site Cleaning Service, and Play Equipment Inspection (Project PW 13-02)) was awarded to Odyssey on August 27, 2013, by Motion No. 2013-08-27-1212. The initial term of the contract expires on December 31, 2016, with the potential for four one-year extensions. The first one-year extension is currently being processed administratively.
The first amendment to this contract was approved by Council on September 22, 2015, by Motion No. 2015-09-22-1204. This amendment added all 12 parks from the Stockton Consolidated Landscape Maintenance District (District) maintenance contract with Odyssey (Project PW 11-16), which was set to expire on December 31, 2015, to the contract for Project PW 13-02 noted above.
Since the amendment, three CCOs have been processed administratively under the contract change order authority amount of $182,719.80 as follows:
CCO No. 1 ($93,480) provided refurbishment maintenance services for 11 baseball and eight softball infields at Louis, Oak, Grupe, Panella, Misasi, Sandman, Grupe, Atherton and Sherwood Parks.
CCO No. 2 ($5,147.75) provided replacement of vandalized sprinklers at Unity Park.
CCO No. 3 ($76,950) provided restoration and maintenance services for three of the eight fields at the Stockton Soccer Complex.
The total for all three CCOs is $175,577.75, bringing the present value of the contract for Project PW 13-02 to $1,352,775.75.
Present Situation
Public Works, in conjunction with the Community Services Department, is restoring the fields at the Stockton Soccer Complex to improve substandard field conditions for better playability. This work is being funded from a combination of one time funds allocated by Council for this purpose, and Capital Improvement Program (CIP) funds. CCO No. 3 was the first phase of this restoration, which is anticipated to be completed in September 2016. Staff has prepared CCO No. 4 to complete Phase 2 of the restoration of the next three fields at a cost of $25,650 per field. In addition to the field restoration work, CCO No. 4 includes an increase to the current nominal level of field maintenance at the Soccer Complex. This is required to sustain the restored condition, so that the fields do not revert to their current sub-standard condition. The annual cost of this increased level of maintenance is $105,000. The total cost of CCO No. 4, in the amount of $181,950 together with previously approved change orders, will exceed the contract change order authority limit of $182,719. Therefore, CCO No. 4 requires approval by Council.
The recommended motion will approve CCO No. 4 for $181,950 with Odyssey to complete the restoration of three additional fields and provide on-going proper maintenance at the Stockton Soccer Complex under the Park Landscape Maintenance, Park Janitorial/Site Cleaning Service, and Play Equipment Inspection (Project PW 13-02). The total revised final contract amount, including CCO No. 4, and all prior change orders, will be $1,534,725.75.
FINANCIAL SUMMARY
Sufficient funds for CCO No. 4 with Odyssey are available in CIP Project No. PW1510 (301-3020-640) (Stockton Soccer Complex Upgrades and Maintenance Program) in the amount of $26,000 and Account No. 044-3637-590 (PR3324) in the amount of $155,950.
Attachment A - CCO No. 4 with Odyssey Environmental Services, Inc.