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APPROVE MOTION TO AUTHORIZE CONTRACT CHANGE ORDER NO. 5 FOR PARKS MAINTENANCE AND JANITORIAL PROJECT
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RECOMMENDATION
It is recommended that the City Council approve a motion to authorize Contract Change Order No. 5, in the amount of $391,082.06, with Al Fresco Landscaping, Inc. of Hollister, CA, for the Parks Maintenance and Janitorial , Project No. OM-23-039.
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
On January 23, 2024, by Resolution No. 2024-01-23-1208, Council awarded a three-year Service Contract, in the amount of $14,615,857.59, to Al Fresco Landscaping, Inc. of Hollister, CA, for the Parks Maintenance and Janitorial, Project No. OM-23-039.
To date, the City Manager has administratively approved four Contract Change Orders (CCOs). The CCOs were needed to provide service restoration, maintenance needs, funding for future parks, and the maintenance of Harmony Park and sections of East Bay Municipal Utility District (EBMUD).
Council approval is required for CCO No. 5, in the amount of $391,082.06, with Al Fresco Landscaping, Inc., to add additional park maintenance and janitorial services at Inspiration Park and Fong Park Phase II. CCO No. 5 will also provide additional funding for homeless cleanups in City parks. CCO No. 5 is required as the cumulative amount of CCO Nos. 1 through 5 will exceed the administrative change order authority allowed under the existing contract.
It is recommended that Council approve a motion to authorize CCO No.5, in the amount of $391,082.06, with Al Fresco Landscaping, Inc. for the Parks Maintenance and Janitorial, Project No. OM-23-039 (Attachment A). The revised contract amount will be $16,271,991.45.
DISCUSSION
Background
Public Works is responsible for managing the maintenance and janitorial services at City parks. These services are provided through a contract with Al Fresco Landscaping, Inc. to provide landscaping and cleaning services.
On January 23, 2024, by Resolution No. 2024-01-23-1208, Council awarded a three-year Service Contract, in the amount of $14,615,857.59, to Al Fresco Landscaping, Inc. for park maintenance and janitorial services at City parks. The Service Contract allowed for two optional one-year extensions.
CCO Nos. 1 through 4 in the amount of $1,265,051.80, were previously approved under the administrative change order authority allowed under the existing contract. The previously approved CCOs were needed to restore services, increase and decrease maintenance areas, include maintenance of future parks, and the maintenance of Harmony Park and sections of EBMUD.
Present Situation
Council approval is required for CCO No. 5, in the amount of $391,082.06, to add additional park maintenance and janitorial services at Inspiration Park and Fong Park Phase II. CCO No. 5 is required as the cumulative amount of CCO Nos. 1 through 5 will exceed the administrative change order authority allowed under the existing contract. When the contract was awarded to Al Fresco Landscaping, Inc., Inspiration Park and Fong Park Phase II had not been developed. Both parks will be funded through their respective Landscape Maintenance Districts.
Fong Park Phase II, located near Tiamo Way, will develop the remaining two acres. Inspiration Park, located at Westlake Drive and Scott Creek Drive, will develop approximately 10.2 acres. The parks are anticipated to be completed towards the end of 2025. CCO No. 5 will also add funding for incidentals and as-needed repairs at Inspiration Park. In addition to the maintenance of the new parks, CCO No. 5 will provide funding to continue with homeless cleanups in City parks.
It is recommended that Council approve a motion to authorize CCO No. 5, in the amount of $391,082.06, with Al Fresco Landscaping, Inc. for the Parks Maintenance and Janitorial, Project No. OM-23-039 (Attachment A). The revised contract amount will be $16,271,991.45.
FINANCIAL SUMMARY
The Service Contract with Al Fresco Landscaping, Inc. for Parks Maintenance and Janitorial, Project No. OM-23-039, is encumbered on a fiscal year basis. Funding for these services has been allocated in the Public Works Parks General Fund, Blossom Ranch Landscape Maintenance District Fund, Hunter Ridge Landscape Maintenance Fund, and Westlake Villages Landscape Maintenance Fund operating budgets for Fiscal Year 2025-26.
Attachment A - CCO No. 5 with Al Fresco Landscaping, Inc.