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APPROVE MOTION TO AUTHORIZE CONTRACT CHANGE ORDER NO. 2 FOR THE ON-CALL PARKS PUMP REPAIRS PROJECT
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RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Authorize Contract Change Order No. 2 in the amount of $50,000 with Cornerstone Environmental Contractors, Inc. for the On-Call Parks Pump Repairs, Project No. OM-23-085.
2. Approve findings pursuant to Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bidding process.
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 November 30, 2023, Public Works entered into a Service Contract in the amount of $60,000 with Cornerstone Environmental Contractors, Inc. (Cornerstone) of Concord, CA, as authorized by the City Manager, to provide on-call pump repair services to diagnose, repair, and modify well and booster pumps at City parks.
On April 2, 2024, Public Works executed Contract Change Order (CCO) No. 1 with Cornerstone of Concord, CA, in the amount of $30,000, to replace the pumps at Louis and Buckley Cove Parks.
Staff recommends that Council approve CCO No. 2 in the amount of $50,000 with Cornerstone (Attachment A). CCO No. 2 will ensure adequate funding is available for the current known repairs at Louis, Faklis, Peterson, Sandman, and Victory Parks and for unanticipated repairs that will continue through the duration of the contract, which expires June 30, 2024. The total revised contract amount will be $140,000.
DISCUSSION
Background
The Parks Division of the Public Works Department is responsible for managing irrigation and well pump repairs at City facilities, including, but not limited to, parks, greenbelts, and street landscaped areas. On April 25, May 25, and July 19, 2023, bids were solicited with no response received for all three multi-bid solicitations. Procurement advised Public Works that since this project is an informal bid, and the City solicited three or more vendors with no response showing competition, Public Works could reach out to a vendor and negotiate the City’s terms to enter into an agreement. Public Works confirmed Cornerstone of Concord, CA, meets the licensing requirements and is able to perform the on-call pump repair services necessary at City parks.
On November 30, 2023, Public Works entered into a Service Contract in the amount of $60,000 with Cornerstone, as authorized by the City Manager, to provide on-call pump repair services to diagnose, repair, and modify well and booster pumps at City parks. On April 2, 2024, Public Works executed CCO No. 1 with Cornerstone in the amount of $30,000 to provide adequate purchasing authority to replace the pumps at Louis and Buckley Cove Parks.
Present Situation
The Parks Division of the Public Works Department is responsible for managing irrigation and well pump repairs at City facilities, including, but not limited to, parks, greenbelts, and street landscaped areas. The City contracts with a vendor for repairs on an as-needed basis. CCO No. 2 is required due to additional repairs for the pump replacement at Louis Park. In addition to the expanded scope of services at Louis Park, additional repairs are needed at Faklis, Peterson, Sandman, and Victory Parks. CCO No. 2 will ensure adequate funding is available for the current known repairs and for unanticipated repairs that will continue through the duration of the contract, which expires June 30, 2024.
Council approval is needed for CCO No. 2 with Cornerstone because the cumulative amount of CCO No. 2 exceeds the administrative change order authority allowed under the existing contract.
Staff recommends that Council approve CCO No. 2 in the amount of $50,000 with Cornerstone (Attachment A).
Findings
Pursuant to Stockton Municipal Code (SMC) section 3.68.070, Council may approve findings which support an exception to the competitive bidding process. These findings include:
1. The City does not have staffing available to diagnose and repair well and booster pumps at City parks.
2. The City must continue to irrigate their parks, greenbelts, and street landscaped areas.
3. SMC section 3.68.070.A6 allows for an exception to the competitive bidding process when, after advertising for bids as required herein, no valid bids are received.
FINANCIAL SUMMARY
There is sufficient funding in the Public Works Parks General Fund and Landscape Maintenance District Operating Budgets to approve CCO No. 2 with Cornerstone in the amount of $50,000. With the approval of CCO No. 2, the total revised contract amount with Cornerstone will be $140,000.
Attachment A - CCO No. 2 with Cornerstone