From
Duane Strawn, Assistant Director - Operations
Title
Change order #3 in the amount of $48,326.25 with TCA Terracare Associates for landscape maintenance at EPIC Central and extend the contract to execute the final of three renewal options
Presenter
Cheryl De Leon, Director of Parks, Arts and Recreation
Recommended Action
Approve
Analysis
The initial contract with TCA Terracare Associates for landscape maintenance was executed on April 6, 2016 in the amount of $171,420.49 for a term of one year with the option to renew for three additional years. Change order #1 was executed on January 3, 2017 decreasing the acreage to be mowed and decreasing the contract by ($27,228.82). The first of three renewal options was executed on April 11, 2017, and the contract value was increased by $12,512.54 for a price redetermination. The second of three renewal options was executed on March 30 2018 and included additional services which increased the contract value by $8,060. On December 26, 2018, Change Order #2 was executed to include additional services in the amount of $5,730.58.
With the completion of the landscaping and irrigation around the Epic and EpicWaters, it is now time to turn over the landscape maintenance to a reputable maintenance contractor. TCA Terracare Associates are currently maintaining the landscape and irrigation around the Summit, PSB, and along Warrior, SH161, and Arkansas. We have received a proposal from TCA Terracare in the amount of $89,000 to include the Epic/EpicWaters property in maintenance cycles. This will put all of Epic Central under one maintenance contractor for one year; the TCA Terracare multi-year contract will be complete with the final renewal. We are also removing the Park & Ride renewal from the TCA Terracare contract but adding an extension through May 2019; this will result in a reduction of ($40,643.75) in the existing contract, making the total increase to the contract value $48,356.25 and the total contract amount $213,120.46. The Park & Ride maintenance scope has since been included in an upcoming R.O.W. Mowing Maintenance Request-For-Bids.
The change orders exceed the $50,000 City Manager authorization threshold and requires City Council approval. The total change orders do not exceed 25% of the total original amount.
This item was presented to the Finance and Government Committee on May 7, 2019 for their recommendation to the City Council.
Financial Consideration
Funding for the increase of $89,000 is available in the FY 2018/2019 EPIC Sales Tax Fund, Mowing Account (313211 - 61225); funding for the decrease of ($40,643.75) is in the FY 2018/2019 Storm Water Fund, Mowing Account (318010-61225). The net funding impact is a $48,326.25 increase to the mowing contract for TCA Terracare.