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HomeMy WebLinkAboutLawn Co. Landscape Maintenance Services Amendment No. 9 CONTRACT CHECKLIST I. PROJECT INFORMATION Date: 4/12/2024 REQUESTING DEPARTMENT Pars & Rec Project Name: Landscape Maintenance Services Project Manager: Roger Norberg Contract Amount: $259,200 Contractor/Consultant/Design Engineer: Lawn Co. Is this a change order? Yes ❑ No ❑ Change Order No. N/A II. BUDGET INFORMATION (Project Manager to Complete) III. Contract Type Fund: 1 Budget Available(Purchasing attach report): Department 5210 Yes ❑� No ❑ Construction ❑ GL Account 55704 FY Budget: 2024 Task Order ❑ Project Number: 10151.c Enhancement: Yes ❑ No 0 Professional Service ❑ Equipment ❑ Will the project cross fiscal years? Yes❑ No ✓❑ Grant ❑ IV. GRANT INFORMATION-to be completed only on Grant funded projects Grant#: Wage Determination Received Wage Verification 10 Days prior to bid due date Debarment Status(Federal Funded) N/a N/A N/A N/A Print and Attach the determination Print,attach and amend bid by addendum(if changed) www.sam.gov Print and attach V. BASIS OF AWARD BID RFP/RFQ TASK ORDER Award based on Low Bid Highest Ranked Vendor Selected Master Agreement Category (Bid Results Attached) Yes ❑ No ❑ (Ratings Attached) Yes ❑No Date MSA Roster Approved: Typical Award Yes ❑ No ❑ If no please state circumstances and conclusion: Date Award Posted: 7 day protest period ends: VI. CONTRACTOR/CONSULTANT REQUIRED INFORMATION PW License N/A Expiration Date: N/A Corporation Status Active-Good Standing Insurance Certificates Received(Date): Expiration Date: Rating: Payment and Performance Bonds Received(Date): N/A Rating: Builders Risk Ins.Req'd: Yes ❑ No ❑ If yes,has policy been purchased? (Only applicabale for projects above$1,000,000) VII. TASK ORDER SELECTION (Project Manager to Complete) Reason Consultant Selected ❑ 1 Performance on past projects Check all that apply ❑ Quality of work ❑ On Budget ❑On Time ❑ Accuracy of Construction Est ❑ 2 Qualified Personnel ❑ 3 Availability of personnel ❑ 4 Local of personnel Description of negotiation process and fee evaluation: Enter Supervisor Name Date Approve Vill. AWARD INFORMATION Date Submitted to Clerk for Agenda: 4.12.2024 Approval Date 4-23-2024 By: City Council Purchase Order No.: Date Issued: WH5 submitted (Only for PW Construction Projects) NTP Date: Contract Request Checklist.5.24.2016.Final City Of Meridian Statement of Revenues and Expenditures - Rev and Exp Report - Sandra 5210 - Parks Division 01 - General Fund From 10/1/2023 Through 9/30/2024 Budget with Current Year Budget Amendments Actual Remaining OPERATING COSTS 55704 Contracted Services 363,836.52 95,505.13 268,331.39 Total OPERATING COSTS 363,836.52 95,505.13 268,331.39 DEPT EXPENDITURES 363,836.52 95,505.13 268,331.39 TOTAL EXPENDITURES 363,836.52 95,505.13 268,331.39 Date: 3/21/24 09:48:11 AM Page: 1 IDIAN:--- IDAHC CITY OF MERIDIAN CONTRACT AMENDMENT No 9 LAWN CO. For LANDSCAPE MAINTENANCE SERVICES CONTRACTOR NAME: DEPARTMENT NAME: Lawn Cc Parks ADDRESS: ADDRESS. 2581 Wildwood 33 E Broadway Ave. Boise, ID 83713 Meridian, ID 83642 CURRENT CONTRACT INFORMATION: Contract Name: Landscape Maintenance Services Project No.: 10151.c Previous Amendment Date: 7/20/2023 Previous Amendments: 8 Current Contract Dates: START: 10/24/2023 COMPLETION: 1111/2024 Current Contract Amount(Inclusive of Previous Amendments to Date): $868,618.20 AMENDMENT TO FXERC! E OPTION TO RENEW (Check all that Apply) _Amendment to Contract Performance X Amendment to Contract Dates X Amendment to Contract Amount Other:(Explain) DESCRIPTION-OT-REASON-FOR AMENDMENT:(Attach aff relevant ocumentat on detaffng-amendment): Amendment for FY24 services for all locations for Price Code 1 =$207,140,00 and Price Code 3 =$52,060.00. Amounts differ from the amounts listed on Exhibit A because as of 4.11.2024, payments have already been applied to FY24. Amending original contract term date and all amendments to date; per contract dated 2.7.2020 contract to expire 11/2024. However, a new contract will be in place on 10/1/2024. New contract expiration/completion date is as follows: September 30 2024. NEW CONTRACT INFORMATION: Amendment Date: 4/11/2024 New Contract Dates: START: 10/1/2023 COMPLETION: 9/30/2024 Amount of Amendment Change $259,200.00 Current Contract Amount(inclusive of Previous Amendments to Date): $1,127,818.20 ALL OTHER TERMS AND CONDITIONS OF THE ORIGINAL CONTRACT AND PREVIOUS AMENDMENTS REMAIN UNCHANGED AND IN FULL FORCE AND EFFECT. CITY OF MERIDIAN LAW CO. BY: BY: Keith Watts, Procurement Manager Tad Cork, Ow er Dated: Dated: /z Exhibit A MILESTONE / PAYMENT SCHEDULE A. Total and complete compensation for this Agreement shall not exceed the amounts listed in the below Pricing Schedule. PRICING SCHEDULE Contract includes furnishing all labor, materials, equipment, and incidentals as required for the SERVICES REQUESTED. Contract is a not to exceed amount. Line item pricing below will be used for invoice verification and any additional increases or decreases in work requested by city. Execution Task PRICE CODE 1 Date Amount 1 TOTAL YEAR ONE 1 for approx. 30 weeks: Price Code 1 2020 $147,450.00 2 TOTAL YEAR TWO 2 for 36 weeks: Price Code 1 2021 $176,940.00 3 TOTAL YEAR THREE 3 for 36 weeks: Price Code 1 2022 $182,340.00 4 TOTAL YEAR FOUR 4 for 36 weeks: Price Code 1 2023 $225,392.20 5 TOTAL YEAR FIVE for 36 weeks: Price Cade 1 2024 $263,228.20 PRICE CODE 2 6 TOTAL YEAR ONE 1 for a2prox. 30 weeks: Price Code 2 2020 $19.200.00 7 TOTAL YEAR TWO 2 for 36 weeks: Price Code 2 2021 $23,040.00 8 TOTAL YEAR THREE 3 for 36 weeks: Price Code 2 2022 $23,740.00 9 TOTAL YEAR FOUR 4 for 36 weeks: Price Code 2 2023 $30,094.20 10 TOTAL YEAR FIVE (5)for 36 weeks: Price Code 2 2024 $30,904.20 ITEMS 1-10 Total And Complete Compensation Not To Exceed $1,122,328.80 OPTIONAL WORK The pricing schedule below shall be utilized if inco orated by written Contract Amendment. Execution Task ALTERNATE BID A Date Amount TOTAL YEAR ONE(1)for approx. 30 weeks: Price Code 1 3 2020 $46,800.00 2 TOTAL YEAR TWO 2 for 36 weeks: Price Code 3 2021 $56,160.00 3 TOTAL YEAR THREE 3y for 36 weeks: Price Code 3 2022 $57,845.00 4 TOTAL YEAR FOUR(4}for 36 weeks: Price Code 3 2023 $62,472.60 5 TOTAL YEAR FIVES for 36 weeks: Price Code 3 1 2024 $64,346.40 Total Alternate Bid A Not To Exceed Amount $287,624.00 Execution Task ALTERNATE BID E Date Amount 1 Ten Mile Interchange Trash Removal Offseason (Monthly) Yr. 1-5 $345.00 per month 2 Fother ill Pathway Trash Removal Offseason(Monthly) Yr. 1-5 $140.00 per month 3 City Hall Trash Removal Offseason(Weekly) Yr. 1-5 $35.00 per week 4 Split Corridor Trash Removal Offseason (Weekly) Yr. 1-5 $50.00 per week 5 Generations Plaza Trash Removal Offseason (Weekly) Yr. 1-5 $35.00 per week 6 All Contract Sites Trash Removal Offseason (Monthly) Yr. 1-5 $345.00) er month $3,930.00 Total Alternate Bid B Not To Exceed Amount . per off season CITY OF MERIDIAN Purchase Requisition CiWE IDIAN Purchasing Department ®- DATE OF 2/8/2024 33 E BROADWAY AVE,STE 106 CITY OF MERIDIAN REQUEST 7 MERIDIAN, ID 83642 Parks PURCHASE ORDER NUMBER MUST APPEAR ON • TEL: (208)489-0417 SLIPS,CARTONSAND CORRESPONDENCE RELATED TO THIS ORDER FAX: (208)887-4813 AVAILABLE BUDGET AMOUNT $288,231.39 IS BUDGET AMENDMENT REQUIRED? SUGGESTED VENDOR LawnCo NO 2581 Wildwood St Boise ID 83713 CITY SUPPORT TICKET NO. PROJECT MANAGER PAYMENT TERMS FREIGHT TERMS- F.O.B. REQUESTOR Roger Norberg NET 30 PREPAID DESTINATION Roger Norberg PROJECT NAME: LawnCo PC 1 and 3 2024 Maintenance Budget Conttact Ends 9/30/2024 Description of Purchase Quantity and Pricing ACCOUNTINGCODES DESCRIPTIONPART NUMBER • QTY UNIT UNIT PRICE FUND OR PROJECT/ TOTAL AMOUNT TASK ORDER CONTRACT/PROJECT DESCRIPTION CODE GLACCOUNT# COMMITMENT#j Base Budget 2024 Price Code 1 1 ea $ 207,140.00 1 5210 55704 $ 207,140.00 Base Budget 2024 Price Code 3 1 ea $ 52,060.00 1 5210 55704 $ 52,060.00 $ - $ - NOTES: Council Approval Date: 10/1/2023 $259,200.00 Mike Barton AUTHORIZED DEPARTMENT SIGNATURE How to fill out the Purchase Requisition. Fill in the SHIP TO DEPARTMENT NAME. This is the name of the requesting department and where the product will be shipped If the Ship To location is somewhere other than the department location, please enter that address in the lines below the department name and highlight it. Fill in the DATE OF REQUEST located in the box on the right hand side of the form. Fill in the amount of budget available for this commitment. Is a budget amendment required to fund this request? Answer YES or NO. Enter the name of the SUGGESTED VENDOR. Please check with FINANCE to verify that the City of Meridian has the vendor set up as an account. If the vendor is not set up, request that a W-9 form be submitted to FINANCE before placing the order. If PURCHASING receives this Purchase Requisition and the vendor is not set up,an order processing delay occurs If vendor will be determined by procurement process,enter"TBD" CITY SUPPORT(JITBIT)TICKET NO is entered by purchasing staff. Enter the PROJECT NAME,TASK ORDER NAME AND NUMBER and/or PROJECT/COMMITMENT NUMBER Enter the name of the PROJECT MANAGER and REQUESTOR. Under"PART NUMBER/DESCRIPTION/COMMITMENT NAME /TASK ORDER/CONTRACT/PROJECT DESCRIPTION Enter the COMMITMENT NAME,TASK ORDER or PROJECT DESCRIPTION, Part Number or Description of Item being purchased If you have more than one item,enter each on a separate line. Enter the QUANTITY for each line item. Enter the UNIT and UNIT PRICE for each line item. (Task orders and contracts should be listed as CITY 1 and UNIT EA. Unit price and total will be equal.) ACCOUNTING CODES Enter the FUND that you want the expense to impact 1) The FUND number will be either: (a) 01,07,08, 20,55,or 60 depending on what FUND the budget is in Enter the DEPARTMENT CODE you want the expense to impact 1) The DEPARTMENT CODE is a 4 digit number that corresponds to your department Enter the GL ACCOUNT NUMBER(Expense Account)for each item. 1) The GL ACCOUNT NUMBER(Expense Account) is the 5 digit number where the budgets are located Enter the PROJECT CODE/COMMITMENT#you want the expense to impact 1) The PROJECT CODE/COMMITMENT is an alpha numeric code that identifies a specific project or commitment to charge all expenses to INFORMATION ONLY The FUND, DEPARTMENT CODE,GL ACCOUNT NUMBER,AND PROJECT CODE make up the accounting code for your request. The accounting code will hold the budget dollars and actual expenses for your PO request. Accuracy is important as the resulting PO encumbers this accounting code(budget line item). Not all requests will have a project number. Call Purchasing if you are unsure. This form will automatically total your request. In the NOTES field add any information that you feel is significant. AUTHORIZED DEPARTMENT SIGNATURE Each department has a list of employees and amounts that they are authorized to sign for. Please make sure that the authorized department personnel signs the form. The completed and signed form must be submitted to Purchasing, along with the required support documents via a CITY SUPPORT(JITBIT)ticket. PRINT AND SUBMIT ONLY PAGE 1(NOT THESE INSTRUCTIONS) How to fill out the Purchase Requisition. Fill in the SHIP TO DEPARTMENT NAME. This is the name of the requesting department and where the product will be shipped If the Ship To location is somewhere other than the department location, please enter that address Fill in the DATE OF REQUEST located in the box on the right hand side of the form. Fill in the amount of budget available for this commitment. Is a budget amendment required to fund this request? Answer YES or NO. Enter the name of the SUGGESTED VENDOR. Please check with FINANCE to verify that the City of Meridian has the vendor set up as an account. If the vendor is not set up, request that a W-9 form be submitted to FINANCE before placing the orc If PURCHASING receives this Purchase Requisition and the vendor is not set up,an order processing If vendor will be determined by procurement process,enter"TBW CITY SUPPORT(JITBIT)TICKET NO is entered by purchasing staff. Enter the PROJECT NAME,TASK ORDER NAME AND NUMBER and/or PROJECT/COMMITMENT NUMBER Enter the name of the PROJECT MANAGER and REQUESTOR. Under"PART NUMBER/DESCRIPTION/COMMITMENT NAME /TASK ORDER/CONTRACT/PROJECT DESCRIPTI Enter the COMMITMENT NAME,TASK ORDER or PROJECT DESCRIPTION, Part Number or Descriptic If you have more than one item,enter each on a separate line. Enter the QUANTITY for each line item. Enter the UNIT and UNIT PRICE for each line item. (Task orders and contracts should be listed as CITY 1 and UN ACCOUNTING CODES Enter the FUND that you want the expense to impact 1) The FUND number will be either: (a) 01,07,08,20,55,or 60 depending on what FUND the budget is in Enter the DEPARTMENT CODE you want the expense to impact 1) The DEPARTMENT CODE is a 4 digit number that corresponds to your department Enter the GL ACCOUNT NUMBER(Expense Account)for each item. 1) The GL ACCOUNT NUMBER(Expense Account) is the 5 digit number where the budgets are local Enter the PROJECT CODE/COMMITMENT#you want the expense to impact 1) The PROJECT CODE/COMMITMENT is an alpha numeric code that identifies a specific project or INFORMATION ONLY The FUND, DEPARTMENT CODE,GL ACCOUNT NUMBER,AND PROJECT CODE make up the accounting code for y The accounting code will hold the budget dollars and actual expenses for your PO request. Accuracy is important as the resulting PO encumbers this accounting code(budget line item). Not all requests will have a project number. Call Purchasing if you are unsure. This form will automatically total your request. In the NOTES field add any information that you feel is significant. AUTHORIZED DEPARTMENT SIGNATURE You may remove the highlight in the signature boxes. It makes Each department has a list of employees and amounts that they are authorized to sign for. Please make sure that the authorized department personnel signs the form. The completed and signed form must be submitted to Purchasing, along with the required support documents v PRINT AND SUBMIT ONLY PAGE 1(NOT THESE INSTRUCTIONS) in the lines below the department name and highlight it. ier. delay occurs ON )n of Item being purchased IT EA. Unit price and total will be equal.) :ed commitment to charge all expenses to our request. it easier to write in the area. is a CITY SUPPORT(JITBIT)ticket.