HomeMy WebLinkAboutRatify C30450 Change Order 1 Citywide Palm Tree Pruning 931-11Contract No. C30450
CITY OF PALM DESERT 'T -- Gr
PUBLIC WORKS DEPARTMENT
STAFF REPORT
REQUEST: RATIFY AUTHORIZATION FOR ADDITIONAL EXPENDITURE
FOR CITYWIDE PALM TREE PRUNING AND APPROVE
CHANGE ORDER NO. 1 TO CONTRACT NO. C30450 (PROJECT
NO. 931-11)
SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works
CONTRACTOR: Andy's Landscape and Tree Service
P.O. Box 10520
Palm Desert, CA 92255
DATE: September 29, 2011
CONTENTS: Change Order No. 1
City Manager Authorization Memo Dated 08-02-11
Recommendation
By Minute Motion:
1. Ratify the City Manager's authorization for additional expense in
the amount of $4,646; and
2. Approve Change Order No. 1 to Contract No. C30450 in the
amount of $4,646.
Funds are available in Account No. 233-4549-454-4001, Parks and Recreation
Facility/Aquatic Facility Capital.
Backaround
On February 24, 2011, City Council awarded Contract No. C30450 in the amount of
$72,376 to Andy's Landscape and Tree Service for the annual citywide pruning of palm
trees that included trees located on both City and Housing Authority properties. The
City's trees were bid on a per -unit basis of $19.80 per tree based on labor cost and the
typical trash weight factor of the immature dates.
The 230 City -owned date palm trees at the Aquatic Center were included in the
contract. Due to the extended timeframe of construction at the Aquatic Center, the
Staff Report
Ratify CM Authorization for Additional Funding for C30450
September 29, 2011
Page 2of2
pruning contractor was not allowed access to the date palm trees on the site until
construction was completed. The delay allowed the dates to mature to the point that
they far exceeded the normal pruning weight resulting in additional labor and trash
weight costs being incurred by the contractor.
On August 2, 2011, staff obtained the City Manager's authorization to increase the
contract price by an additional $4,646 in order to compensate the contractor for the
additional labor and trash weight costs. Because the increased cost is directly related
to the delayed construction of the Aquatic Center, funds from Account No. 233-4549-
454-4001, Parks and Recreation Facility/Aquatic Center, will be used to cover the cost.
Change Order No. 1 reflects this additional cost and increases the total contract price to
$77,022.
Fiscal Analysis
There is no fiscal impact beyond the additional expenditure of $4,646.
Prepared By:
H. Bbender Kn
Department Head:
Lands pe Manager Mark Greenwood, .E.
Director of Public Works
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Paul S. (jibson, Director of Finance
Wohlmuth, City Manager
CITY COUNCILAtyTION
APPROVED
RECEIVED
DENIED
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Original on File with City Clerk's office
CITY OF PAL M, DESERT
CONTRACT CHANGE ORDER
Contract Purpose Annual Palm Tree Pruning
Consultant's Name Andy's Landscape and Tree Service, Inc.
Address: P.O. Box 10520
Palm Desert, CA 92255
Contract # / P.O. #
Change Order No.
Contingency:
Account No.
Project No.
Vendor No.
C30450 17323
1
YES
NO X
233-4549-454-4001
931-11
10222
You are herebv reauested to comply with the followina chanaes from the contract plans and specifications:
DESCRIPTION OF CHANGES
(Supplemental Plans, Specifications, and Directives dated Attached)
DECREASE
In Contract Price
INCREASE
In Contract Price
230 trees @ $20.20 per tree
TOTALS:
NET CHANGE IN CONTRACT PRICE:
4,646.00
-
4,646.00
4,646.00
JUSTIFICATION:
Additional cost due to delay in access to the Aquatic Center site that resulted in additional labor and trash weight
costs.
TOTAL BUDGET FOR PROJECT: + 77,022.00 CONTINGENCY:
Less: Expend. & Encumb. To Date: - 72,376.00 Amount Approved by Council: + 7,237.60
Less: This Change Order Amount: - 4,646.00 Less: Prior Change Order(s): - -
BALANCE OF BUDGET Less: This Change Order: - -
REMAINING FOR PROJECT: - Balance Remaining of Contingency: 7,237.60
The amount of the Contract will be (Decreased) Increased by the Sum of: Four Thousand Six Hundred Forty-
six and NO/100 Dollars ($4,646.00).
See reverse
Contract C30450 Change Order No. 1 Continued from front
This Change Order covers changes to the subject contract as described herein. The Contractor shall construct, furnish
equipment and materials, and perform all work as necessary or required to complete the Change Order items for a
lump sum price agreed upon between the Contractor and the City of Palm Desert, otherwise referred to as Owner.
Contract Time Extension
0
Revised Contract Total $77,022.00
Days.
The undersigned Contractor approves the foregoing Change Order # 1 as to the changes, if any, in the contract
price specified for each item including any and all supervision costs and other miscellaneous costs relating to the
change in work, and as to the extension of time allowed, if any, for completion of the entire work on account of said
Change Order # 1 . The Contractor agrees to furnish all labor and materials and perform all other necessary work,
inclusive of that directly or indirectly related to the approved time extension, required to complete the Change Order
items. This document will become a supplement of the contract and all provisions will apply hereto. It is understood
that the Change Order shall be effective when approved by the Owner.
Execution of this Change Order by the Contractor constitutes a binding accord and satisfaction that fully satisfies,
waives, and releases the Owner from all claims, demands, costs, and liabilities, in contract, law or equity, arising out of
or related to the subject of the Change Order, whether known or unknown, including but not limited to direct and
indirect costs and/or damages for delay, disruption, acceleration, loss of productivity, and stacking of trades, as well as
any and all consequential damages.
This document will become a supplement to the Contract and all provisions will apply hereto, all items included above
must have required signatures as per the purchase resolution.
REQUESTED BY: 2. ACCEPTED BY:
3. CERTIFIED
FUNDS AVAILABLE:
DEPARTMENT HEAD
FINANCE DIRECTOR
NOTE: No payments will be made prior
to City Manager and Council approval
CONTRACTOR Date Accepted
4. APPROVED BY:
JEAN M. BENSON, MAYOR Date Approved
CITY MANAGER Date Approved
See reverse
CITY OF PALM DESERT
PUBLIC WORKS DEPARTMENT
INTEROFFICE MEMORANDUM
To:
John W. Wohlmuth, City Manager
From:
H. Spencer Knight, Landscape Manager
Date: August 2, 2011
Subject: Aquatic Center Date Palm Pruning Additional Cost
Andy's Landscape and Tree Service was awarded the contract for this year's palm tree
pruning, which included the date palms at the Aquatic Center.
Because of the extended construction activities at the site and the relatively
uncooperative nature of the general contractor, Andy's Landscape and Tree Service
was significantly delayed in gaining access to the site to prune the date palms. The
delay allowed the dates to grow to the point that they far exceeded the normal pruning
weight resulting in additional labor and trash weight costs for the contractor. The
contractor is requesting an additional $20.20 per tree above the contract price of $19.80
per tree. The total requested additional costs for pruning the 230 trees at the site is
$4,646.00.
I am requesting your approval to amend this contract to include the increased cost.
There are funds available in Account No. 233-4549-454-4001, Parks and Recreation
Facility/Aquatic Facility Capital. If you are in agreement with this request, please sign
below and return this memo to me. I will then prepare a staff report for the August 25
City Council meeting for ratification of your authorization to amend the contract.
and Approved:
n M. Wohlmuth, City Manager
cc: Mark Greenwood, P.E., Director of Public Works