File #: RES 2022-192    Name: Landscape Maintenance Services
Type: Resolution Status: Passed
File created: 8/25/2022 In control: City Commission
On agenda: 9/22/2022 Final action: 9/22/2022
Title: A RESOLUTION AUTHORIZING THE CITY MANAGER, OR DESIGNEE, TO EXECUTE AMENDMENT NO. 2 TO THE AGREEMENT BETWEEN THE CITY OF COCONUT CREEK AND POTTER'S PROFESSIONAL LAWN CARE, LLC FOR LANDSCAPE MAINTENANCE SERVICES TO ALLOW FOR A FIVE (5) PERCENT PRICE INCREASE DURING THE REMAINDER OF THE INITIAL CONTRACT PERIOD.
Sponsors: Public Works Department
Indexes: Amendment, Landscaping, Public Works
Attachments: 1. RESOLUTION 2022-192-Landscape Maint Svcs Agrmt Amendment 2, 2. AGREEMENT-Landscape Maint Svcs Agrmt Amendment No 2, 3. BACKUP-Contract Increase Request Letter-Landscape Maint Svcs, 4. BACKUP-Cost Adjustment Memo-Landscape Maint Svcs, 5. BACKUP-Original Agreement-Landscape Maint Svcs, 6. BACKUP-Consent to Assignment-Landscape Maint. Svcs, 7. BACKUP-Amendment No.1-Landscape Maint Svcs, 8. BACKUP-Terms, Conditions & Scope-RFP No. 09-04-19-09, 9. BACKUP-Vendor Response-Potters Lawn Care-RFP No. 09-04-19-09, 10. BACKUP-Vendor Price Correction-Potters Lawn Care-RFP No. 09-04-19-09
Related files: RES 2020-045, RES 2019-257
AGENDA ITEM REPORT


TITLE:

title
A RESOLUTION AUTHORIZING THE CITY MANAGER, OR DESIGNEE, TO EXECUTE AMENDMENT NO. 2 TO THE AGREEMENT BETWEEN THE CITY OF COCONUT CREEK AND POTTER'S PROFESSIONAL LAWN CARE, LLC FOR LANDSCAPE MAINTENANCE SERVICES TO ALLOW FOR A FIVE (5) PERCENT PRICE INCREASE DURING THE REMAINDER OF THE INITIAL CONTRACT PERIOD.

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BACKGROUND:

On August 18, 2019, the City advertised RFP No. 09-04-19-09 for landscape maintenance services. A selection committee evaluated the submittals and recommended award to Potter's Professional Lawn Care, LLC for maintenance of the City's parks and facilities. On October 24, 2019, the City Commission awarded a landscape maintenance service contract through Resolution No. 2019-257 to Potter's Professional Lawn Care, LLC for a four (4) year period beginning on October 24, 2019, through October 31, 2023. These services ensure the City maintains its professional appearance and reputation as a well-planned community with a unique environmental consciousness.

DISCUSSION:

Potter's Professional Lawn Care, LLC has delivered excellent service to the City since they were awarded this contract. They are currently in year three (3) of a four (4) year initial term contract, which does not allow for increases based upon the Consumer Price Index (CPI). On June 15, 2022, Potter's Professional Lawn Care, LLC notified the City in writing that they were experiencing a financial hardship due to the escalating cost of fuel and materials and could not afford to continue to operate without an increase. They provided backup material, which supported this claim, and requested a ten (10) percent increase in the contract price. In an effort to provide some assistance, City staff agreed to an increase of five (5) percent during the remainder of the initial term of the agreement for the period commencing on November 1, 2022, through October 31, 2023. This would result in an increase of $27,531.24 annually.

Staff's research has shown ...

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