Title
Authorize payment to Smith and Enright Landscape, Inc. (“Contractor”) of the balance of Contractor’s final invoice dated, November 2016, in the amount of $2,364 for landscape maintenance services performed prior to the expiration of the agreement on November 30, 2016, but which the amount exceeds the agreement’s maximum liability of $424,771.
Report
RECOMMENDATION:
It is recommended the Board of Supervisors:
Authorize payment to Smith and Enright Landscape, Inc. (“Contractor”) of the balance of Contractor’s final invoice dated, November 2016, in the amount of $2,364 for landscape maintenance services performed prior to the expiration of the agreement on November 30, 2016, but which the amount exceeds the agreement’s maximum liability of $424,771.
SUMMARY/DISCUSSION:
On August 15, 2011 Natividad Medical Center (NMC) issued a Request for Proposals (RFP #9600-19) for landscaping maintenance services at NMC. Smith and Enright Landscape, Inc. received the highest ranking from the NMC Selection Committee on August 19, 2011 and was awarded an agreement to provide landscape maintenance services at NMC. The agreement was amended a couple of times to yield a total five year term and a total amount not to exceed $424,771.
The Smith & Enright agreement expired on November 30, 2016. Just prior to that, NMC solicited all of the county-wide landscape vendors awarded via an RFP done by the county Contracts/Purchasing office inviting all contracted vendors to come bid for monthly landscaping at NMC. New Image Landscaping was the lowest bidder and was awarded the business effective on December 1, 2016, immediately after the Smith & Enright agreement expired. Since that time, a final invoice in the amount of $6,933 was submitted to NMC by Smith & Enright; however, there was only $4,570 remaining on the agreement. NMC could not pay the invoice in full because it had already reached the $424,711 spending limit approved by the Board of Supervisors for the Smith and Enright agreement. NMC is now requesting permission to pay the remainder of the invoice and clear the balance owed to Smith & Enright.
OTHER AGENCY INVOLVEMENT:
This request has been reviewed and approved by NMC’s Finance Committee on January 26, 2017 and by its Board of Trustees on February 3, 2017.
FINANCING:
The cost for this request is $2,364 which will be absorbed in the Fiscal Year 2016-17 Adopted Budget. There is no impact to the General Fund.
Prepared by: Jeffrey Cleek, Engineering Director, 783-2614
Approved by: Gary R. Gray, DO, Chief Executive Officer, 783-2504
Attachments:
Smith and Enright Landscape, Inc. Amendment No. 2
Smith and Enright Landscape, Inc. Renewal and Amendment No. 1
Smith and Enright Landscape, Inc. Agreement
Smith and Enright Landscape, Inc. Spend Sheet
Attachments on file with the Clerk of the Board