HomeMy WebLinkAboutC36132 Maintenance of Public Art and Exhibition FY19-20CITY COUNCIL STAFF REPORT
CITY OF PALM DESERT
COMMUNITY DEVELOPMENT DEPARTMENT
MEETING DATE: April 11, 2019
PREPARED BY: Amy Lawrence, Management Analyst
REQUEST: Approve renewal of Contract No. C36130 with Same Day Express
in the amount of $49,992.00 from July 1, 2019 to June 30, 2020, for
maintenance of the City of Palm Desert's permanent public art
collection and the El Paseo Sculpture Exhibition, and approve up to
$5,000 on an as needed basis for additional maintenance services.
Recommendation
By Minute Motion,
1. Approve renewal of Contract No. C36130 with Same Day Express in the
amount of $49,992.00 from July 1, 2019 to June 30, 2020, for maintenance of
the City of Palm Desert's permanent public art collection and the El Paseo
Sculpture Exhibition;
2. Approve up to $5,000 on an as needed basis for additional maintenance
services from Same Day Express;
3. Authorize Mayor to execute subject contract.
Monies will be available in the Public Art Fund for FY 2019/2020.
Strateqic Plan Obiective
As outlined in the 2013-2033 Strategic Plan, Envision Palm Desert — Forward Together,
Arts & Culture Mini -Vision, Palm Desert is the cultural core of the Coachella Valley.
Approval of the 2019/2020 Public Art Maintenance Contract supports this objective.
Discussion
A request for maintenance services of the City of Palm Desert's public art collection
went out to bid in May 2017 and Same Day Express was the lowest bidder. At its
meeting of June 8, 2017, the City Council approved Contract No. C36130 with Same
Day Express for one (1) year in the amount of $49,992.00. The terms of the contract
were from July 1, 2017 through June 30, 2018, with an option to renew annually for
three years.
April 11, 2019 — City Council Staff Report
Same Day Express Contract Renewal
Page 2 of 2
The services provided by Same Day Express, a local company based out of Palm
Desert, have been exceptional over the last two years, and staff recommends
exercising the second extension to the contract for services from July 1, 2019 through
June 30, 2020. Approval of staff's recommendation to extend the contract will ensure
uninterrupted maintenance services to the permanent public art collection and the El
Paseo Sculpture Exhibition.
At times the City of Palm Desert's public art collection warrants unanticipated repairs
due to damage, vandalism, or the desert's harsh weather conditions. Currently, the City
contracts with Same Day Express to provide cleaning of the sculptures but not repairs.
Approving an amount not to exceed $5,000.00 will allow Same Day Express to perform
repairs, etc. at an hourly rate of $80.00 per hour upon approval by the City's Public Art
Management Analyst.
Fiscal Analysis
Funds for the FY 2019/2020 contract in the amount of $49,992.00 and unexpected
repairs in the amount of $5,000 were included in the FY 2019/2020 budget request.
There is no fiscal impact on the General Fund.
LEGAL REVIEW DEPT. REVIEW FINANCIAL REVIEW CITY MANAGER
N/A
Robert W. Hargreaves Ryan Stendell t Moore Lauri Aylaian
City Attorney Director of Community Director of Finance City Manager
Development
APPLICANT: Same Day Express
Mr. Brett Fiore
P.O. Box 920
Palm Desert, California 92261
ATTACHMENT: Contract No. C36130
Second Amendment to Contract No. C36130 (Draft)
Contract No. C36132
CONTRACT SERVICES AMENDMENT FOR
MAINTENANCE SERVICES OF THE CITY OF PALM DESERT'S PUBLIC ART
COLLECTION AND THE SCULPTURES IN THE EL PASEO SCULPTURE
EXHIBITION
THIS CONTRACT SERVICES AMENDMENT (herein "Amendment") is made and
entered into this 11th day of April 2019, by and between the CITY OF PALM DESERT,
a municipal corporation (herein "City") and Same Day Express (the "Contractor").
NOW, THEREFORE, the parties hereto agree as follows:
A. Section 5. RESPONSIBILITY OF THE PARTIES is amended to change the
time period of the term in sub -section 5.1 as amended, to July 1, 2019 to June 30, 2020
and to add the following paragraph to the end of the existing section:
"The term of this Agreement is extended, and shall include the time period from
July 1, 2019 through June 30, 2020. City or Contractor may terminate this Agreement,
as amended, for no cause, on the giving of thirty (30) days' written notice to the other
party."
B. All other terms and conditions of the Agreement, as amended, shall remain
unchanged and remain in full force and effect.
IN WITNESS WHEREOF, the parties have executed and entered into this Amendment
as of the date first written above.
CITY OF PALM DESERT
SUSAN MARIE WEBER, MAYOR
ATTEST:
RACHELLE D. KLASSEN, CITY CLERK
APPROVED AS TO FORM:
ROBERT W. HARGREAVES, CITY ATTORNEY
Contract No. C36132
CONTRACTOR:
SAME DAY EXPRESS
Brett Fiore
Same Day Express
P.O. Box 920
Palm Desert, California 92261
760-275-2779