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Home My WebLink AboutC38460 CO1 Citywide Street SweepingCONTRACT NO. C38460 STAFF REPORT CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT MEETING DATE: September 12, 2019 PREPARED BY: David Reyes, Jr., Streets Supervisor REQUEST: Approve Change Order No. 1 to Citywide Street Sweeping Contract No. C38460 with M&M Sweeping, Inc. of Thousand Palms, California, in the amount of $1,837.29. Recommendation By Minute Motion: 1. Approve Change Order No. 1 to Citywide Street Sweeping, Contract No. C38460, with M&M Sweeping, Inc. of Thousand Palms, California, in the amount of $1,837.29; 2. Authorize extra sweeping services up to the specified amount of $15,000; and, 3. Authorize the Mayor to execute the Change Order. Funds are available in General Fund Account No. 1104310-4332000, Street Repair and Maintenance. Strateaic Plan This is an ongoing streets maintenance function, and as such has no impact on the Strategic Plan Background Analvsis On June 23, 2019, the City of Palm Desert entered into a two-year contract with M&M Sweeping, Inc., of Thousand Palms, California, in the amount of $152,275.50 per year, for Citywide Commercial and Residential Street Sweeping services. This contract includes the bi-weekly sweeping of all public streets in the City of Palm Desert that are not covered by the Coachella Valley Council of Governments' Regional Sweeping Program street sweeping contract, and is based on actual curb miles swept. September 12, 2019 - Staff Report Approve Change Order No. 1 for C38460 with M&M Sweeping, Inc. Page 2 of 2 A portion of Gerald Ford Drive between Cook Street and Frank Sinatra Drive does not meet the criteria for the Coachella Valley Association of Governments' (CVAG's) PM10 Regional Sweeping Program and is not on their sweeping schedule. The 1.7 miles requires sweeping on a regular basis; therefore, staff contacted M & M Sweeping to verify that they would include this segment in the City's street sweeping schedule at the contract rate of $23.75 per mile, to which they agreed. The additional area will be swept beginning October 1, 2019, and continue for the remainder of the contract term (21 months) for the additional cost of $87.49 per month. This change will increase the contract by $1,837.29, bringing the contract amount to a total of $306,388.29 annually. Also, during extreme high winds or storms, that address areas of concern that have efficiently address these instances, staff rE specifically for such occurrences. Fiscal Analysis staff requires immediate sweeping services peen impacted by the events. In order to quests an additional $15,000 be set aside Street sweeping is included within the approved Fiscal Year 2019-2020 operating budget; therefore, there is no fiscal impact beyond the contract change order amount. LEGAL REVIEW DEPT. REVIEW FINANCIAL ASSISTANT CITY REVIEW MANAGER N/A ..- ''""'GC Robert W. Hargreaves Tom Garcia, P.E. et M. Moore 3ALF�hesZtine City Attorney Director of Public Work grector of Finance Assi . City Manager J City Manager, Lauri Aylaian: _ CONTRACTOR: M & M Sweeping, Inc. P.O. Box 878 Thousand Palms, CA 92276-0878 ATTACHMENTS: Change Order No. 1, C38460 Letter from M&M Sweeping P Y OF PA14M `44 CHANGE, OWDER Contract Purpose Commercial and Residential Street Sweeping Consultant's Name M & M Sweeping, Inc. Address: P.O. Box 878, Thousand Palms, CA 92276 Contract # / P.O. # C38460 P 114637 Change Order No. I 1 Contingency: YES Cr NO Account No. 1104310-4332000 Project No. I P754-20 Vendor No. V0001313 You are hereby requested to comply with the following changes from the contract plans and specifications: DESCRIPTION OF CHANGES DECREASE INCREASE In Contract Price In Contract Price Street Sweeping - Additional funds to sweep 1.7 miles of Gerald Ford at the rate of $87.49 per month 1,837.29 Term: October 1, 2019 through June 30, 2021 TOTALS: - 1,837.29 NET CHANGE IN CONTRACT PRICE: 1,837.29 JUSTIFICATION: Additional funds required for sweeping Gerald Ford Drive between Cook Street and Frank Sinatra Drive. TOTAL BUDGET FOR PROJECT: + 306,388.29 Less: Expend. & Encumb. To Date: - 304,551.00 Less: This Change Order Amount: - 1,837.29 BALANCE OF BUDGET REMAINING FOR PROJECT: (0.00) CONTINGENCY: Amount Approved by Council: + $0 Less: Prior Change Order(s): - $0 Less: This Change Order: - $0 Balance Remaining of Contingency: - The amount of the Contract will be increased by the Sum of: One thousand Eiaht Hundred Thirtv-Seven and 29/100 ($1.837.291. See reverse ... Contract C34860 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 Days. Revised Contract Total $306,388.29 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: CERTIFIED FUNDS AVAILABLE: DEPARTMENT HEAD FINANCE DIRECTOR NOTE: No payments will be made prior to City Manager and Council approval 2. ACCEPTED BY: 4. APPROVED BY: CONTRACTOR , MAYOR Date Accepted Date Approved Date Approved See reverse M&M-T SINEEPlNG, Inc. August 6, 2019 Attn: David Reyes Jr. Streets Maintenances Supervisor City of Palm Desert Re: Add on Gerald Ford for street sweeping 1.7 miles David, CONSIRU(AiON - WsiCiF iNt . COMMFRCiAi P.O. Box 878 Thousand Palms, CA 92276-0878 Tel (760) 343.3003 Fax (760) 343.1125 Cell (760) 250.4053 or (858) 382.0992 Thank you for the offer to add an additional street to our current route. 1 accept the 1.7 mile at the sweeping rate of $23.75 per mile. Thanks again,) am grateful for this opportunity. 23 -' 5 1 . '1 40.Y1b 4U - 38,, 26 1 � 0 4 9 i.,', u . . i 30h 91-6i" V 2.� 2,U 9-'IO0-� 24.= 8'1.4�:. 21 •_ 19837 2"-?U:.