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Home My WebLink AboutC37690 - 51 Garden Planter Boxes 997-18 STAFF REPORT CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT MEETING DATE: October 11, 2018 PREPARED BY: Randy Chavez, Landscape Supervisor REQUEST: Authorize the purchase of 51 garden planter boxes from Greenday, LLC, for the Santa Rosa Community Gardens in the amount of $105,366. (Project No. 997-18) Recommendation By Minute Motion: 1 . Approve an exemption to the bidding requirements, as provided for in Municipal Code Section 3.30.160 (J), to allow sole source procurement from Greenday, LLC, of Indio, California; 2. Authorize the purchase of 51 garden planter boxes from Greenday, LLC, for the Santa Rosa Community Gardens in the amount of $105,366; and Funds are available in Account No. 2364618-4400100, Recycling Fund. Strategic Plan The on-going renovations of the City's Community Gardens uses recycled material in the planter boxes, reduces water use, and helps to promote healthy community principles through sustainable gardening, thereby furthering the goals outlined in the Strategic Plan Objectives as follows: • Energy and Sustainability — Priorityl: Reduce per capita consumption of energy and water; and Priority 2: Promote greater usage of more sustainable materials: and • Parks and Recreation — Priority 3: Make recreational and exercise opportunities pervasive in all public spaces. Background Analysis The Robert A. Spiegel Community Gardens, have been undergoing planter box renovations since 2015. The Guadalupe, Catalina, and San Nicholas Gardens have had the old recycled wood and plastic planter boxes replaced with planter boxes composed of recycled materials. During each renovation, Greenday, LLC, was deemed a sole source provider since it was the only vendor who manufactures the planter boxes with 70 percent post-consumer glass and concrete product. Staff Report Authorize Purchase of Planter Boxes Page 2 of 2 October 11, 2018 In 2017, staff performed a due diligence search for another comparable manufacturer who could provide similar material for the renovation of the Santa Rosa garden planter boxes by posting Notice Inviting Statement of Qualifications. Greenday, LLC, was the only vendor that was able to meet the specifications. With three gardens completed using Greenday's products, staff is requesting an exemption from the bidding requirement, as provided in Municipal Code Section 3.30.160 (J), to allow sole source procurement from Greenday, LLC, of Indio, California, for the purchase of 51 replacement planter boxes ($2,066 per box) for the Santa Rosa Gardens. Project Description Manufacture, assembly and delivery of 51 — 4' X 10' planter boxes made of 70% post - consumer recycled glass and concrete materials, which are consistent with those in the other gardens. The garden renovation period is estimated to be between 90 and 100 days, making the Santa Rosa Gardens available for planting in early 2019. Fiscal Analysis The activity is included within the proposed FY 18/19 operating budget; therefore, there is no anticipated fiscal impact beyond the contract amount. LEGAL REVIEW DEPT. REVIEW FINANCIAL REVIEW CITY MANAGER N/A laRmigst . , 7 r Robert W. Hargreaves Tom Garcia, P.E. wirrMoore Lauri Aylaian City Attorney Director of Public Works Director of Finance City Manager APPLICANT: Greenday LLC 43-180 Sunburst Street Indio, California 92201-2083 ATTACHMENTS: Proposal - Greenday Vicinity Map Box Location Exhibit /bg PROPOSAL G REEN DAY LLC 43-180 Sunburst St. Indio, CA 92201 -2083 Phone (760) 347-7290 Fax No. (760) 347-7295 E-mail: Greendayllc@ymail.com DATE: September 14, 2018 PROPOSAL SUBMITTED TO: The City of Palm Desert OFFICE PHONE: 760-776-6450 OFFICE FAX: 760-341 -7098 E-MAIL: dhollinger@cityofpalmdesert.org JOB DESCRIPTION: Garden Planter Boxes NOTE: PLEASE SIGN 2ND PAGE OF THIS PROPOSAL UPON ACCEPTANCE AND/OR ATTACH AS AN EXHIBIT WITH CONTRACT OR BY FAX. Page I of 3 GREENDAY LLC Page: 2 Date: September 14, 2018 Bid to: City of Palm Desert Project: Garden Boxes We propose hereby to furnish material and labor - complete in accordance with specifications below, for the sum of: TWO THOUSAND SIXTY-SIX DOLLARS $2,066.00 PER CONTAINER 25% DEPOSIT REQUIRED PRIOR TO MANUFACTURE: BALANCE DUE UPON COMPLETION AND/OR DELIVERY Authorized Signature *Note: This proposal is good for 30 days. We hereby submit specifications and estimates for: - FABRICATE & INSTALL 4' x 10' x 30" HIGH PLANT CONTAINERS, 5" THICK IN 6 SECTIONS - ALL INTERSECTION PANELS TO BE CONNECTED WITH A HINGE JOINT, SECURED WITH 1 TREATED RE—BAR BURIED IN GROUND 6" AT 6 POINTS. THESE WILL BE FILLED WITH CEMENT AND RECYCLED GLASS TO SOLIDIFY CONNECTION. THE INSIDE OF ALL HINGE JOINTS WILL BE COATED WITH 20 OZ. ALKALI MESH AND CEMENTIOUS WATERPROOF COATING. ALL CONTAINERS WILL HAVE A MINIMUM OF 52% RECYCLED GLASS.ALL CONTAINERS WILL RECEIVE INTEGRAL RE—BAR AND INTERIOR BRACING. ALL PANELS TO HAVE OPTIMAL AMOUNT OF ANTI—HYDRO WATERPROOFING ADDED TO WET MIX. - THE WORK TO BE DONE CONSISTS OF FURNISHING ALL MATERIAL, EQUIPMENT, TOOLS, LABOR AND INCIDENTALS, INCLUDING BUT NOT LIMITED TO TRANSPORTATION, DELIVERY AND ASSEMBLE AS REQUIRED BY DRAWINGS. SPECIFICATIONS AND CONTRACT DOCUMENTS FOR THE ABOVE STATED PROJECT. THE PRICE PER CONTAINER IS COMPLETE INCLUDING ALL APPLICABLE TAXES. - ALL PLANT CONTAINERS WILL BE SEALED WITH A GLOSS, STAIN RESISTANT WATERPROOFING—SEALER, ON TOP AND ON THE EXTERIOR. TOTAL COST PER CONTAINER $2,066.00 - INCLUDES TAX ON MATERIAL Page 2 of 3 Acceptance of Proposal - The above prices, specifications and conditions are satisfactory and we hereby accept. You are authorized to do the work as specified. Payment will be made as outlined above. Date of Acceptance: _ Signature All material is guaranteed to be as specified. All work to be completed in a workmanlike manner according to standard practices. Any alteration or deviation from specifications below involving extra costs will be executed only upon written orders, and will become an extra charge over and above the estimate. All agreements are contingent upon strikes, accidents or delays beyond our control. Owner is to carry fire, tornado, and other necessary insurance. Our workers are fully covered by Workman's Compensation Insurance. *NOTICE TO OWNER* Section 7019 - Contractor's License Law Owner agrees to abide by terms of contract. Should it become necessary for contractor to enforce terms of contract, owner shall pay cost of litigation, plus a reasonable sum for attorney's fees. NOTICE "Under the Mechanic's Lien Law (California Code of Civil Procedure, Section 1 181 et seq.), any contractor, subcontractor, laborer, supplier or other person who helps to improve your property but is not paid for his work or supplies, has a right to enforce a claim against your property. This means that after a court hearing, your property could be sold by a court officer and the proceeds of the sale used to satisfy the indebtedness. This can happen even if you have paid your own contractor in full, but the subcontractor, laborer, or supplier remains unpaid." Page 3 of 3 II G DR FRED-WA-RING-DR Uu O J m SANTA ROSA WAY Z i SANTA ROSA WAY m SANTA R � r Santa Rosa m Community Garden ---- SAN-NICHOLAS-A-VE 4L1 0 0 0 - J a CATALINA WAY CATALINA WAY CATAL W Q �I I O W GUADALUPE AVE m a 2 ,,,,yy 7(D Santa Rosa Community Garden /KCE, at-N )1h: c 'pR;:". Date: 2018 VICINITY MAP I . I 0.-.. ,, i IN j.i• ii . 0 0 0 0 - 0 CO i_1 CC ili co t.0 ., APIP • ,li ,. M _1 < a_ ... - . 0 I. .. .. ... V` • Cr • • Zi. Z Ok, i. Z 1^fli 0 • O 0 0 0 0 H igin . •' . Ct'' 0 < , • > ' •• I'. j 111 Z t U. 1 I III 1, .it 4•.: 1 IY ‘ a 11 Z - 111 111 ; , LIJ •c-a: • , N. !! z. z . , O , z r ii ii 1. .a , < < ''''. •. .. • r . I •.t• ",. 0 I— ..•• - - • ... -.',. 0_ 0 nit SII• - . • ,. 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