HomeMy WebLinkAboutC34861 - Xtnsn LMA 18 - 918-16 Contract No. C34861
CITY OF PALM DESERT
PUBLIC WORKS DEPARTMENT
STAFF REPORT
REQUEST: APPROVE A ONE-YEAR EXTENSION TO CONTRACT NO.
C34860 WITH CONSERVE LANDCARE, INC., FOR LANDSCAPE
MAINTENANCE AREA NO. 18 IN THE AMOUNT OF $82,860,
AND INCLUDE REPAIR WORK AND SERVICES AT THE
SPECIFIED CONTRACT AMOUNT NOT TO EXCEED 20
PERCENT, OR $16,572 (PROJECT NO. 918-16)
SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works
CONTRACTOR: Conserve LandCare
72265 Manufacturing Road
Thousand Palms, CA 92276
DATE: April 27, 2017
CONTENTS: C34861, First Amendment to Agreement C34860
Letter from Conserve LandCare, Inc.
Recommendation
By Minute Motion:
1. Approve a one-year extension for Contract No. C34860 with Conserve
LandCare, Inc., for Landscape Maintenance Area No. 18 in the amount
of $82,860;
2. Include repair work and services at the specified contract amount not
to exceed 20 percent, or $16,572; and
3. Authorize the Mayor to execute the contract.
Funds are available in the General Fund Account No. 1104611-4332001, R/M
Landscaping Services, and 1 1 0461 1-4391 000, Community Gardens.
Strategic Plan Objective
This is an on-going landscape maintenance function and contributes to our goal of
providing a uniquely beautiful desert environment in highly visible areas of the City.
Staff Report
Approve C34861 with Conserve LandCare, 1st One-Year Ext. for LMA 18
Page 2 of 2
April 27, 2017
Background
The subject contract was awarded to Conserve LandCare, Inc., by the City Council on
May 12, 2016, for a term of one year, with an option for four, one-year extensions. The
contract, which is set to expire on June 30, 2017, includes the monthly landscape
maintenance of Palma Village Park, Ironwood Park, Cahuilla Hills Park, Homme-Adams
Park, Washington Charter School and the Community Gardens.
Conserve LandCare has agreed to a one-year contract extension commencing July 1,
2017. However, due to the increase of the state's mandated minimum wage and other
related costs, they are requesting an increase of approximately six percent, or $390 per
month ($4,680 per year), to help offset the additional costs. Based on Conserve's
performance, staff finds the request to be reasonable. The request will raise the contract
amount to $6,905 per month or $82,860 per year.
Repair work and services covers unquantifiable activities necessary for landscape
maintenance, which are not part of the landscape maintenance contract. This repair
work and services may include repair and replacement of irrigation equipment;
emergency tree work; replacement of trees and shrubs; pest control; and accident and
vandalism repair and replacement.
Fiscal Analysis
This is an on-going maintenance activity with no fiscal impact beyond the contract
amount.
Prepared By: Depa en Had:
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Randy Chez, Landscapfe Supervisor Mark Green o d, P.E.
Director of Publ c Works
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J.o . Moore, Director of Finance
Approval:
Lauri Aylaian, City Manager
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CONTRACT NO. C34861
FIRST AMENDMENT TO AGREEMENT
WHEREAS, the City of Palm Desert ("City") and Conserve LandCare, ("Contractor"),
entered into an agreement, dated May 12, 2016, for Landscape Maintenance Area No. 18
("Agreement"), the parties wish to amend the Agreement effective July 1, 2017.
NOW, THEREFORE, the parties agree as follows:
A. Term is amended to add the following paragraph to the end of the existing section, as
amended.
"The term of this Agreement is extended, and shall include the time period from July 1,
2017, through June 30, 2018."
B. The Amount of the contract will increase by the sum of four thousand six hundred
eighty dollars and 00/100 ($4,680.00) for a total annual contract price of$82,860.
C. All other terms and conditions of the Agreement shall remain unchanged, and shall
remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be
executed the 27th day of April 2017.
CITY OF PALM DESERT CONSERVE LANDCARE, INC.
A Municipal Corporation Contractor
Jan C. Harnik, Mayor
City of Palm Desert
Attest: Approved as to Content:
Rachelle D. Klassen, City Clerk Mark Greenwood, P .E.
CITY OF PALM DESERT, CALIFORNIA Director of Public Works
Approved as to Form:
Robert W. Hargreaves, ESQ.
City Attorney
CONTRACT NO. C34861
CONTRACTOR NOTARY ACKNOWLEDGMENT
A Notary Public or other officer completing this certificate verifies only the identity of
the individual who signed the document, to which this certificate is attached, and not
the truthfulness, accuracy, or validity of that document.
State of California }
} SS
County of Riverside }
On , 20 , before me, , a Notary
Public, personally appeared , who proved
to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are
subscribed to the within instrument and acknowledged to me that he/she/they executed the
same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the
instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the
instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the
foregoing paragraph is true and correct.
WITNESS my hand and official seal.
Signature (Seal)
c nserve
January 25, 2017 La n dCca re
City of Palm Desert
c/o Randy Chavez, Landscape Supervisor
73510 Fred Waring Dr.
Palm Desert,CA 92260
Dear Mr. Chavez,
Thank you for presenting the opportunity to Conserve Landcare to extend our contract for another year
for the landscape maintenance of both LMA 16 and 18. We are very interested in continuing our
relationship with the City. We have reviewed both contracts and are requesting the following increases in
the annual contract amounts for LMA 16 and 18 in order to recover increased costs for the forthcoming
year:
-LMA 16 -$755.00/Mo or$9,060.00 Annually
Breakdown as follow:
Labor $302.00'Month
Ins premiums $91.00 Month
Workers Comp $121.00 Month
Materials $241.00 Month
-LMA 18 -$390.00/Mo or$4,680.00 Annually
Breakdown as follow:
Labor $156.00 ;Month
Ins premiums $47.00: Month
Workers Comp $63.00 Month
Materials $124.00: Month
•Items included under Materials are: Fuel for truck&equipment,oil mix,herbicide,truck tools and trailer supplies.
These increases are a result of increases in labor costs, insurance premiums,workers comp. and
maintenance materials.
We respectfully ask that you consider this request and look forward to your response.
Sincerely,
"zi(je,
7uan Lopez
Account Manager
jlopez(@conservelandcare.com
Tel: (760)250-0005
72265 Manufacturing Road
Thousand Palms, CA 92276
• 760-343-1433
760-343-0433
ConserveLandCare.com