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Home My WebLink AboutPurchase - Rplacement Planter Boxes - Community Garden CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT STAFF REPORT REQUEST: APPROVE AN EXEMPTION TO THE BIDDING REQUIREMENT, AS PROVIDED IN MUNICIPAL CODE SECTION 3.32.090, TO ALLOW SOLE SOURCE PROCUREMENT FROM GREENDAY, LLC, OF INDIO, CALIFORNIA; AND AUTHORIZE THE PURCHASE OF REPLACEMENT PLANTER BOXES FOR THE SAN NICHOLAS COMMUNITY GARDEN IN THE AMOUNT OF $78,876 (PROJECT NO. 997-18) SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works CONTRACTOR: Greenday, LLC 43-180 Sunburst Street Indio, California 92201 DATE: August 24, 2017 CONTENTS: Greenday, LLC, Proposal Box Location Exhibit Vicinity Map Recommendation By Minute Motion: 1. Approve an exemption from the bidding requirement, as provided in Municipal Code Section 3.32.090, to allow sole source procurement from Greenday, LLC, of Indio, California, of replacement planter boxes; 2. Authorize the purchase of 42 garden planter boxes from Greenday, LLC, for the San Nicholas garden area of the San Pablo Community Gardens in the amount of $78,876; and 3. Authorize the Finance Director to set aside a 10 percent contingency in the amount of$7,887. Funds are available in Account No. 2364618-4400100, Recycling Fund. Staff Report Authorize Sole Source and the Purchase of Replacement Planter Boxes Page 2 of 3 August 24, 2017 Strategic Plan Objective The on-going renovations of the City's Community Gardens uses recycled material, reduce water use, and help promote healthy community principles through sustainable gardening, thereby furthering the goals outlined in the Strategic Plan Objectives as follows: • Energy and Sustainability — Priority 1: 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 The San Pablo Community Gardens, located along the west side of San Pablo Avenue between Royal Palm Drive and Santa Rosa Way, were originally constructed in the late 1990s. It is comprised of four separate garden areas: Guadalupe, Catalina, San Nicholas, and Santa Rosa. The planter boxes were originally constructed using a recycled wood and plastic product made to resemble wooden boards. Over time, the boards have badly warped, and material is no longer available to make repairs. The Guadalupe and Catalina garden areas were renovated in 2015 and 2017, respectively, using material manufactured with a minimum of 70 percent post-consumer glass and concrete. Greenday, LLC, manufactured the planter boxes for these first two garden renovations, and was deemed to be a sole source for this material for those projects. Again this year, staff performed a due diligence search for another comparable manufacturer who could bid on providing material for the renovation of the San Nicholas garden area. A Notice Inviting Statement of Qualifications was posted, and staff researched, to no avail, several companies in an attempt to locate another manufacturer capable of providing this recycled material. Only one company, Greenday, LLC, was able to meet the specifications and responded to the Notice Inviting Statement of Qualifications. Therefore, staff requests an exemption from the bidding requirement, as provided in Municipal Code Section 3.32.090, to allow sole source procurement from Greenday, LLC, of Indio, California, of 42 replacement planter boxes for the San Nicholas garden area, which will be renovated in 2017. There are currently four different sized boxes in use at the San Nicholas garden area. The size of the replacement planter boxes will be uniform at 4' x 10', allowing for six additional planter boxes to be placed in the San Nicholas garden area, for a total of 42 planter boxes. Staff Report Authorize Sole Source and the Purchase of Replacement Planter Boxes Page 2 of 3 August 24, 2017 In order to minimize inconvenience and unavailability of garden plots, staff is only addressing the San Nicholas garden area at this time. The total garden renovation period is estimated to be between 90 and 100 days, making the San Nicholas garden area available for planting in early 2018. It is staffs desire to continue the renovation program for the remaining Santa Rosa garden area at the San Pablo Community Gardens, and the Freedom Park Community Gardens in subsequent years. Fiscal Analysis There is no financial impact beyond the cost of the project. On-going maintenance will be minimized by this action, and staff anticipates a reduction in water usage with the newly designed boxes and uniform irrigation system. Prepared By: Department Head: Randy Chave p Su pervisor a Su ervisor Mark Greenwood, P.E. / Director of P blic Works Janet I I . 1 or: , D' • ctor of Finance Frankie Riddle Director of Special Programs Approval: Lauri Aylaian, City Manage /bl --R J .. _. \ =Y1.1.11111111111111 PROPOSAL GREENDAY LLC 43-180 Sunburst St. Indio, CA 92201 -2083 Phone (760) 347-7290 Fax No. (760) 347-7295 E-mail: Greendayllc@ymail.com DATE: August 7, 201 7 PROPOSAL SUBMITTED TO: The City of Palm Desert OFFICE PHONE: 760-776-6450 { j OFFICE FAX: 760-341 -7098 E-MAIL: dhollinger@cityofpalmdesert.org 1QB DESCRIPTION: San Nicholas Community Garden Garden Planter Boxes 1 NOTE: PLEASE SIGN 2ND PAGE OF THIS PROPOSAL UPON ACCEPTANCE AND/OR ATTACH AS AN EXHIBIT WITH CONTRACT OR BY FAX. Page I of3 - � — • GREENDAY LLC Page: 2 Date: August 7, 2017 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: SEVENTY-EIGHT THOUSAND EIGHT HUNDRED SEVENTY-SIX DOLLARS S78.876,00 - INCLUDES TAX ON MATERIAL 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 70% RECYCLED GLASS.ALL CONTAINERS WILL RECEIVE INTEGRAL RE-BAR AND INTERIOR BRACING. 1 r - 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 FOR 42 CONTAINERS: S78.876.00- INCLUDES TAX ON MATERIAL Page 2 of 3 t.- _ r - _ wrr►w wry r war 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 AU 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 1181 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." it Page 3 of 'gAV SV1OHOIN NVS f : 1 ._, °14:11PIN. , W 11011111, 11 0 Z 11' tI * I--- iii I- I. -- - ' 0 Ili I i Z W Z Z Q 1 • . , j wp 4... � Q 9 0 X CO :4 • mt < Q a Z V t I I I lii V {` 1 . 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