HomeMy WebLinkAboutC32612 - Extension - LMA 4 - 904-13Contract No. C32612
CITY OF PALM DESERT
PUBLIC WORKS DEPARTMENT
STAFF REPORT
REQUEST: APPROVE THE SECOND ONE-YEAR EXTENSION TO
CONTRACT NO. C32610 WITH VINTAGE ASSOCIATES, INC.,
FOR LANDSCAPE MAINTENANCE AREA NO. 4 IN THE
AMOUNT OF $142,680, AND INCLUDE REPAIR WORK AND
SERVICES AT THE SPECIFIED CONTRACT AMOUNT NOT TO
EXCEED 20 PERCENT, OR $28,536 (PROJECT NO. 904-13)
SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works
CONTRACTOR: Vintage Associates, Inc.
78755 Darby Road
Bermuda Dunes, CA 92203
DATE: April 14, 2016
CONTENTS: C32612, Second Amendment to Agreement C32610
Letter from Vintage Associates, Inc.
Recommendation
By Minute Motion:
1. Approve the second one-year extension to Contract No. C32610 with
Vintage Associates, Inc., for Landscape Maintenance Area No. 4 in the
amount of $142,680;
2. Include repair work and services at the specified contract amount not
to exceed 20 percent, or $28,536; and
3. Authorize the Mayor to execute the amendment.
Funds are available in the Account No. 1104614-4337001, R/M Medians.
Strateqic Plan Obiective
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 C32612 for Vintage Associates 2"d One -Year Extension for LMA 4
Page 2 of 2
April 14, 2016
Background
City Council awarded the original contract to Vintage Associates, Inc., on May 9, 2013,
for the amount of $249,360 ($124,680 per year) for a two-year term, with an option for
two, one-year extensions. On April 23, 2015, City Council approved Amendment No. 1,
the first contract extension set to expire on June 30, 2016. The amendment raised the
annual contract amount to $142,680 to include the maintenance of the new Monterey
median from Country Club to Dick Kelly Drive.
Vintage Associates' performance has met City standards and has agreed to the second
one-year extension commencing July 1, 2016, at the current contract amount of
$11,890 per month ($142,680 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 includes, but is not limited to, repair and replacement of irrigation
equipment; emergency tree work; replacement of trees and shrubs; pest control; and
accident and vandalism repair and replacement.
Fiscal Analvsis
This is an on -going maintenance activity with no fiscal impact beyond the contract
amount.
Prepared By:
Randy Ch ez U
Landsc Supervisor
Paui-9. Gibson, Director of Finance
Approval:
6v.
oh�nW City Manager
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Depa nt e4.-
Mark Gr en ood, P.E.
Director Pf PP
blic Works
CONTRACT NO. C32612
SECOND AMENDMENT TO AGREEMENT
WHEREAS, the City of Palm Desert ("City") and Vintage Associates, Inc.,
("Contractor"), entered into an agreement, dated May 9, 2013, to provide landscape
maintenance services for Landscape Maintenance Area No. 4 ("Agreement"), the parties wish
to amend the Agreement effective July 1, 2016.
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,
2016, through June 30, 2017."
B. 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 14TH day of April 2016.
CITY OF PALM DESERT
A Municipal Corporation
Robert A. Spiegel, Mayor
City of Palm Desert
Attest:
Rachelle D. Klassen, City Clerk
CITY OF PALM DESERT, CALIFORNIA
Approved as to Form:
Robert W. Hargreaves, ESQ.
City Attorney
VINTAGE ASSOCIATES, INC.
Contractor
Approved as to Content:
Mark Greenwood, P .E.
Director of Public Works
CONTRACT NO. C32612
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)
6
INTAGE
February 18, 2016
Randy Chavez
City of Palm Desert
73-510 Fred Waring Drive
Palm Desert, CA 92260-2578
RE: Contract No. C32610 — Landscape Maintenance Area 4
Dear Randy,
Vintage Associates is registered with the State of California and is in compliance with
the Department of Industrial Relations, registration #1000001926. Vintage Landscape
is willing to continue the landscape maintenance of Area 4 and extend the term of this
contract up to 12 months from the current termination date at the current contract price
as listed below:
LMA #4 $11,890 per month
We would like to express our thanks and appreciation to The City of Palm Desert for
their cooperation and support over the last three years.
We value your business and thank you in advance for your consideration.
Sincerely,,
Fran Mullahy
Manager of Business Development
Vintage Nurset-v, Vintage Landscape, Treerile, Schmidt Services, Trufscapes, O'uierRile
78-'S3 DarhY Road • Bermuda Dienes, CA 92201 e (760) 772-3673 • Fax (760) 772-3674 • Lic. 9 647984