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Home My WebLink AboutCommunity Garden Rplcmnt of Planter BoxesCITY 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 IN THE AMOUNT OF $93,900 (PROJECT NO. 997-17) SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works CONTRACTOR DATE: CONTENTS Recommendation Greenday, LLC 43-180 Sunburst Street Indio, California 92201 September 8, 2016 Proposal Box Location Exhibit Vicinity Map 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, for replacement community garden planter boxes; 2. Authorize the purchase of 50 replacement community garden planter boxes in the amount of $93,900; and 3. Authorize the Finance Director to set aside a 10 percent contingency in the amount of $9,390. Funds are available in Account No. 2364618-4400100, Recycling Fund. Strateaic Plan Obiective Renovation of the San Pablo Community Gardens meets the goal outlined in the Strategic Plan Objectives in multiple areas. The renovations will reduce water use, Staff Report Authorize Purchase of Replacement Planter Boxes Page 2 of 3 September 8, 2016 helping in the conservation of this resource, promoting healthy community principals through sustainable gardening. Background The San Pablo Community Gardens, located along the west side of San Pablo Avenue between Royal Palm Drive and Santa Rosa Way, was 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 constructed using a recycled wood and plastic product made to resemble wooden boards. The boards are now badly warped and material is no longer available for on -going repairs. Last year the garden planter boxes in the Guadalupe Community Garden were replaced with a material manufactured using a minimum of 70 percent post -consumer glass/ concrete. Staff has found that this has minimized maintenance costs while increasing the longevity of each planter. The recycled material is also less susceptible to sun damage, and any necessary replacement parts can be easily obtained through the local manufacturer. Last year, in investigating appropriate repair materials, staff located a recycled glass and concrete product that is produced in the Coachella Valley. A number of replacement planter options were evaluated by both the landscape and engineering staff, and these planter boxes were determined to be the best product for sustainability and longevity. Staff did their due diligence by advertizing a Request for Qualification, to be certain there were no other manufacturers of the specified product. Only one company, Greenday, LLC responded. There are currently four different sized boxes in use at the Catalina Community Gardens. The replacement planter box sizes will be uniform at 4' x 10', allowing for ten additional planter boxes to be placed in the Catalina Community Garden for a total of 50 planter boxes. In order to minimize inconvenience and unavailability of garden plots, staff is only addressing the Catalina Community Garden area at this time. The total garden renovation period is estimated to be between 90 and 100 days, making the Catalina Community Garden available for planting late fall. It is staff's desire to continue the renovation program for the remaining San Pablo Community Gardens in subsequent years. Staff Report Authorize Purchase of Replacement Planter Boxes Page 2 of 3 September 8, 2016 Fiscal Analysis The proposed cost for the initial manufacturing, assembly, and delivery of the garden planter boxes is $93,900. On -going maintenance will not be affected by this action, and staff anticipates a reduction in water usage with the newly designed boxes and uniform irrigation system. Prepared By: Depart n d: Randy Chavez, L�aMscape Supervisor Mark Gr a wood, P.E. Directorof ublic Works J net . Moore, Director of Finance Frankie Riddl+ — Director of Special Programs Approval: r" JWin McCarthy, Interim City tanager PROPOSAL GREENDAY LLC 43-1 80 Sunburst St. Indio, CA 92201-2083 Phone (760) 347-7290 Fax No. (760) 347-7295 E-mail: Greendayllc@ymail.com DATE: August 23, 2016 PROPOSAL SUBMITTED TO: The City of Palm Desert OFFICE PHONE: 760-776-6450 OFFICE FAX: 760-341-7098 E-MAIL: cgaugush@cityofpalmdesert.org IOB DESCRIPTION: Catalina Community - 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 1 of 3 GREENDAY LLC Page: 2 Date: August 23, 2016 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: ONE THOUSAND EIGHT HUNDRED SEVENTY-EIGHT / PER. CONTAINER DOLLARS $1.878.00 - 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 INTERSECTIONS OF PANELS TO BE CONNECTED WITH A HINGE JOINT, SECURED WITH 1 7GA., 1 3/8 " GALVANIZED PIPE WITH TREATED RE —BAR INSIDE PIPE BURIED IN GROUND 6" AT 6 POINTS. THESE PIPES WILL BE FILLED WITH CEMENT AND RECYCLED GLASS TO SOLIDIFY CONNECTION. THE INSIDE OF ALL HINGE JOINTS WILL BE COATED WITH 4.5 OZ ALKLAI RESISTANT MESH AND CEMENTIOUS WATERPROOF COATING. ALL CONTAINERS WILL HAVE A MINIMUM OF 70% RECYCLED GLASS CONTENT. - 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. - GARDEN BOXES WILL BE 5 INCHES SHORTER ON OUTSIDE AFTER THE FIRST ONE. DIMENSIONS ON INSIDE OF BOXES TO BE SAME AS ORIGINAL GARDEN BOXES. TOTAL COST PER CONTAINER: $1.878.00 - 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 n rT`ri yr� 4s c m 0 I r Catalina Community Garden Renovation -Project 0 997-17 x W( a —� ----SANTA-ROSA-WAY 4 n F-7 - - 4 GAN-MCHOL-AS-AVENUE 0 �— -- - CATALINA-WA? a� SUADAL-UPE-AVENUC I I w�tOYAi-PALiN�RIVE� 1 W ll a w Legend — Circulation Network City Boundary 0 . I , - - - N IANTA-ROSA-WAY-SANTAIWDSA-WAY - Streets ❑ Parcels (07/2016) 1: 3,338 Notes CA a 7 `1 i�. ti