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Home My WebLink AboutC32621 - Change Order 1 - Landscape Maintenance Area 7 - 907-13Contract No. C32621 CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT STAFF REPORT REQUEST: APPROVE CHANGE ORDER NO. 1 TO INCREASE CONTRACT NO. C32621 WITH KIRKPATRICK LANDSCAPING, INC., BY THE AMOUNT OF $3,600 FOR LANDSCAPE MAINTENANCE AREA 7 (PROJECT NO. 907-13) SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works CONTRACTOR: Kirkpatrick Landscaping, Inc. 43-752 N. Jackson Street Indio, CA 92201 DATE: August 27, 2015 CONTENTS: Change Order No. 1 Kirkpatrick's Estimate Approved Staff Report for Resolution 2015-70 Recommendation By Minute Motion, approve Change Order No. 1 to increase Contract No. C32621 with Kirkpatrick Landscaping, Inc., by the amount of $3,600 for Landscape Maintenance Area 7. Funds are available in the Landscape and Lighting District Account No. 2774373- 4332000. Background Presidents Plaza East/West is a Property and Business Improvement District (PBID) and the City of Palm Desert has acted as a property manager for the area since the mid-1980s. Property owners paid the City through their tax bills to fund the operation of their property that included landscaping/lighting maintenance services, waste services, street sweeping, and minor maintenance to the parking lots. The PBID was not approved by the property owners in August of 2013. Consequently, services to President Plaza East/West were reduced and very little maintenance has occurred leaving the landscape in very poor condition. Since then, staff has also hosted meetings with the property owners and many still wish to have the City handle the maintenance in the parking area. Therefore, on July 9, 2015, City Council adopted Resolution 2015-70 ordering the formation/renewal of the Presidents Property and Business Improvement District and appropriated $225,835 for operations and maintenance costs for FY 15/16. Staff Report Change Order No. 1 for LMA 7 August 27, 2015 Page 2 of 2 Contract No. C32621 Therefore, staff requested Kirkpatrick Landscaping Services, Inc., the current maintenance contractor for the landscape and lighting districts, to provide an estimate based on the increase in maintenance services. Kirkpatrick submitted an increase of $360 per month for the ten-month remainder of the contract from September 1, 2015, through June 30, 2016. This will bring the contract amount to a total of $105,135 during FY 15/16. Fiscal Analysis This is an on -going maintenance activity with no fiscal impact beyond the contract amendment. Prepared By: lq'andy Chave , Lan scape Supervisor Paul S. Gibson, Director of Finance HAVI�Al�"ffi n M. Wohlmuth, City Manager Mark Gdee0wood, P.E. Director of Public Works CITY OF PALM DESERT CHANGE ORDER NO. 1 Contract Purpose Landscape Maintenance Area 7 Consultant's Name Kirkpatrick Landscaping, Inc. Address: 43-752 N. Jackson Street Indio, CA 92201 Contract # / P.O. # Amendment No. Contingency: Account No. Project No. Vendor No. C32621 1 YES NO 2774373-4332000 907-13 4358 You are hereby requested to comply with the following changes from the contract plans and specifications DESCRIPTION OF CHANGES DECREASE INCREASE In Contract Price In Contract Price Presidents Plaza East/West 3,600.00 $360 per month x 10 months (September 1, 2015 thru June 30, 2016) TOTALS: NET CHANGE IN CONTRACT PRICE: JUSTIFICATION: Increase landscape and lighting maintenance services at Presidents Plaza East/West. TOTAL BUDGET FOR PROJECT: + $105,135 Less: Expend. & Encumb. To Date: - $101,535 Less: This Change Order Amount: - $3,600 BALANCE OF BUDGET REMAINING FOR PROJECT: - 3,600.00 3,600.00 CONTINGENCY: Amount Approved by Council: + $0 Less: Prior Change Order(s): - $0 Less: This Change Order: - $0 Balance Remaining of Contingency: - The amount of the Contract will be increased by the Sum of: Three Thousand Six Hundred dollars and 00/00 3 600 . G \PubWorks\Staft Reports\20151August 27\01 Approve CO No 1 to C32621 Kirkpatrick 907-13\Change Order No 1 P907-13 docx See reverse Contract C32621 Change Order No. 1 Continued from front This Change Order covers changes to the subject contract as described herein. The Contractor shall construct, furnish equipment and materials, and perform all work as necessary or required to complete the Change Order items for a lump sum price agreed upon between the Contractor and the City of Palm Desert, otherwise referred to as Owner. Contract Time Extension 0 Days. Revised Contract Total $105,135 The undersigned Contractor approves the foregoing Change Order # 1 as to the changes, if any, in the contract price specified for each item including any and all supervision costs and other miscellaneous costs relating to the change in work, and as to the extension of time allowed, if any, for completion of the entire work on account of said Amendment # 1 . The Contractor agrees to furnish all labor and materials and perform all other necessary work, inclusive of that directly or indirectly related to the approved time extension, required to complete the Change Order items. This document will become a supplement of the contract and all provisions will apply hereto. It is understood that the Change Order shall be effective when approved by the Owner. Execution of this Change Order by the Contractor constitutes a binding accord and satisfaction that fully satisfies, waives, and releases the Owner from all claims, demands, costs, and liabilities, in contract, law or equity, arising out of or related to the subject of the Change Order, whether known or unknown, including but not limited to direct and indirect costs and/or damages for delay, disruption, acceleration, loss of productivity, and stacking of trades, as well as any and all consequential damages. This document will become a supplement to the Contract and all provisions will apply hereto, all items included above must have required signatures as per the purchase resolution. 1. REQUESTED BY: 2. ACCEPTED BY: DEPARTMENT HEAD 3. CERTIFIED FUNDS AVAILABLE: 4. APPROVED BY: FINANCE DIRECTOR NOTE: No payments will be made prior to City Manager and Council approval CONTRACTOR SUSAN MARIE WEBER, MAYOR CITY MANAGER Date Accepted Date Approved Date Approved G \Pu1pWorks\Sta11 Reports\2015\August 27\01 Approve CO No 1 to C32621 Kirkpatrick 907-13\Change Order No 1 P907-13 docx See reverse Kirkpatrick Landscaping Services, Inc. 43752 Jackson Street Indio, CA 92201 Phone # (760) 347-6926 Fax # (760) 347-4846 Name/Address City of Palm Desert 73-510 Fred Waring Drive Palm Desert, CA 92260 Estimate Date Estimate No. L 7/17/2015_ 372 Project I I _ Description _ _ _ _ Qty Rate Total Landscape maintenance for President Plaz 1 _ 360.U0' 360.00 I and II per City of Palm Desert I I contract. $360.00 per month. j r-man Kis�CUKrsrnc.net Contractor's License No. 503360 Qualified Applicator Lic. No. 104569 Certified Arborist No. WC-2289 Upon approval please return signed copy via email or fax Total $360.00 r] Approved By: Date: • Resolution Nos. 2015-68 2015-69 2015-70 CITY OF PALM DESERT CITY MANAGER'S OFFICE CITY COUNCIL STAFF REPORT REQUEST: CONSIDERATION OF ACTIONS RELATING TO PRESIDENTS PLAZA I PROPERTY AND BUSINESS IMPROVEMENT DISTRICT FOR FISCAL YEAR 2015/2016 SUBMITTED BY: Ryan Stendell, Senior Management Analyst DATE: July 9, 2015 CONTENTS: Vicinity Map Resolution No. 2015- 68 Resolution No. 2015- 69 Resolution No. 2015- 7o Preliminary Management District Plan Preliminary Engineer's Report Recommendation Waive further reading and adopt: Resolution No. 2015- 68 declaring the results of the property owner protest ballot proceedings conducted for the proposed Presidents Plaza Property and Business Improvement District assessments commencing with fiscal year 2015/2016; 2. Resolution No. 2015- 69 approving and adopting the Management District Plan and Engineers Report for the Presidents Plaza I Property and Business Improvement District for fiscal year 2015/2016; and 3. Resolution No. 2015-2p_ ordering the formation/renewal of the Presidents Plaza I Property and Business Improvement District and the levy collection of assessments for said district for fiscal year 2015/2016. 4. If approved, appropriate $225,835.00 to Fund 277 (Pres Plaza I PBID) for operations and maintenance costs for FY15/16. Background The Presidents Plaza I Business Improvement District was not approved by the property owners in August of 2013. Since that time, staff has hosted meetings with property owners and believes that many still wish the City to handle the maintenance in the parking area. While staff has contacted and discussed this arrangement with many Resolution Nos. 2015-68 2015-69 2015-70 Staff Report President's Plaza I PBID Page 2 July 9, 2015 owners, there are still some who are not easily reached. Ballots and letters explaining the history have been sent to each parcel owners' mailing address. If approved, the City can collect an annual assessment to pay for landscape maintenance, street sweeping, and parking lot lighting within the common parking lot areas. Each fiscal year the City Council reviews and approves a budget that is set at the first year of the district. Staff recommends that the City Council approve the attached resolutions to count the ballots and approve the management plan for fiscal year 2015/2016. Fiscal Analysis An appropriation is required to fund year one (FY15/16) expenses only if the district is approved by the property owners. The annual budget for the BID is setup to account for both direct and indirect costs associated with managing the parking area. Prepared By: CITY COUNCILAI!�170N APPROVED DENIED %CEIV.ED O T , ao c9V5 '76 ... (Ryan Stendell 09- / Senior Management Analyst MEETING DA nlK �ewl, VV)nPi-Gc i" AYES: NOES: Reviewed an Concur: ABSENT: At ornP-- ABSTAIN: -e_ f&1 6 VERIFIED BY: Original on File with City rk's Office Paul S. Gi s n, Director of Finance * Approved the recommendations, with the following ballot results to be reflected in Res. No. 2015-68 - 64% return of ballots from property owners ,pp oval: - Total Ballots Cast = $146,697.30 _ - YES = $94,993.86 - NO = $51,703.44 The PBID is PASSED with 65% YES to 35% NO vote J hn M. Wohlmuth, City Manager ratio. Resolutions APPROVED 5-0