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Home My WebLink AboutC20991 CO1 Steven Burt & Associates - LMA No. 5REQUEST: SUBMITTED BY: APPLICANT: DATE: CONTENTS: CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT STAFF REPORT The Addition of Parkview Office Complex to Landscape Maintenance Area 5 — Contract No. c20991 H. Spencer Knight, Landscape Manager Steven Burt & Associates, Inc. 78-755 Darby Road Bermuda Dunes, California 92201 August 26, 2004 Agreement Change Order #1 Recommendation: By minute motion, accept Steven Burt & Associates, Inc. bid of $650.00 per month for the landscape maintenance of the Parkview Office Complex and add to Contract No.c20991 (Landscape Maintenance Area 5). Discussion: The Finance Department has requested that the expenses for the landscape maintenance of the Parkview Office Complex be separated out in order to provide a cost of service for the office complex. Currently the City park maintenance crew has been providing the required maintenance, but a detailed breakdown of the cost of maintenance would be better served by a private vendor. Previously, the Parkview Office complex was included in the scope of Landscape Maintenance Area 5 (LMA 5). The landscape maintenance vendor at that time was unable to produce the level of maintenance described in the contract and the maintenance responsibility was shifted to the City's Park Crew. Steven Burt & Associates, the current vendor for LMA 5, has done an excellent job in the maintenance of LMA 5 and staff is confident that the contractor will be able to continue this level of service with the addition of the Parkview Office Complex. Background: Currently, the City Park Crew performs the landscape maintenance for the area around the Parkview Office Complex. This was not always the case. Previously, this service was contracted out along with the maintenance of the sports facilities within the City of Palm Desert (LMA 5). The contractor that held the contract prior to the current vendor was unable to produce the level of service as described in the contract. Therefore, the maintenance of Parkview Office Complex was removed from the contractor and was absorbed as part of the City's Park Maintenance Program. Staff Report - The Addition of Parkview Office Complex to Landscape Maintenance Area 5 — Contract No. c20991 Page 2 of 2 August 26, 2004 By contracting out the landscaping around the Parkview Office Complex a more accurate cost for service can be generated. This cost will be paid for out of revenues generated by the Office Complex, thereby relieving the General Fund of that expense. An additional benefit to shifting the landscape maintenance of the Parkview Office Complex back to LMA #5 will be an increase in the park crew's ability to respond in a more timely manor to park and special events. Steven Burt & Associates, the current vendor for LMA #5, has displayed a high level of competence in maintaining the sports facilities in this landscape maintenance area. Staff is confident that the contractor will be able to continue this level of service with the addition of the Parkview Office Complex. The bid price of $650.00 per month for the Parkview Office Complex landscape maintenance given by Steven Burt & Associates is consistent with similar work that they perform for the City. Funds are available in the Park Maintenance Account No.510- 4195-495-3371. Therefore, staff recommends that City Council, by minute motion, approve the additional services to Contract No.a2o991 _ with Steven Burt & Associates, Inc. in the amount of $650.00/month or $6,500.00 for the remainder of fiscal year 2004/2005. Submitted By: H S:-n•: Knight L d-ca•: Manager Approval: AC for Develo ► t Services City Manager HSKIjI Department Head: Michael Erraffte -P.E. Director of Public Works Finance Director G:tPub WorkstStatf Reports120041August 261Change Order to LMA 5 - Parkview Office Complex.doc CITY OF PALM DESERT CONSTRUCTION CHANGE ORDER Project Description: Contractor Name Street Address City, State, Zip P.O. # Contract # C20990 Project # 905-03 Highway 111 Street Improvements Steven Burt & Associates, Inc. Contractor 78-755 Darby Road Vendor # 5578 Bermuda Dunes, CA 9220 Contract Change Order # 1- Pursuant to the terms of the original contract Agreement, you are hereby directed to make the herein described changes or do the following described work not included in the plans and specifications for this Contract. Unless otherwise stated, all work shall conform to the terms, general conditions, and special provisions of the original contract. DESCRIPTION OF CHANGE Add the Parkview Office Complex to Contract No. C20990. (Landscape Maintenance Area 5). Contingency used? (circle one) If yes, amount moved to base: Yes No Increase/Decrease in Amount $6,500.00 Contract Amount (include past change orders) $122,816.16 Plus/Minus Current Change Order $ 6,500.00 Revised Total Contract Amount $129,316.16 1. ORDERED BY: 94 • Department Hea 3. APPROVED BY: City Manager Date Increase/Decrease in Days Contract Date of Completion Plus/Minus Current Change Order Revised Date of Completion 2. CERTIFIED FUNDS AVAILABLE Director of Finance 4. APPROVED BY: Date City Council Date We, the undersigned Contractor, have given careful consideration to the change proposed and hereby agree, if this proposal is approved, that we will provide all materials, perform all labor, except as may be noted above, and perform all services necessary to complete the above specified work, and hereby accept as full payment the amount shown above, which includes all direct and indirect overhead expenses fort any delays. ACCEPTED BY: ContractorNendor Date Aug 09-04 04:0Opm From-STEVEN BURT & ASSOCIATES (760)772-3574 760-772-8674 T-595 P.02/04 F-039 STEVEN BURT & ASSOCIATES, INC. A LANDSCAPE COMPANY August 9, 2004 Spencer Knight City of Palm Desert 73510 Fred Waring Drive Palm Desert, CA 92260 RE: Park View Office Complex Dear Spencer, Steven Burt & Associates has en excellent reputation in the Coachella Valley for doing business with integrity and by being proactive in communicating solutions, honoring commitments and by being responsive to our customer needs. Steven Burt & Associates values its employee's expertise by ensuring greater buy -in from its team members to influence their diversity to increase levels of success by creative cooperation. In addition to specializing in landscape maintenance, Steven Burt and Associates offers other divisions such as Tree Rite, an arbor services company and Vintage Nursery, a wholesale and retail garden center located in Bermuda Dunes and . TurfScapes. a synthetic turf solution. Thank you for the opportunity to submit our proposal for the landscape maintenance of this property: We have toured the grounds and have prepared our proposal based on our Inspection and the scope of work provided. Our proposal based on your attached scope of work is at a monthly fee of,$650. 00. Enclosed with this proposal Is a list of our current clients, additional information about our company's divisions and qualifications of team members. You•should feel free to contact any of our clients for a reference. Please visit our website at www.stevenburt-associates.com_ n rely, Mu ah Manager of Business Devejopment Enclosures 78-755 DARBY ROAD, BERMUDA DUNES, CA 92203 PRONE (760) 772-3673 FAX (760) 772-3674 Received Aug-09-2004 15:02 From-760 772 S674To-PALM DESERT PUBLIC W Page 002 Aug=09-04 04:OOpm From-STEVEN BURT 8 ASSOCIATES (760)772-3674 760-772-3674 T-595 P.03/04 F-039 SCOPE OF WORK A. AREA OF MAINTENANCE The areas to be maintained include all landscape for which Park View Office Complex is responsible to maintain. SCOPE OF'SERVICES AREAS OF CONTRACTOR'S RESPONSIBILITY SHALL INCLUDE: A, Weekly mowing of lawns B. Weekly edging of (awns C. Bi-weekly cultivation of all shrub areas . D. Trimming of all trees 15' and under as necessary in accordance with. ISA standards E. Clean-up of litter and debris do a service days F. Provide labor for minor irrigation repairs. Minor is definid as any irrigation line %" and under in diameter. f EXCLUDED FROM THIS CONTRACT ARE: A. Damage done by Acts of God B. Pump repairs and (or) repairs to components C. Repair or Replacement of irrigation parts or equipment. "Major" is defined as any irrigation line over 3/4" or repairs to valves, and wire controllers. D. Replacement of any gear driven, impact,. or brass pop-up ifrigation heads E. Labor and material for plant material as a result' of design changes or ,capital improvements F. Tree Removals -= to be considered on a case by case basis G. Bark, mulching or decomposed granite material is not included H_ • Annual color K. Tree stakes and guy wires , _ SCHEDULING A. Contractor shall provide seiV,ce at the project 1 day per week. B. All normal landscape maintenance work shall .occur between the hours of • 7;00 a.m. and 5:00 p.m_ unless provision is made for earlier start times due to hot whether season. MISCELLANEOUS REQUIREMENTS •A. All debris. from CONTRACTOR'S operations shall be cleaned up the same day it is generated and disposed of off -site at CONTRACTOR'S sole expense. B. CONTRACTOR'S personnel shall be uniformed at all times with SBA uniforms. C. CONTRACTOR'S vehicles - shall be marked with CONTRACTOR'S name/logo. .<, D. 'CONTRACTOR'S employees shall at all times conduct -themselves in a manner acceptable to the Office Complex. Received Aug-09-2004 16:02 From-760 772 3674' To -PALM DESERT PUBLIC W Page 003 Aug:09-04 04:01pm From-STEVEN BURT & ASSOCIATES (760)772-3674 760-772-2674 T-595 P.04/04 F-029 EMERGENCY SERVICE A. Twenty-four hour emergency irrigation shut off service shall be provided by CONTRACTOR at no additional charge to Property unless repairs are required as in accordance with specifications and as detailed above. SUPERVISION AND PERSONNEL A. CONTRACTOR shall' provide Project Inspections by English speaking, supervisory level personnel on a regular basis. B. CONTRACTOR'S 'supervisor shall contact the Office Complex representative • on a weekly basis. COMMUNICATIONS A. CONTRACTOR shall maintain regular office hours Monday through Friday, between 8:00 a.m. and 4:00-p.m. (excluding holidays). . B. CONTRACTOR'S Job Foreman shall be accessible either by radio or pager while on the. Project. C. .CONTRACTOR shall be available for Project Inspection Walks with RESORT'S representative on a mont1a1y basis, or as often as is reasonably requested by SHOPPING CENTER. : MATERIALS Materials to be provided and paid for, by CONTRACTOR as a part of this contract are as follows:- . 1. Chemicals EXTRAS • A. CONTRACTOR shall provide proposals for all extra work. Any work and (or) Materials requested of -CONTRACTOR by Office' Complex to be performed on -site is an "extra". No extra work shall commence prior to CONTRACTOR receiving approval by Client r Labor/Material Rates: 1. Landscape Laborer 2. Irrigation Repair Technician 3. 1 gallon shrubs . 4. 5 gallon shrubs 5. 5 gallon staked vine & wire B. 15 gallon shrub 7. 24" boxed tree 8. Flat of ground cover (54;count) 9. 4" flat' of ground cover ' @ $20.00/hour @ $22.50/hour @ $5.00 per plant $18.00,per plant. @ $28.00 per plant @ $95.00 per plant @ $235 per tree @ $20 per flat _ cost varies on type Received Aug-09-2004 15:02 From-760 772 3674 , To -PALM DESERT PUBLIC W Page 004