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Home My WebLink AboutC24680 Extension Landscape Maintenance Area LMA 9 909-06CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT STAFF REPORT REQUEST: Approve Extension of Contract No. C24680 with Vintage Associates, Inc. for Landscape Maintenance Area No. 9 (Project No. 909-06) SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works CONTRACTOR: Vintage Associates, Inc. 77-755 Darby Road Bermuda Dunes, California 92203 DATE: February 22, 2007 CONTENTS: Letter from Vintage Associates, Inc. Vicinity Map Recommendation: By minute motion, approve the extension of Contract No. C24680 with Vintage Associates, Inc. of Bermuda Dunes, California in the amount of $28,691.25 for the landscape maintenance services of Landscape Maintenance Area No. 9, from February 1, 2007 to June 30, 2007. Discussion: The subject contract was awarded by City Council to Vintage Associates, Inc. of Bermuda Dunes, California on January 26, 2006. This contract covers various City landscape areas including Baja Park, Entrada del Paseo and the Magnesia Falls medians. Landscape Maintenance Area 9 also includes the landscape maintenance of the Santa Rosa and San Jacinto National Monument Visitors Center. Vintage Associates, Inc. has provided excellent services during the past contract year. Staff is requesting a five -month extension to allow this contract to be bid and awarded for a one-year term starting on July 1, 2007. This timing coincides with the City's fiscal year. Historically, landscape maintenance contracts were bid and awarded on the City's fiscal year cycle, as it was believed that this cycle was G:\PubWorks\Staff Reports\2007\February 22\08 Approve Extension of C24680 LMA 9\Approve Extension of Contract to Vintage LMA9.doc Award Landscape Maintenance Area No. 9 to Vintage Landscape Page 2 of 2 February 22, 2007 a better fit for seasonal horticultural activities for both City staff and landscape maintenance vendors. Landscape Maintenance Area 9 was bid in January to determine if any advantage could be realized by staggering the bid cycle for landscape maintenance areas. It has been determined by City staff that there is no advantage. The current agreement with Vintage Associates allows for a term of through January 31, 2007, or to such later date as may be agreed in writing between the parties. Vintage Associates has agreed to the five -month extension of contract and has asked for a five -percent increase in the current contract amount in order to offset increased operating costs. This would amount to a $273.25 increase per month, which will bring the total monthly cost to $5,738.25. Staff recommends this increase as fair and reasonable. Funds are available in account 110-4614-453-3370. Therefore, staff recommends that, by minute motion, City Council approve the extension of Contract No. C24680 with Vintage Associates, Inc. of Bermuda Dunes, California in the amount of $28,691.28 for the landscape maintenance services of Landscape Maintenance Area No. 9 from February 1, 2007 to June 30, 2007. Submitted By: H , Spe er night Landsc a anager Homer Croy ACM for Development Services Carlos L. Ortegk' City Manager Mark Green ood, P.E. Director of Public Works Paul Gibson Finance Director CITY COUNCIL/CTION: APPROVED DENIED RECEIVED OTHER lEBTING DATE AYES: Benson, Firson, �i�lerf �7iije/ fie//y NOES: kikne., ABSENT: M one ABSTAIN: None- rnsivogiuiii VERIFIED BY: .' DX ref Original on File with -eity Clerk's Office G:1PubWorks\Staff Reports120071February 22108 Approve Extension of C24680 LMA 91Approve Extension of Contract to Vintage LMA9.doc 02/06/2007 17:52 7607723674 VINTAGE ASSOCIATES PAGE 02 • VINTAGE SSO r CIATES, INC. February 5, 2007 Corrected copy Spencer Knight City of Palm Desert 73-510 Fred Waring Drive Palm Desert, CA 92260-2578 RE: Contract No. C24680 — Landscape Maintenance Area No. 9 (Project No. 909-06) Dear Spencer, We would like to express our thanks and appreciation to the City of Palm Desert for your cooperation and support over the last year. This year is challenging us to maintain our operating expenses with the escalating costs due to the state's minimum wage rate increase of .75 cents an hour with another increase of .50 cents on January 1, 2008. Fuel costs have increased 50% over last year. Our general liability insurance increased 50% over last year partially due to our industry factors. Health insurance premiums increased over 10% and we pnproved our medical coverage this year for a group of our senior hourly employees, which increased our total health insurance cost 50%. Vintage Landscape is willing to continue the landscape maintenance of Area 9, extend the term of this contract up to 5 months from the current termination date, and respectfully request an increase of five percent (5%) in order to help cover these expenditures. We value your business and thank you in advance for your consideration. Sincerely, ran Mulcahy Business Development Manager TREE RITE 4 VINTAGE LANDSCAPE d► TURFSCAPES 4 VINTAGE NURSERY' SCHMIDT SERVICES 78755 DARBY ROAD, BERMUDA DUNES, CA 92203 PHONE (760) 772-3673 FAX (760).772-3674 . . CONTRACT NO. C24680 �`y PALM 1E EP WSfTOR ENTER rfelt ,JohwSOM GARDEN MAGNESIA PUS ,OF V rumworm MEDIANS FRED Olt S I Siff 001[001110 MIMA earwax SANJACENTOMouNr4INS N4rfONAI— MONUMENT lieriSITOR CENTER eaeroll` HOWL Landscape Maintenance Areas 2005 aS4 4 0A.F#fs ERECIIRVIVOR Legend =Area 9 - 2,000 4,000 Feet December15,2005