HomeMy WebLinkAboutPark Overseeding - Vintage Assoc., Inc. �
CITY OF PALM DESERT
DEVELOPMENT SERVICES DEPARTMENT
STAFF REPORT
REQUEST: Ratify the City Manager's Approval to Award the Park Overseeding
Bid to Vintage Associates, Inc.
SUBMITTED BY: Jay Niemczak, Parks Facilities Manager
CONTRACTOR: Vintage Associates, Inc.
78755 Darby Road
Bermuda Dunes, CA. 92203
DATE: October 11, 2007
CONTENTS: Authorization Memo
Recommendation:
By Minute Motion: Ratify the City Manager's approval to award the park
overseeding bid to Vintage Associates, Inc., Bermuda Dunes, California,
in an amount not to exceed $20,280.00.
Discussion:
On May 24, 2007, the City Council awarded the Park Maintenance Contract for fiscal
year 2007-08 (Contract No. C26380) to Greenscape Landscaping, Desert Hot Springs,
California. The maintenance contract includes all aspects of landscape maintenance for
parks and sports fields in the City of Palm Desert. On Monday, September 24, 2007,
Greenscape Landscaping informed City Staff that they would be walking away from the
Park Maintenance Contract.
In an effort to complete the winter overseeding schedule for parks and sports fields in a
timely manner, Staff requested bids to complete overseeding for parks and sports fields.
The time frame for overseeding is critical due to youth sport activities being scheduled
for field usage around our original overseeding schedule. The lowest responsible bid
was submitted by Vintage Associates, Inc., Bermuda Dunes, in the amount of
$20,280.00.
Staff Report
Ratify Agreement for Park and Sport Field Overseeding
October 11, 2007
Page 2 of 2
Staff recommends that the City Council ratify the attached Authorization Memo to award
the park overseeding bid to Vintage Associates, Inc., Bermuda Dunes, California, in an
amount not to exceed $20,280.00. Funds for this expenditure are available in Account
No. 110-4610-453-3320, 110-4611-453-3320, and 276-4374-433-3320.
Submitted By: Department Head:
��
ay Niemczak J nis Steele
Parks Facilities Manager arks and Recreation Services Manager
Approv :
omer Croy
ACM for De opment Services �YTY COUNCIL ACTION•
APPROVED ✓ • DENIED
RECEIVEU OTHER _
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Carlos L. Orteg MEFTI�l,�-� DA`TE - .,
City Manager A�s o _ K
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i �E�tIFIED BY:
� Paul Gibson i�rigina) nr �'�,� �3 �ai*� ..ity Clerk' s Offi�E
� Director of Finance
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�`�'� CITY OF PALM DESERT
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DEVELOPMENT SERVICES
INTEROFFICE MEMORANDUM
To: Carlos L. Ortega, City Manager
From: Homer Croy, ACM for Development Services
Date: September 27, 2007
Subject: Authorization for the City Manager to Award Bid to Vintage
Associates for the Overseeding of City Parks
On Monday, September 24, 2007, Greenscape Landscaping, Inc. (contractor for Park
Maintenance Contract No. C26380) informed City Staff that they were walking away
from the contract. A letter was faxed to the Responsible Managing Officer of
Greenscape on September 25, letting him know that the City needed a written notice
within 24 hours of said subject.
At 4:51 p.m. on Tuesday, September 25, Staff received a fax from Rosenstein 8�
Hitzeman, AAPLC, stating that Greenscape Landscaping, Inc. had filed Chapter 11 on
Friday, September 21, 2007, and wished to be released from the park maintenance
agreement.
As a result, the overseeding of City parks has been compromised at a very delicate
time. In response to this, Staff recommends foregoing the regular prescribed formal
bidding process that the City of Palm Desert follows.
The Parks and Recreation Staff requested quotes to overseed the City parks, and
following are the results:
� • - . . �
Vinta e Associates, Bermuda Dunes $20,280.00
Genuine Landsca e Services, Coachel{a $45,500.00
Desert Conce ts, Palm Desert $100,000.00
Staff recommends that the City Manager award the bid to Vintage Associates and
approve the proposal in the amount of $20,280.00. Vintage Associates has informed
Staff that they would be able to begin work as soon as Friday, September 28. Funds are
available in Account Nos. 110-4611-453-3320, 110-4610-453-3320, and 276-4374-433-
3320.
Award Bid to Vintage Associates for the Overseeding of City Parks
Page 2 of 2
September 27, 2007
If approved, Staff will take the award of bid to the City Council for ratification.
Submitted B : Approved:
Fiomer Croy Carlos L. O ga
ACM for Dev pment Services City Manager
Attachments: uotes
Letter from Rosenstein 8� Hitzeman
cc: Janis Steele, Parks and Recreation Services Manager
Jay Niemczak, Parks Facilities Manager
Ricardo Torres, Parks Maintenance Supervisor
Paul Gibson, Director of Finance
Luis Espinoza, Assistant Director of Finance
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