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Home My WebLink AboutC27460 Annual ColorCITY OF PALM DESERT PUBLIC WORKS DEPARTMENT STAFF REPORT 31' F REQUEST: Cancel Contract to Purchase Annual Color with Arakawa Nursery and Award Bid to The Color Connection SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works APPLICANT: The Color Connection 26637 Soboba Street Hemet, CA 92544 DATE: July 10, 2007 CONTENTS: Staff Report of 05-22-08 Memo from Arakawa Nursery Bid from The Color Connection Recommendation: By Minute Motion: 1.) Cancel contract no. C27460 for the Annual Color for Fall 2008 and Spring 2009 (Project 930-08) due to vendor non- performance, and 2.) Award the bid to the second -lowest bidder, The Color Connection. Background: The City of Palm Desert changes the annual color on the El Paseo medians and in Civic Center Park twice per year. In order to ensure product quality and availability, the Landscape Services staff contracts annually with a color grower to produce the flowers. In preparation for the 2008-09 Fall and Spring color changes, staff issued a request for proposals and received three bids, as follows: Arakawa Nursery of Corona, CA, $14,961.34; The Color Connection of Hemet, CA, $20,840.05; and RZ Landscape of Indio, CA, $57,056.00. At the May 22, 2008 City Council meeting, staff requested and received City Council approval to award the bid to the lowest bidder, Arakawa Nursery. Award Annual Color to The Color Connection 930-08 Page 2of2 July 10, 2008 Discussion: On June 27, 2008, staff received notice from Arakawa Nursery that the business is closing and is therefore unable to perform under the terms of the contract. This late notice creates a need to act quickly in order to ensure the City's order for color for the fall planting. The second -lowest bidder, The Color Connection, meets City standards and has provided the annual color for the City in previous years. The Color Connection bid for fall and spring was $20,840.05 and they are willing to honor their bid at this time. Therefore, staff recommends that the City Council cancel the purchase of annual color with Arakawa Nursery and award the bid to The Color Connection in the amount of $20,840.05. Fiscal Impact: If awarded, the City's cost will be $5878.71 more than was bid by the lowest bidder. However, in previous years the bid has been awarded in the $20,000 range. Funds are available in Account Nos. 110-4610-453-2190 and 110-4614-453-3370 to cover the additional cost. Prepared By: ane Hollinger Landscape Specialist Approva 'Homer Cro ACM for Department Head: arreenwood, P.E. Director of Public Works Paul S. pment Services Financ CITY COUNCIL ACTION: APPROVED ✓ DENIED RECEIVED. _ OTHER Carlos L. •V ega City Mana•er .STING DA°�... , E (...//�� `/ AYES:.. i • ' NOES : _6,r ABSENT: N o n P, ABSTAIN: Ainn,so G:IPubWorkslStaffReports120081July101 iielgn r X,:t°wl ' p �- „„„„„.„„G1,3 „„,„r"intract .original on File with City CTeafr (oghedoc /dhl � C1TY OF PALM DESERT PUBLIC WORKS DEPARTMENT STAFF REPORT REQUEST: Award Contract No. C27460 for the Annual Color for Fall 2008 and Spring 2409 to Arakawa Nursery, Inc. of Corona, California (Project No. 930-08) SUBMITTED BY: Mark Greenwood, P.E. Director of Public Works CONTRACTOR: Arakawa Nursery, Inc. P.O. Box 1148 Corona, CA 91718 DATE: May 22, 2008 CONTENTS: Proposal Recommendation: By Minute Motion, City Council award Contract No. C27460 for the Annual Color for Fall 2008 and Spring 2009 to Arakawa Nursery, Inc. of Corona, California in the amount of $14,961.34 (Project No. 930-08) Discussion: The City of Palm Desert changes the annual color on the EI Paseo Medians and Civic Center Park twice per year. In order to ensure product quality and availability, the Landscape Services staff contracts annually with a color grower to produce the flowers. A request for proposals was sent to the current color vendor, as well as other local color vendors; a notice inviting bids was advertised in the local newspaper and opened on Tuesday, April 29, 2008. Following are the results: Arakawa Nursery, Inc. (Corona, CA) $14,961.34 The Color Connection (Hemet, CA) $20,840.05 RZ Landscape (Indio, CA) $57,056.00 Funds are available in Account Nos. 110-4610-453-2190 and 110-4614-453-3370. Staff Report-Award Contract for Annual Color 930-XX Page 2 of 2 May 22, 2008 Therefore, staff recommends that, by minute motion, City Cvuncil award Contract No. C27460 for the Annual Color for Fall 2008 and Spring 2009 to Arakawa Nursery of Corona, California in the amount of$14,961.34 (Project No. 930-08). Prepared By: Approved By: �c� ` C ane Hollinger H pe cer nigh Landscape Specialist L ndsc pe anager Department H ad: � Mark Gre nwood, P.E. Director of Public Works Approval: Homer Croy Paul Gibson ACM for Deve op ent Services Finance Director Carlos L. O ga ;;ITY COUNCI ACTION: City Manager APPROVED DENIED RECEIVED OTHER _ �bg �ETING DATE - ' AYES: � > P . NOE9: '' � � A73SENT:.p'%'n r �iBSTAIN: '' , yEiZIFIED BY• �� - ;�riginal on File with City Clerk's Offi�E G-IPuDWaksVPROJECTS1930-XX Annual Co/or12008-091SfaN Reportsi0�22-08 Awartl Dr0 Annual Co�a 930-XX1Award Anr,ual Cola doc OG/2i;2ppb p5:4g F�1 A5i 7�4 5:164 !1RAICAIPA A'L�RSERP �jr�� r �� To: Diane Hollinger From: Jim Arakawa CC: Dafie: 06/27/08 Re: Informing nursery closure Dear Diane, This is a follow up and to cnnflrm of our teiephone communicatlon with yau today. t have informed you regrettably that our company is closing the operations as of June 30,2fl08,at the end of our fisca!year. Therefdre, We will not be able to supply the plants thaE the City of Palm Desert has awarded us to pravide for fall and sprin�plantings. I apologize for any inconveniences that this might bring. However, if there is anything that I can da to assist you during the transition please let me know. Sincere�y, Ji Arakawa •Page 1 L5/k�b/'LUbY 15:54 ytily'L/1 j;;'L (.:ULUK I;UNI`ItC.:I lUN ra�,t bl � � � � � � � � � � � �� i I73-51 o FRED�VAR[i�'G DkIYE �� ' ' PAL�i DkSbItT, C.4LtFORNS�I�22bQ-257� ITFa�.: �60 346—o6i� Fn�t:7bo 34i-7ogS - I info�palm-dcscct.o[g May 2, 2008 Bill Shinkle � The Color Connection 26637 Soboba Street Hemet, CA 92544 Re: Request for.l�e-SubmitXa! of Annual Color Propasal Dear Mr. 5hinkle, First and foremosf, thank you for submitting a.proposal for the City of Palm Desert's Annual Color RFP. Apparently, there was confusion regarding the Cobalt Win�s Limonium th�t was specifi�d on the proposal wortcsheet. As a result of this Confusion and updated information received by staff, we are requesting that you resubmit your praposal. We have replaced tlie Cobalt Wings Limonium with a seed variety Statice perezii_ Far your convenience, enclosed is an updated proposal worksheet. Please resubmit your � _ proposal by Wednesday, May 7, 2008, na later than 12:00 p.m. If you have any questions or c:oncems, ple�se contact me at(760).776-6444. Sincerely, _ iane ollinger L scape Specialist . � /bg Enclasure: Updated Proposal O:1PubWOtktIPROdEGTSU`30J�C Amud C�:oATG08-04rlLstt6ro10°s02.OB Requeel Tot rE91h1Nltnl Of annwl�plpr,dnt �i ncanvannura U5.•'l�b!1L�115 15:54 y�ly'Lll�.i'L LLtLUK LUNNtI;IlUN f-'A�at !J'L N l N^ ! O � � � � Q � � � Q Q � � Q U QQQ OQ } ,� � � `J ( � •` . � � �� t � � � � � � 4 � � O �"� � a ;� � o a • N- �. �• �.. Ea c� c� � F-' � `�'' � �r ct� � � � � � �a � � � � � � ~ ? 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