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Home My WebLink AboutC27190 - LMA 2 Proj No. 902-08 CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT STAFF REPORT REQUEST: Amend Contract No. C27190 for Landscape Maintenance Area No. 2 (Project No. 902-08) SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works CONTRACTOR: Vintage Associates, Inc. 78-755 Darby Road Bermuda Dunes, CA 92201 DATE: February 26, 2009 CONTENTS: Contract Amendment No. 2 Proposal Recommendation: By Minute Motion, 1. Amend Contract No. C27190 for Landscape Maintenance Area No. 2 to add the maintenance on the medians on Fred Waring Drive for an additional $1,100 a month, and 2. Authorize the Mayor to execute the amendment. Discussion: On November 27, 2007, the City Clerk advertised and called for bids for Landscape Maintenance Area No. 2. Contract was awarded to Vintage Associates, Inc., in the amount of$126,000. Staff requested bids be submitted reflecting an annual amount; however, the term of the agreement was for 17 months. On March 27, 2008, the City Council approved Amendment No. 1, which added $52,500 for the additional five months of the contract term, bringing the contract total to $178,500. The landscape improvements of the medians on Fred Waring Drive, between California Avenue and Washington Street, have been completed and accepted by Landscape Services staff and are currently under their 90-day maintenance period. These medians need to be added to LMA 2 for regular maintenance. Staff Report Amend Contract C27190 Landscape Maintenance Area No. 2 February 26, 2009 Page 2 of 2 Staff contacted the landscape maintenance vendor for this area and requested a price quote for the additional work. Vintage Associates, Inc. submitted an estimate of $700/month for maintenance and $400/month for traffic control, a total of $1,100 a month. Staff has found the estimate to be consistent with the cost of services for similar areas in the current contract. Therefore, staff recommends that, by Minute Motion, City Council amend Contract No. C27190 for Landscape Maintenance Area No. 2 for the remainder of the contract term (4 months) by adding $4,400 for the additional medians, bringing the contract to a grand total of$182,900, and authorize the Mayor to execute the amendment. Fiscal Impact: Funds are available in the Repair/Maintenance Medians Account No. 110-4614-453-3370. Prepared By: Departmen ead: H. Sp c r night Mark Gre nwood, P.E. La ds pe 1anager Director of Public Works Approval: Homer Croy Paul Gibson ACM for Devel ent Services Finance Director • CITY COUNCIL CTION y AI'YROVFD._,� �r�r�rn tin McCarthy RF;CF,IVED OTHE:R Interi City Manager 1�1FETING DATE�,�� _ AYES: � �'/1<Son• F��Sc.� �.._lL� � e�c�, /�./��`� /bg NOES: �/cnr� ABS�NT: ��e- A13STAIN:—1�f�n e- VF.RIFIF.D BY: ,�'-�K.1/��' Originat on File with City Clerk's Uftice G:IPubWorksIPROJECTS1902-XX LMA 212008-20091Sta(f RepoR102-26-09 Amendment No 2 Vintage P902-081Amend Conhact LMA2 Vintage P902-08.doc �� 1 � �ry � �� ,.: '� ��' Contract#�P.o.# C27190 014862 ��T� /� �� Contract 2 � �°t�� % � � � �� Amendment No. �_r, , Contingency: YES NO Contract Purpose Landscape Maintenance Area 2 Account No. 110-4614-453- ConsultanPs Name Vintage Associates Project No. 9Q2-OH Add�ess: 78-755 Darby Road Bermuda Dunes, CA 92203 vendor►vo. 5578 You are hereby requested to comply with the following changes from the contract plans and specifications: DESCRIPTION OF CHANGES DECREASE INCREASE (Supplemental Plans, Specifications,and Directives dated Attached) In Contract Price In Contract Price $700/month x 4 months (maintenance) $400/month x 4 months (traffic control) 2,800.00 1,600.00 TOTALS: - 4,400.00 NET CHANGE IN CONTRACT PRICE: 4,400.00 JUSTIFICATION: Add the maintenance on the additional medians on Fred Waring Drive, between California Avenue and Washington Street. T�AL BIDGET FOR PFtOUECT + 182,900.00 (�ONlII NK�JV(:Y• Less: F�erxl.&Er�a.rnb.To Date: - 178,500.00 ,q�u�q��py��I: + Less: This Arr�erxlment Arr�aarrt: - 4,400.00 Less:Prior Charge Orriais); _ _ �� Less:This Change C�der: _ RE7VIAINING FOR Pf�O�lECT 0.00 Balanoe Rerr�ining oF Cortingerxy: - The amount of the Contract will be increased by the Sum of: Fortv-Four Hundred Dollars ($4,400.00). Contract C27190 Contract Amendment No. 2 Continued from front This Contract Amendment 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 Amendment 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 _ $182.900.00 The undersigned Contractor approves the foregoing Contract Amendment#2 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 Contract Amendment # 2. 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 Amendment items. This document will become a supplement of the contract and all provisions will apply hereto. It is understood that the Change Amendment shall be effective when approved by the Owner. Execution of this Contract Amendment 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 Contract Amendment, 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 CONTRACTOR Date Accepted 3. CERTIFIED FUNDS AVAILABLE: 4. APPROVED BY: FINANCE DIRECTOR Robert Spiegel, MAYOR Date Approved NOTE: No payments will be made prior to City Manager and Council approval CITY MANAGER Date Approved � VINTAGE LANDSCAPE i,F�r�T�l:'.��!(�\''i 1.1.:1�:l7.rr',1 Pl.i�L7;1�tt;li.� rRorvs�. January 26,2009 Randy Chavez Landscape inspec#or �ity of Palm�D�sert 73510 Fred Waring Drive Palm Desert,CA 9�a8o RE: 4MA 2 CoMrad#C2719a—Addition-Revised De:ar MifluAl, , Thank you�'or the opportunity to submit ouc.praposal for the landscape mainRen�nce of the additionai median9 an Wa,�hington(fram CaGfomia to Washingtan)and the north side of Fred waring adjacent to �he sound wall. C�ur proposal base�on yaur scape at worlc snO Frecf Waring Phase li frequ�ncy sche�ule��or area 2 w►1f be as foUAws: Mo�thly mairdenance fee $7p�,pp Mandatary�.ane Glasur�fE�{per closurc} $4tf0.p�p You shauld feei free t0 Cont�Ct me with any questions. II b�'titted, � 0 Manager of Basiness D Eopment Date 78-TSS Uarhy Road+Berrrrrrda Dune�C.�922tl1 . (760) 772-3873 • Fmr(76U) 77,2-3674• Lic.# Gd 7984 INTAC� ��scacz,�.�ra�s, ��vc. A dnzs,rota of Vult�qe.Assorrat.es, .Lr�c. 7&755 Darb Road �ermuda Uunes, �.:A 92203 1'.A.C:y�MILr: '!'1tANSM!'I"!'AL 3HI+:k'1' �O: �I�b1f1: Ranciy Chavez �ran Mulfally FAX NUMgER p�� 341-7498 1f26lQ9 COMPANY: TOT�AI.NQ.Q�PA�INCLUDING COVEI� City of Paim De�grt }"f SENDER'8 PMONE pUM�Ei� SENDER'8 FAX NU�II�� 760)T12-3673 p64)772,3s7a �"` Y+�1UR REFER�NCE NUMB� N07'E3IC0lU�M�tr7"� Hi Randy, Please see the revised proposat for Fred IM2�ring Phase II area. Please let me know If yau need any otl�er infornl�tiOn. Thank you. Pie�se r.�ll vur office if y�ou do nat receive ail pages-