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HomeMy WebLinkAboutC28720 - CO1 - Public Art Maint. SvcsREQUEST: CITY OF PALM DESERT DEPARTMENT OF COMMUNITY DEVELOPMENT STAFF REPORT Approve Change Order No. 1 to extend Contract Number C28720 to Same Day Express in the amount of $39,120 for public art maintenance services SUBMITTED BY: Deborah L. Schwartz, Public Art Coordinator DATE: March 11, 2010 CONTENTS: Change Order No. 1 Recommendation By Minute Motion, approve Change Order No. 1 to extend Contract Number C28720 to Same Day Express for one (1) year in the amount of $39,120 for maintenance services for the City of Palm Desert's permanent public art collection and the El Paseo Invitational Exhibition. Funds are available in Account Number 436-4650-454-3372. Background A request for maintenance services of the City of Palm Desert's public art collection went out to bid in February 2009. The current contract is for services from June 2009 through May 2010, and provides for an annual extension for up to three (3) years. The services provided by Same Day Express have been excellent and staff recommends the one (1) year extension. The extension will also increase the scope of work of the contract to include the additional maintenance to the two El Paseo water features. The cost of the added services is $135 per month. Approval of staff's recommendation to extend the contract and include the additional services will ensure continuous maintenance services to the permanent public art collection and the El Paseo Invitational Exhibition. Staff Report Extension of Contract to Same Day Express March 11, 2010 Page 2 of 2 Fiscal Analysis The financial obligation for FY 2009/10 would be in the amount of $3,260 for the month of June 2010; with the balance of the contract in FY 2010/2011 in the amount of $35,860 for services through May 2011. Submitted by: Department Head: Deborah L. Schwartz, Public Art Coordinator Paul Gibson, Director of Finance Approval: M. Wohlmuth, ity Manager Lauri Aylaian Director of Community Development CITY COUNCILAcT1ON APPROVED / !)FNRBI) RECEIVED t; �ifK:il MEETING DATE _3-8-,9c/0 AYES: &enson,h'/fuson, jelly, S�i�i el, Fuier-/ NOFs. N tn� ABSENT: » brie- ABSTAIN- Xi LOC_ VERIFIED BY: K OK.I rC Original on File with City Clerk's Office CITY OF PALM DESERT CHANGE ORDER Contract Purpose Contractor's Name Address: Maintenance of Public Art Same Day Express/Brett Fiore Contract # / P.O. # Change Order No. Contingen cy: Account No. Project No. Vendor No. C28720 016332 1 YES NO X 436-4650-454-3372 10260 You are hereby requested to comply with the following changes from the contract plans and specifications: DESCRIPTION OF CHANGES (Supplemental Plans, Specifications, and Directives dated Attached) DECREASE In Contract Price INCREASE In Contract Price 1. Exercise option to renew contract for one year. 2. Add additional monthly maintenance to two water features on El Paseo. TOTALS: NET CHANGE IN CONTRACT PRICE: N/A $37,500 $1,620 - 39,120.00 39,120.00 JUSTIFICATION: Original contract has clause allowing up to three one-year extensions. Vendor has performed well during first year, and City elects to exercise option for one year extension at this time. Additional monthly maintenance on the two El Paseo Water Features is necessary to prevent calcium build up and mechanical difficulties. The amount of the Contract will be increased by the Sum of: Thirty-nine thousand one hundred and twenty Dollars ($39,120). Contract C28720 Change Order No. 1 Continued from front This Change Order 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 Order 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 One (1) Year Revised Contract Total $39,120 The undersigned Contractor approves the foregoing Change Order # 1 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 Change Order # 1 . 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 Order items. This document will become a supplement of the contract and all provisions will apply hereto. It is understood that the Change Order shall be effective when approved by the Owner. Execution of this Change Order 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 Change Order, 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: 3 CERTIFIED FUNDS AVAILABLE: 2 ACCEPTED . BY: DEPARTMENT HEAD CONTRACTOR 4 APPROVED . BY: FINANCE DIRECTOR CINDY FINERTY, MAYOR NOTE: No payments will be made prior to City Manager and Council approval Date Approved CITY MANAGER Date Approved