HomeMy WebLinkAboutC30630 CO1 Landscape Maintenace Area (LMA) 4 904-11Contract No. C30630
CITY OF PALM DESERT
PUBLIC WORKS DEPARTMENT
STAFF REPORT
REQUEST: APPROVE CHANGE ORDER NO. 1 TO CONTRACT NO. C30630
WITH PINNACLE LANDSCAPE COMPANY FOR LANDSCAPE
MAINTENANCE AREA 4 IN THE AMOUNT OF $6,286 (PROJECT NO.
904-11)
SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works
CONTRACTOR: Pinnacle Landscape Company
2200 S. Fairview Street
Santa Ana, CA 92704
DATE: April 12, 2012
CONTENTS: Change Order No. 1
City Manager Authorization Memo
Pinnacle's Proposal for Portola Median
Vicinity Maps
Recommendation
By Minute Motion:
1. Approve Change Order No. 1 to Contract No. C30630 with
Pinnacle Landscape Company for Landscape Maintenance Area 4
in the amount of $6,286; and
2. Authorize the Mayor to execute said Change Order No. 1
Funds are available in Account No. 110-4614-453-3370, R/M Medians.
Background
Several years ago, Academy Lane and Windflower Court were conditioned to form
Landscape and Lighting Districts to maintain the common landscape areas along Shepherd
Lane and Portola Avenue. The developers formed the districts and brought them to the City
Council for acceptance; however, the City Council did not accept them.
As a result, the common landscape areas have gone unmaintained with the exception of the
occasional tree and shrub pruning done for sidewalk clearance by the City. The City has
been and still is paying for the water service that irrigates their landscapes.
Landscape Services staff reviewed the tract maps for each development and found that the
common landscape areas are located within City right-of-way and/or on lettered lots
Staff Report
Approve Change Order No. 1
April 12, 2012
Page 2 of 2
Contract No. C30630
dedicated to the City. Bids for an initial cleanup and monthly maintenance for both areas
were solicited from Pinnacle Landscape Company, the current contractor for LMA 4.
Pinnacle submitted a proposal for the initial cleanup of both areas, which includes a
reduction of plant population in order to minimize maintenance cost, in the amount of
$2,281.69. They also submitted a proposal for the monthly maintenance as follows:
Development
Proposed Amount
Academy Lane TR30801
Monthly Maintenance
$143.00
Windflower Court TR30275
Monthly Maintenance
$130.00
Total for both developments:
$273.00
On March 27, 2012, the City Manager authorized the initial cleanup of the areas, and
directed staff to submit the contract amendment to the City Council for approval.
In addition, the City has recently completed the Portola Avenue and Frank Sinatra Drive
Intersection Improvements Project No. 578-08, which includes the landscape installation on
the median north and south of Frank Sinatra. The monthly maintenance of this landscape
needs to also be incorporated in the subject contract. Therefore, Pinnacle Landscape
submitted a proposal in the amount of $176 per month.
These changes will result in a total additional monthly charge for all areas of $449
($273+$176) for the remainder of the contract agreement from May 1, 2012, through June
30, 2013 (14 months); a total of $6,286.
Fiscal Analysis
This is an on -going maintenance activity with no fiscal impact beyond the change order.
Prepared By:
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Original on File with City Clerk's Oflice
CITY OF PALM DESERT
CONSTRUCTION CHANGE ORDER
Contract Purpose Landscape Maintenance Area 4
Consultant's Name Pinnacle Landscape Company
Address: 2200 S. Fairview Street Santa Ana, CA 92704
Contract # / P.O. #
Change Order No.
Contingency:
Account No.
Project No.
Vendor No.
C30630 017466
1
YES
NO
110-4614-453-3370
904-11
12097
You are hereby requested to comply with the following changes from the contract plans and specifications:
DESCRIPTION OF CHANGES DECREASE I INCREASE
In Contract Price I In Contract Price
;ademy Lane ($143 per month)
indflower Court ($130 per month)
>rtola Median - North & South of Frank Sinatra ($176 per month)
per month X 14 months (Mayl 1, 2012 thru June 30, 2013)
TOTALS:
NET CHANGE IN CONTRACT PRICE:
JUSTIFICATION:
2,002.00
1,820.00
2,464.00
Include the regular monthly landscape maintenance of Academy Lane, Windflower Court and Portola Median for the
remainder of the contract agreement.
TOTAL BUDGET FOR PROJECT: + $74,266
Less: Expend. & Encumb. To Date: - $67,980
Less: This Change Order Amount: - $6,286
BALANCE OF BUDGET
REMAINING FOR PROJECT: -
CONTINGENCY:
Amount Approved by Council:
+
$0
Less: Prior Change Order(s):
-
$0
Less: This Change Order:
-
$0
Balance Remaining of Contingency:
-
The amount of the Contract will be decreased by the Sum of: Six Thousand Two Hundred Eighty -Six dollars
and 00/00 ($6,286.00).
G:\PubWorks\Staff Reports\20121Apol 12\02 Approve CO No. 1 for Pinnade P904-11\Change Order No 1 P904-11.docx See reverse
Contract C30630 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 0 Days.
Revised Contract Total $74,266
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.
REQUESTED BY: 2. ACCEPTED BY:
DEPARTMENT HEAD
3. CERTIFIED
FUNDS AVAILABLE:
FINANCE DIRECTOR
NOTE: No payments will be made prior
to City Manager and Council approval
CONTRACTOR Date Accepted
4. APPROVED BY:
ROBERT A. SPIEGEL, MAYOR Date Approved
CITY MANAGER Date Approved
G:1PubWorks\Staff Reports12010April 12102 Approve CO No. 1 for Pinnacle P904-111Change Order No 1 P904-11.docx See reverse ...
CITY OF PALM DESERT
PUBLIC WORKS DEPARTMENT
INTEROFFICE MEMORANDUM
To: John M. Wohlmuth, City Manager
From: H. Spencer Knight, Landscape Manager
Date: March 27, 2012
Subject: Authorization to Open Purchase Order and Amend Contract
Per the attached memo, the Director of Public Works, Mark Greenwood, P.E., has
directed staff to perform the initial cleanup of the underfunded Landscape & Lighting
Districts: Academy Lane and Windflower Court, and amend the LMA 4 contract to
include their monthly maintenance.
Therefore, staff is requesting your authorization for Finance to issue a Purchase Order
for the initial cleanup of both districts to Pinnacle Landscape Company, the current
vendor for LMA 4, in the amount of $2,281.69.
In addition, we are requesting your approval to submit to the City Council an
amendment to Pinnacle's LMA 4 contract, so the monthly maintenance can be included.
The amendment will be for $273 per month for the remainder of the contract term (14
months) starting May 1, 2012; a total of $3,822 ($273 x 14).
Funds for this work was not budgeted in the current fiscal year, however, funds from
Account No. 110-4614-453-3370, R/M Medians, will be used.
If you concur, please indicate your approval below.
scape Manager
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Review and Concur:
City Manager
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PROPOSAL FOR EXTRA WORK
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Rick Valdez
DATE OF ORDER
SUPER"soft:
Rick Valdez
March 29 2012
TYPE OF WORK:
Monthly Maintenance
2200 S. FAIRVIEW STREET
Santa Ana, CA 92704
Office: 714 434.2533 Fax: 714 957.3168
Attention: Spencer Knight Email: sknight@cityofpalmdgagrt.org
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SCOPE OF WORK
Once per Month Maintenance LIMA 4
WORK
QTY.
UNIT PRICE
TOTAL
North of Frank
Sinatra/Portola
Landscape
Maintenance
3
Monthly Landscape Maintenance
$ 22.00
$ 66.00
$ -
$ -
PROPOSAL IS VOID
AFTER 30 DAYS TOTAL AMOUNT
66.00
Pinnacle Holdings Group Inc, d.b.a. Pinnacle Landscape Company is hereby authorized to fumish all materials and labor required to complete the work stated for which customer agrees to pay the
amount mentioned above and in accordance with the terms and conditions of this contract between the customer or its agents and Pinnacle Landscape Company. PAYMENT Is DUE
30 DAYS AFTER RECEIPT OF INVOICE. A service charge may be added to accounts past due at the rate of 1.5% per month,18% per annum. Both parties
of this contract agree to binding arbitration as a method of settling any dispute resulting in the lack of payment. Should it be necessary for either party to file suit to
enforce the provisions of this contract, or breach hereof or if the matter is arbitrated, the party prevailing in such action shall be entitled to reasonable attorneys fees
and costs as part of any judgments rendered therein, The Customer may request additions, alterations, omissions or other modifications in the above stated scope of
work, such changes shall be valid only upon written Change Order, executed by both parties acknowledging said change and the agreed upon price for performing the
extra work. There is no warranty or guarantee on Annual Color.
CUSTOMER APPROVAL AND AUTHORIZATION TO PROCEED WITH SCOPE OF WORK:
BELOW WARRANTS THAT THEY ARE AN AUTHORIZED AGENT.
AUTHORIZED BY PRINT NAME:
TITLE:
SIGNATURE: DATE:
PLEASE FAX AUTHORIZATION BACK TO (714) 957-3168 or E-Mail to your contact
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PROPOSAL FOR EXTRA WORK
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Branch Man '
Rick Valdez
DATE OF ORDER
SUPERVISOR.
Rick Valdez
March 29 2012
TYPE OF WORK:
Monthly Maintenance
2200 S. FAIRVIEW STREET
Santa Ana, CA 92704
Office: 714 434.2533 Fax: 714 957.3168
Attention: Spencer Knight Email: kni ht cit f almd ert.or
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CITY STATE LP CODE
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SCOPE OF WORK
Once per Month Maintenance LMA 4
WORK
QTY.
UNIT PRICE
TOTAL
North of Frank
SinatralPortola
Landscape
Maintenance
5
Monthly Landscape Maintenance
$ 22.00
$ 110.00
$ -
$ -
PROPOSAL IS VOID
AFTER 30 DAYS TOTAL AMOUNT
110.00
Pinnacle Holdings Group Inc, d.b.a. Pinnacle Landscape Company is hereby authorized to famish all materials and labor required to complete the work stated for which customer agrees to pay the
amount mentioned above and in accordance with the terms and conditions of this contract between the customer or its agents and Pinnacle Landscape Company. PAYMENT 13 DUE
30 DAYS AFTER RECEIPT OF INVOICE. A service charge may be added to accounts past due at the rate of 1.5% per month,18% per annum. Both parties
of this contract agree to binding arbitration as a method of settling any dispute resulting in the lack of payment. Should it be necessary for either party to file suit to
enforce the provisions of this contract, or breach hereof or if the matter is arbitrated, the party prevailing in such action shall be entitled to reasonable attorneys fees
and costs as part of any judgments rendered therein. The Customer may request additions, alterations, omissions or other modifications in the above stated scope of
work, such changes shall be valid only upon written Change Order, executed by both parties acknowledging said change and the agreed upon price for performing the
extra work. There is no warranty or guarantee on Annual Color.
CUSTOMER APPROVAL AND AUTHORIZATION TO PROCEED WITH SCOPE OF WORK:
BELOW WARRANTS THAT THEY ARE AN AUTHORIZED AGENT.
AUTHORIZED BY PRINT NAME:
TITLE:
SIGNATURE: DATE:
PLEASE FAX AUTHORIZATION BACK TO (714) 957-3168 or E-Mail to your contact ",�
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312012 VICINITY MAP