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HomeMy WebLinkAboutC31980 - CA1 - EPBID Advertising Svcs CITY OF PALM DESERT �" ' � � STAFF REPORT REQUEST: APPROVE AMENDMENT #1 FOR CONTRACT NO. 31980 WITH FG CREATIVE, INC., PALM DESERT, CA IN THE AMOUNT OF $30,000 FOR EXPENDITURES FOR THE EL PASEO BUSINESS IMPROVEMENT DISTRICT FROM: Ruth Ann Moore, Economic Development Manager DATE: March 28, 2013 CONTENTS: Contract Amendment #1 for Contract No. 38910 Recommendation: By Minute Motion, approve Amendment #1 to Contract No. 31980 for FG Creative, Inc. in the amount of$30,000. Funds are available in Account No. 271-4491-464-32.15. Executive Summarv: Additional funding has been collected through the assessment process for the Business Improvement District and was approved by the EI Paseo Board of Directors for advertising. Therefore, an amendment of an additional$30,000 to Contract No. 31980 for FG Creative, Inc. is required. Discussion: Each year, the EI Paseo Business Improvement District conservatively underestimates funding in order not to over spend in its accounts. At the mid-year budget adjustment, revenue collections are reviewed and adjustments are made correcting the fund to allow for either an increase or decrease to the budget. Funds are then redistributed and additional funding, if available, is allocated while still leaving at least a 10% contingency for a year-end balance. On February 28, 2013, City Council approved an appropriation of $30,000 in additional monies collected with the mid-year budget adjustments. An action to amend the contract is also required in order that the funds may be spent. Therefore, staff requests Council approve the above recommendation. G:\rda\Ruth Ann Moore\word data\STAFF REPORTS\FG Contract 31980 mid year amendment.doc Staff Report Amendment#1 of Contract No. 31980 Page 2 March 28, 2013 Fiscal Analvsis: Funding for the EI Paseo Business Improvement District is collected from businesses within the district and does not impact the General Fund. Submitted By: Department Head: u h n Moo , artin Alvarez, Economic Development Manager Director of Economic Development CITY COUNCILACTION Paul Gibson, Director of Finance APPROVED '✓ nI?NIED RECEIVED OTH F,R MEETtNG DAT J' �a8--�D13 App oved: AYES: " � � ,P�P�T.��� .r /.eJ�h,�� uo�niK NOES:--N�ne--. � ABSENT: �_�nN . ABSTAiN: VERIFtED BY: J hn Wohlmuth, City Manager Original on File with City Clerk's O ce G:\rda\Ruth Ann Moore\word data\STAFF REPORTS\FG Contract 31980 mid year amendment.doc ��I'�'�O�j'p��� D�1 s�l'��' Contract#I P.o.# 31980 018000 F�O�A71J�Vi�LiLJ 17L'���r�1�1���� Amendment/ � Change Order No. Contingency: YES NO x Contract Purpose EI Paseo Business Improvement District Advertising Account No. 271-4491-464-3215 ConsultanYs Name FG Creative, �t1C. Project No. a,daress: 74-020 Allessandro, Suite E Vendor No. Palm Desert, CA 92260 You are hereby requested to comply with the following changes from the contract plans and specifications: DECREASE INCREASE DESCRIPTION OF CHANGES In Contract Price In Contract Price Additional monies collected from district to be spent on advertising 30,000.00 TOTALS: - 30,000.00 NET CHANGE IN CONTRACT PRICE: 30,000.00 JUSTIFICATION: Mid-year adjustment in contract due to additional collection of funds from the improvement district. TOTAL BUDGET FOR PROJECT: + 240,000.00 ONTINGENCY: Less: Expend. & Encumb. To Date: - 210,000.00 Amount Approved by Council: + Less:This Change Order Amount: - 30,000.00 Less: PriorAmendment(s): - BALANCE OF BUDGET Less: This Amendment: - REMAINING FOR PROJECT: - Balance Remainin of Contin enc : - The amount of the Contract will be (Decreased) Increased by the Sum of: $30,000 Dollars ( ). G:1rda\Ruth Ann Moore\word data\STAFF REPORTSWmendment-FG Creative.doc Continued on reverse ... Contract Amendment No. Continued from front This Contract Amendment covers changes to the subject contract as described herein. The consultant shall perform all work as necessary or required to complete the Contract Amendment items for a lump sum price agreed upon between the Consultant and the City of Palm Desert, otherwise referred to as Owner. Contract Time Extension Days. Revised Contract Total The undersigned Consultant approves the foregoing Contract Amendment # 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 # . The Consultant 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 Contract Amendment items. This document will become a supplement of the contract and all provisions will apply hereto. It is understood that the Contract Amendment shall be effective when approved by the Owner. Execution of this Contract Amendment by the Consultant 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, and loss of productivity, 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 CONSULTANT 3. CERTIFIED FUNDS AVAILABLE: 4. APPROVED BY: FINANCE DIRECTOR JEAN M. BENSON, MAYOR Date Approved NOTE: No payments will be made prior to City Manager and Council approval CITY MANAGER Date Approved G:\rda\Ruth Ann Moore\word data\STAFF REPORTSWmendment-FG Creative.doc Continued on reverse ...