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Home My WebLink AboutC32610 - LMA No. 4 - 24-Month PeriodContract No. C32610 CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT STAFF REPORT REQUEST: AWARD CONTRACT NO. C32610 FOR LANDSCAPE MAINTENANCE AREA NO. 4 TO VINTAGE ASSOCIATES, INC., OF BERMUDA DUNES, CALIFORNIA, FOR A TWENTY-FOUR MONTH CONTRACT IN THE AMOUNT OF $249,360, PLUS AN AMOUNT NOT TO EXCEED 20 PERCENT OF THE CONTRACT AMOUNT, OR $49,872, FOR EXTRA REPAIR WORK AND SERVICES (PROJECT NO. 904-13) SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works CONTRACTOR: Vintage Associates, Inc. 78-755 Darby Road Bermuda Dunes, CA 92201 DATE: May 9, 2013 CONTENTS: Proposal Agreement and Bonds Vicinity Map Recommendation By Minute Motion: 1. Award Contract No. C32610 for Landscape Maintenance Area (LMA) No. 4 to Vintage Associates, Inc., of Bermuda Dunes, California, for a twenty-four (24) month contract in the amount of $249,360 ($124,680 per year); 2. Include extra repair work and services in an amount not to exceed 20 percent of the twenty-four (24) month contract amount, or $49,872; and 3. Authorize the Mayor to execute the contract. Funds are available in the General Fund Account No. 110-4614-453-3370, Repair/Maintenance Medians. Backqround The contract for LMA No. 4 has previously been awarded on a low-bid selection basis. However, during the last several years, awarding the contract based only on price has resulted in contractors providing unrealistically low bids and then not being able to perform the work according to the contract specifications. When contracts for four other Staff Report Award Landscape Maintenance Area No. 4 Page 2 of 3 May 9, 2013 Contract No. C32610 LMAs expired last year, staff revised the process of bidding landscape maintenance work from a low bid selection to a service-based selection that evaluates cost as well as other factors. Over the last year, the vendors selected using the new selection process have proven to be reliable and have provided good service without the need for staff to resort to assessing deficiencies, which was a common occurrence with past vendors selected using the low-bid process. A Notice Inviting Requests for Proposals was advertised on April 5, 2013, and proposals were received from the following companies: Contractor Vintage Associates, Inc. ExcelLandscape Kirkpatrick Landscaping Services Mariposa Landscapes, Inc. 24 Month Main Location Proposal Amount Bermuda Dunes, CA $249,360 Corona, CA $249,600 Indio, CA $249,600 Irwindale, CA $282,000 A proposal review committee made up of staff then met and numerically ranked the proposals. The selection criteria was comprised of experience and history; qualified manpower, equipment and other resources; completeness, clarity, and practicality of the proposed work schedule; base landscape maintenance cost; cost for additional work; completeness, thoroughness, clarity, and neatness of the proposal; and credit was given based on the location of the proposer's main office of operations with higher points awarded for a Coachella Valley main office. Based on this thorough review, the selection committee recommends awarding the contract to Vintage Associates, Inc. The FY 2013-14 budget for this LMA was prepared based on the current 12-month contract amount of $67,980. The current contract was bid three years ago as a standard public works bid (low-bid selection) during a period of little work and corresponding low prices, and the contract scope of work was altered to lower costs. This altered scope inctuded increasing the intervals between certain work activities, and work normally done by a contracted vendor was picked up by Landscape Services staff. It is now apparent that the expanded intervals have resulted in the deterioration of the landscapes. Also, with the reduction in Landscape Services staff, they are no longer able to keep up with the work activities they assumed from the contractor. As a result, the intervals in the new contract have been modified to insure that landscapes do not deteriorate, and the work staff was doing has been added back into the new contract. New areas have also been added and a few areas removed resulting in a net gain in area being maintained in LMA 4. The new service-based selection process has resulted in a more realistic amount needed to perform the contractual work. These aforementioned points have resulted in a net annual increase in costs for the new contract. This annual increase is $56,700 above the existing contract and what was budgeted for FY 2013-14. This difference will be addressed at the mid-year budget review. Staff Report Award Landscape Maintenance Area No. 4 Page 3 of 3 May 9, 2013 Contract No. C32610 Extra repair work and services covers unquantifiable activities necessary for landscape maintenance, which are not part of the landscape maintenance contract. This repair work and services includes, but is not limited to, repair and replacement of irrigation equipment; repair, maintenance and replacement of lighting equipment; emergency tree work; replacement of trees and shrubs; pest control; and accident and vandalism repair and replacement. Fiscal Analvsis The amount budgeted in the FY 2013-14 budget for this work was based on a low bid selection process. The service-based selection used for this contract, which evaluates cost as well as other factors, has resulted in a higher cost. This difference will be addressed at mid-year budget review. This is an on-going maintenance activity with no fiscal impact beyond the contract and extra repair work amounts. Prep�d By: � H. en er K' t, Landscape Manager / Paul S. Gibson, Director of Finance n M. Wohlmuth, City Manager Depart �� ad: Mark Gree w od, P.E. � Director of u�lic Works CITY COUNCIL ACTION APPROVED ✓� DENTFD RECEIVED OTHER MEETING DATE �5' � " �� 3 AYES: �Pn�7n.��Pn,�_�„',Tarr r'�,(�efoPx: d-�fEttn'1� NOES: ��'� ABSENT: N �� ABSTAIN: _.�QJ1Q- � ,�1� VERIFIED BY• �, Original on File with �ity Cler�c's Offico Approval: �� INTAGE Aprii 22, 2013 Spencer Knight c/o Rachells Klassen, City Clerk City of Paim Desert 73-510 Fred Waring Drnre Palm Desert, CA 92260 RE: Landscape Maintenance of LMA 4— Project 90413, Contract C32610 Dear Mr. Knight: We are unique in our industry because we are the only company in the Coachella Valley to offer a complete range of services. Subsidiary divisions of Vfntage Associates include Vintage Landscape, a landscape maintenance campany, Vintage Nursery, the Desert's garden center, Tree Rfte, professional tree arborists, TurtScapes, synthetic turF solutions, Schmidt Senrices, custom spraying and landscape pesticide applicator and WaterRite, irrigation specialists. The right combination of professionalism, experience, supervision, training, customer service, innovation and the necessary equipment allow Vintage Associates to be very productive and provide quality landscape maintenance. Vintage Associates team members consist of certified nrofessionals in the horticuftural field with over 100 years of combined experience. On-site corporate offices, centrally located in Bermuda Dunes allow us to keep in touch with our jobsites. We invite you to visit our fifteen acre facility in Bermuda Dunes. The facility includes �ntage Nursery, our corporate offices, and our state of the art mechanics shop a�d storage yards for the maintenance and tree care divisions. vntage landscape currently maintains parks, recreation and common areas for several municipalities in the Coachella Valley and believes we have acquired the knawledge and experience that allow us to respond to the special need of these properties. Enclosed please find our proposal based on the scope of work for landscape maintenance services for the perbd of twenty fours month starting July 1, 2013. We appreciate the opportunity to submit this proposai to the City of Palm Desert. We look forward to hearing from you soon. - rely, � ` /��G* 1,�� F �� ii 1slluil anager of Business Development Vintage Narsery, Vtnlage Landscape, Treerete, Schmidl Services, Turfscapes, WaterRrte 78- 7S5 Darby Road • Bermuda Dunes, CA 92201 •('760) 772-3673 • Fax (%60) �?2-3b�4 . Lic. # 6 t�984 Contractor Information Vintage Associates is dedicated to a philosaphy of strong supervision, educatton and innovation that results in high productivity and quality. Education is a continuous process at Vintage Associates. Ai Hollinger, an omamental horticulturist is personally involved with promoting proper horticultural pract'�ces. AI is consistenUy involved with various educational projects at College of the Desert, the Living Desert, munic[palities, and various trade and community organ"izations. These inciude formal teaching, speaking at seminars and contributing articles to publicaaons. Because of this, AI is passionate about training our team members to perfonn work in a professional manner. Ouc supervisors attend Tuesday morning staff meetings that are used to address service and management issues. We also use these meefmgs for ongoing horticultural training. AnnuaUy we bring an outside management consultant to present all day seminars in the Spanish language. We also bring in outside consultants to present quarterly jobsite mini-seminars to all of our empbyees on loss prevention and safety topics. Weekiy saiety meetings are conducted by supenrisors for all work crews. Tree Rite superintendents and foreman attend periodic trade seminars and some have attended the arboriculture class at C.O.D. We also have a formal training program for gardeners that are foliowe� up at the jobsite as part of the regular work. We are consistently looking for new and better ways to continue to educate oursehres, employees, clients and tfie general public. Mission Statemen� To honor God in our business and to be the most successful and respected landscape resource company in the Coachella Valiey ■ by consistentiy exceeding the expectatwns of our customers, employees and the communities where we live and work, and • by continuously practicing our values of excellence, integrity and professionalism Kev Personnel Gregory A. Gritters, President and Managing Partner Greg has 25 years of domestic and intemational experience in canmercial development, op�erations and project manageme�t. Greg has a degree in Chem"ical Engineering from the Universiry of Southem Califomia. Greg is a graduate from the intemationaliy ac:claimed Thunderbird School of Management with an MBA �n international business. Greg is a Certified Water Manager by the Caliiomia Landscape Cpntractors Association and leads the company's initiatives in water management and conservation. Alan Wayne Hollinger, Operations Manager for Landscape Maintenance Division and Tree Rite Arbor Services AI has a Bachelor of Science Degree in Omamental Horticulture from Cal. Poty University in Pomona. AI has over 20 years of experience working on large HOA projects and extensive technical knowledge and qualifications: • I.S.A. Certif'�ed Arborist • C27 Contractor's License • State qualified Applicator's license � College of the Oesert Instructot on horticulture related subjects ■ Author of numerous articles for regional trade publications • Guest speaker at Trade Seminars: PAPA, CAI, CLCA. Fran Mullahy, Manager of Business Development. Fran joined �ntage Associates in 2003 as its Business Development Manager. Fran specializes in determining the client needs and is the service director for the Maintenance and Tree Rite divisions. She is responsible for servicing exisGng contracts with the client Vin�age Narsery, Vinfage Landscape, Treerite, Sehmidt Services, Turfscapes, WaterRite 78_7S5 Darby Road • Bermuda Dunes, CA 9220t •(7b0) 772-3b73 • Fax (760j 772-3674 • Lic. # 647984 representadve and identiffying new business opportunities. Fran has 25 years of experience managing commercial properties and eight years were managing community associations in the Coachella Valley including, The Citrus, Rancho La Quinha and Chaparral Country Club. Gary Conner- General Superintendent - Maintenance Division Gary has been in the landscape industry since 1977 and has worked for �►e company f�om 1992- 1998 and then went to Palm Valley Country Club as the assistant Galf Course Superintendent from 1998-2000. Gary returned to �ntage Associates in 2001 and has worked as Manager for our TurfScapes Divislon. Gary is experienced in ail phases of landscaping and in�gation instailation. Paul Stetz, Nursery Manager, Vintage Nursery Paul has a degree from Cal Poly, Pomona, in Ornamental Horticulture and has been a Califomia Certified IVursery Person since 1977. Before managing Untage Nursery, Paul managed Neil's Nursery of Pafm Springs and Indio for 18 years. Joe Rojas, Safety Coordinator Joe has been with Vintage Landscape since its inception and has been in the nursery and landscape maintenance business since 1978. Joe is extremely knowledgeable in all facets of landscape maintenance and brings his expertise to Vintage Associates as our Safety Coordinator. Supervision: �ntage Associates is dedicated to a philosophy of strong supervision, education and innovation that results in high productivit�r anci qualiry. Innovation is also an important part of our philosophy of constant improvement. We are constantly looking for and trying new products and equipment to improve our effic�ncy and service. Recently we designed and buift custam cranes for our dump trucks to load our landscape debris efficiently and safely. (Patents are pending} We have had great response from our clients regarcling this ir�ethod of debris �emoval. In the past year we have installed, set up and are managing central computerized systems at two of our HOA jobs. Our crews are supplied with the best and most efficient equipment available. Vintage Associates has taken steps to better controt and manage workers c�mpensation expenses. We have a full bme designated safety coordinator who oversees the implementation af and compliance with our injury and iAness prevention program. Our safety program has produced an outstanding safety record. Safety gear is issued to all of our employees. New products are researched and field tested. We utilize various horticultural products when appropriate. Man�ing growth by proper pruning, scheduling and fertility is an important part of our program. Our safety record and sign�cant corporate financial strength albws us to access a favarab� workers oompensation insurance program not generally available to this industry. As a result, �ntage Associates is now able to better control workers compensation expenses and wi11 not be exposed to the huge annual increases impacting aur industry. Customer Serv'ice: Vintage Associates maintains r�egular office hours Monday through Friday, between 8:00 a.m. and 4:00 p.m. (excluding holidays) where a live team member will answer your call, respond ta an e-ma� or facsimife request. Direct connect radios and phones issued to all foreman and supervisors a{low for instant communicatio� to all ouc jobs. Our project supervisor and ca�tract representatives shall be available for Project Inspection Walks with an Association representative on a monthly basis, or as often as is reasonably requested by Association. Management Team members conduct monthly inspections of each property ko overview quality and customer satisfaction. Monthly landscape reports are provided to each property to kesp track of comp�ted and upcoming projeots (fertilization, tree trimming, shrub renova�on, etc). Twe�ty-four hou� emerge�cy imgation shut off service st�ll be provideci at no additional charge to Association unless repairs are required. Our service director has over 20 years experience in property management and determining client needs and will work directly with our supervisors and cl'�ent �epresentative to insure an open line of commun'ication. Vintage Nursery. �intage Landscape, Treerite, Schmidl Services, Turfscapes, Wate�Rite 78-755 Darby Road • Bermuda Dunes, C.4 92201 •(760) 771-3673 � Fax (760) 772-3674 � Lic. # 64?984 Overail bok of property: At Vintage Assoaates, natural pruning is the prefeRed style. Not oniy is it aesthetically supeciw, plants are abie to show off their natural forms, textures and blooms, but it is the preferred "co�rect" method of most horticulturists. We have also faund that when trained and pruned properly it actually takes no more tune than the typicat format pruning method of "balls and squares". What it does take is training and managetYrent. The right team consisting of good supervision, training, customer service, innovation and the necessary equipment allow �ntage Assaciates to be very productive and provide quality landscape maintenance. We believe that we are feaders in our industry because of our philosophy and dedication to professionalism. Thank you for considering Vntage Landscape for your landscape needs. Vintage Nr�rsery, Vrntage Landscape, Treerit� Schmidt Services, Turfscapes, Wa[erRi�e '8-7SS Darby Road • Bern�uda Dunes, CA 9220r •(i60) 772-3d73 • Faz (760) 771-3674 • Lic. # 64�984 e4r�r �� Qa� u�sER�r L.ANdSCAPE MAiNTENANCE AREA NU. 4, 20f3 2895 PRl7JECT NO. 904•'�3, GC1NT12AC7 NrJ. C326f0 CQNTRACTOR'S PRC}�'USAL SUBlI�1�SfC1N �ORAAS COST PRt}Pt?SAL TO: DATE: PROPUSER: C(TY 4� PAL.M QESERT, "CITY" 4/23/13 Vintape Associates. inc., dba Vinta�ae Landscape "CONTRACTOR" The unders'sgned dsclares that helsl�e has careful4y examined ihe Terms and Gonditions, the General Terms and Conditions, #he Spec�c Temns and Conditions, and the AEfachmenis ac:companying the �toiice 4nviting Proposal; and Addsndums No.(s) that helshe is thoroughly famiEiar with the contenis fhereof, and is authorizec to represent the respective firm and propose services to Gity of Palm Desert. it is unders#ood ihat fhe price shown hereon includes a!I r+autine and seasonaf maintenance described in the specifications. The casts o# any work s#�own or required En the Spec'sficatians, taut not speci#ically iden#iffied as a Cantraci Pay ttem are inctuded in the Confract Pay Iterns, and no additic�na! cnmpensafian shall be due Cantractor by virtue of Contractor's c�ompfiance with the Specifications. For each item, the averaged ono monih rnaintonanco cost shaH bc indice�ted ond the tata! of these �osts shaii be extended for the term af ihe cantracf. This cantraci witi begin Juty '! � 2tf13, ending June 3Q, 2095, wifh an option for f�ro onayear extensions at tfie City°s option and based on Contractor's perFonrance. Proposer niust provid� cu5la for atl items be{ow. ITEtf� D�SCRIPT{�N 1 Manterey Avenue medians and pianters: • Medfans tram Country Club Drive to Dinah 3hore Qriva e"Rork Cfiap' pianter on northeast axner of i►�tersection at Coun#ry Giuh Dr[ve *"Pork Chop" plantsr vn nwthoast cornar cf inforsccYion oi Dlnah Share Drive 2 Gountry Cfub Drive medians and parkway: . IuOe�dians betmn�en Washington Slreet and Monterey Avenus •"Pork chap" ptante� on nortF�west comer af W asF►'sngton Street � Parkwav befween 74-200 and 14-350 C�unUy Ctub Driv�a 3 Cook Street medians between Cauntry Club �rive and Geraid Fard D�ive d Frank Sinatra Drive medtans befwsen Monterey Avenue and Eldorado Drive 5 Dinah Shore Drive medians between Monterey Avenue �nd Kcy Largo C3261Q SEG71t?N 1, CONTRACT O�CUMENTS { PRiC� PRfGE 4 (AAONTHLYj i�� o��s, $ $ �� 6,960 $ $ 2,8�0 34,A40 � 1,500 � 18,000 � 1,55Q � 18,600 � 240 � 2,88Q Page 9 2413-LMA4.max 6 Gerald Ford Orive medians and Aianter. • Medians between Monterey Avenue and Frank Sinatra Drive •"Pork chop° planter on southwest com� at Cook Sireet 7 Washington Street on/off ramps at Interstate 10 (refer to map) 8 Portota Avenue medians between Desert W�low Court and Gerald Ford Drnre 9 University Park Center medians and rouncfabouts: • Coilege Drive medians and roundabauts be#ween Frank SinatrQ flriv� anri PoRoia Avenc� v Pacif3c Avenue meclians betw2en Geraki �ord Drive and Collepe Drive • Unlvers�y Psrk Drive mediai�s between Cook Sireet and Catlege Drive e Technalogy Drive medians between Coliege Dri�re and Geraid Ford Orive 10 Ac:aderrty Lr�rae Edst. e Planters on Shepherd lane and Portota Avenue to extend of boundsry. i i Winditawc�r CUurt: —__ .._.__.____�.__.__ • Planters on Shepherd Lar►e and Portola Avenue � $ 1,405 16,860 $ 470 $ 5,640 � 625 � �� $ $ 78a s,sso � 240 � 2,880 130 1,560 '�`QT�tL �90,380 $124.680 TQTAL AMOUNT BASE PR�POSAL (N F4GURES $ � 24,680.00 T4TAL ANiOUNT BASE PROP�SAL iN WORDS One hundred twenty four thousand six hundred eighty dollars � �� W�TM�� IN WtTNESS WHEREOF CQNTRACTOR executed this Proposai as af date set forth� By. G �- Signature Titfe. President of Vintage Associates, Inc. CQNTRACTOR State of Catifornia j �Q� ) County of ,-��y.��C��""-_--_._._� � o�l � 1 Subscribed and sworn #o (or irmed} before me an this i��J day of �L i �montt►j, �� j�� (Year). by %sV� bx' � -R • 6 v��-�k-•c.ar � , proved #o me on the basis of satisfactory evidence to be the person (� who appeared be#ore me_ Eigneture of Nofary � C32610 SECTION 1, CON7RAGT DOCUMENTS � � � . � �� 'f � • �' V�Y. k�'t ' J � - , - � � .: � ►� _��^,% :, � Page 1 G 2013-1MA4.max I.ANDSCAPE MAINTENANCE AREA NO. 4, 2013-2015 PRC)JECT NLI. 9t�4-f3 GONTRACT N4. C326�[0 CONTRACTQR'S PROP4SAL SUBMiSStON FORMS ADDITIONAL WORK PRICtNG SCHEQULE LABOR Additionai Laboror � 22•� per hour Additionat imgator � 26.00 per hour Add�tiona! �oreman $ ��•� per naur At City's discretion, additionai work may be paid for using the contractuat hourly rate for fabor listed abave with a 15�o mark up on mater�ais o�- by using the unit pricir�g listed betow. Pi.ANr NII�TERIAL FtEPLACEMENT Uniess otherwise cfescribed, reptacement ptant materia� will be whatever is normai and customary for the City of Paim Desert. 1-Gailan Shrub installed 5-Gafion Shrub installed 15-Gallt�n 7r�P lnstatl��i'� 24"-Box Tree lnstatled'' � 9.00 � 26.00 g 94.00 $ 325.00 hiote: Anything aver 24" box size wilt be padd at the con�actuaE hau�ly rat� fiar [abor, and ma�teriais at cost plus a 759�o mark-up. *Includes the fotlowing: digging of hple, setting of tree, backfiiliing, watering-in of tree, staking (if needed), and securing with cinch ties TURF IMAiNTEN/�IdCE Mowing: Labor 8 Equipment $ 2•� per 9,000 sq tf lRRiGATl�N SYSTEAI! REPAiR (rriqation repairs wi(I be paid at the hourly rate indicated a6ove and with a'!5% mark-up an ma#erials. C32610 SECTlON 'I, CONTRACT [K}CUMEIdTS Page 1 �t 2013-LMA4.max CiTY QF PALM UESERt E.ANOSCAPE MAlNTENANCE AREA N�. 4, 2013 2Q15 PROJECT NO. 904-13, C�MTRACT t�fG1. C3�69p CONTRACTOR'S PROPBSAL SUBMt5S10N FOFtMS WORK EXPERIENCE AND TECNNtGAL ABILITY OF THE PROPOSER(S) ATTACH ADQITiONAl. SHEETS AS NECESSARY TO PROVlDE COMPLETE RESPONSES 1. COMPANY NAME: �ntage Associates, Inc., dba Vintage Landscape TYPE: � Sole proprietor d Partnership g Ca�poratlon x 2. COMPANY ADORESS/PHONE NUfViBER: MAIN Ut-f-10E: 78755 Darby Road, Bermuda Dunes, CA 92203 LOC1lL OFFiCE: same as above EMERGENCY G4NTACT PERSON: Name: Alan Hollinger Phone: 760/772-3673 or 760/275-6225 3. CONTRACTOR LICENSE INFURMATION: � LtCEtdSE NUMBERIC�ASSIFICATfO1VINAME STYLE: A C27 647984 a NUMBER 4F YEARS OPERATING UNOER HBOVE LICENSEINAME STYLE: 21 vears • LICENSE EXPIRATiON DATE: 6/30/2014 C32610 SECTION 1, CONTRACT DOCUMENTS Page 42 2013-LMA4. max a CURRENT LICENSE STATUS: active • PRlOR AC7lONS AGAINST THIS LICENSE? No� i� YES, �.lST C1TAT{4N TYPE AND HUW RESOl.WED: Na 4. 5. Q C�M�'ANY'S FEDERAL fDENTiFICAT(Otd NO.: 33-0499024 NAME ANQ TfTLE �F COiVtP�4N`( UFFiC�RS: Gregory A. Gritters, President Dari Younq, �ce President Duane Young, �ce President Gregston Young, �ce P�esident NUMBER OF YEARS COt�PANY MAINTENANCE SERViCES: 21 years NAS PROVl�Ed LANQSCAPE 7. NUMBER 4F YEARS COMPANY HAS PRUVID£D tANDSCAPE MAINTENAI�4CE SERVECES FOR PUBLIC AGENCfES: �� 8. NUM6ER OF YEARS CO(u1PAiVY HAS PROVfDED �ANDSCAFE MAlNTENANCE SERViCES IN THE COACHELtA VAl.LEY: 21 years S. CURRENT l.,4NDSCAPE MAINTENANCE OPERATit31V� THE CfTY RECOGIVI�ES THAT Tl-!E 11UF4RMAT14N PROVIDED BY ANSYI�ERING THIS QUEST/ON (QUESTI4N 9) /S PROPRIETARY IN AIATURE, ANO !F 7HE PROPOSEf? FLECTS TNAT 7HlS lNF4RMATIQN BE KEPT CONFlDEN77AL, !T MUSi BE SUBMITTED !N A SEPRATE ENVELOPE AAARKEt? "CURF?ENT LANDSCAPE MAtNTE1V�INCE {)PERATlONS" AIVD SUBMITTED SEALED U{flTHIN TI-!E PR{�POSAL. � T4TAL 1�4NDSCAPE 1411�fN7'ENANCE CONTRACTS: 48 o PERCENTRGE (�F TQTAL CONTRIICTS W1TH PUBtlC IIGENClES: 10°Yo • PERCENTAGE 4F TOTA� GONTRACTS iN THE COACHELLA VALLEY: � [1A"/.o • PERCENTAGE O� TOTAL PUBi.iC AGENCY CONTRACTS !N THE C�ACHELLA VALLEY: 10% • T�TAL OtJl,i..AR VALUE �F LANDSCAPE MAiNTENANCE CONTRACTS: $10,183,465 • PUBLiC AGENCY PERCENTAGE O� TOTAL MAlNTENANCE CONTRACT VALUE (Based on dollar value): 14�if, C32610 SECTtON 1, COMTRACT OOCUAAENTS Page 13 2093-LMA4.max a NUMBER QF EMPLOYEES CQMMiTTED TO EANDSCAFE MAINTENAN(:� OPERATtOPlS (Totai company-wide) `Y"itle Suvervisor trr�ation iect�nician Faremen Laborer Number Averape Compensation` Unit j 1,� �7L5oo Per Mo I 30 $20 Per Nour � �30 � � Por Hour � 135 14.80 j Per Hour j "Use fuliy burdened rate (i.e., taxes, insurance, ben�fit�, OH !� P) s TYPE & NUMBER QF VENICLES 8� POWER EQUtPMENT COMAAtTTED TQ A�L. LANDSCAPE MAENTENANCE OPERATiONS (Inciude samp{e phaios): Y MnTOR VEHfCLES . TYPF� Pick-up Truaks o TYPE: Utii' Body Trucks e TYPE: Ftat�ed T`rucks • TYPE: Duma t�ucks d TYPE: Aereal Lifts • TYPE:�aroo • TYPE: Van � POI�iER EQU�AMEN7 M4WERS — Rotary (l.arge Nrsa) a TYPE: Exmark 50" a TYPE: Exmark 48" o iYPE: Exmark 42" • TYPE: . _.__....__...._. MOWERS — Rotary (Small Area} a TYPE: 21„ • TYPE: �6" a TYPE: Sarlo a TYPE: M(7WERS — Reet (Large Area) ti TYPE: ,lacebsen 38U0 • TYPE: Jacobsen 3890 e TYRE: Tri1GCa s TYPE: Tafo 700Q Toro 5610 M(�WERS — � (Smali Area�2esl 4 TYPE: �� + • TYPE: _��s � TYPE: � TYPE: . MOWERS — Other • TYP'E: 48" Flail • TYPE: Jac_�1.Q Verticut • TYPE: • TYPE: C32810 SECTION 9, CONTRACT DOCUMENTS 2013-LMA4.max NUMBER: 56 NUMBER: �� NUMBER: NUMBER: 11 NUMBER: 4 NUMBER: 1 NUMBER: 2 NUMBER: 4 NUMBER: 12 NUMBER: �n NUMBER: NU(vIBER: �3 NUMBER: �5 NUMBER: 12 NUMBER: NUMSER: 2 NUMBER: 13 NUMBER: 3 NUMBER: i 1 NUMBER: 5 NUMBER: a NUMBER: NUMBER: NUMBER: 7 NUMBER: 3 NUMBER: NUMBER: Page 14 TURF SWEEPERS and VACUUMS o TYPE: la�he NUMBER: 3 + TYPE: �mitfico NUMBER: 2 * TYPE: Walk behind NUMBER: 3 • TYPE: NUMBER. AERATORS Walk behind • TYPE: e TYPE: 5natcer � ine 4t�� . -�ypE; rcaaa Vore tiu" • TYPE: SEEDERS • TYPE: Lely d TYPE: Walk behind s `�}�E; o TYPE: NUMBER: 2 NUMBER: 1 NUMBER: 1 NUMBER: NUlVtBER. 2 NUMBER: 18 NUMBER: NUMBER: SPRAYERS .�ypE; 225 gal custom self propellep�U�g��; 4 o TYPE: 50 aatlon NUMBER: 9 s TYPE: I�UMBER: � TYPE: iVUMBER: I FiAt; i�Ui�S � -�,E: Skid steer NUMBER: 3 p TYPE: Front loade� NUMBER: � � TYPC: eack hoe NLiMBER: � e TYPE: ��f NUMBER: 1 UiH_iTY VEHtC{..ES • TYPE: Sweeper s TYPE: Carts � TYPE; Sh,��r b TYPE: � Nt34�-Rt7WER EC2UIPMEPlT TRAiLERS m TYPE: 12-16' � TYPE: „tjs w duhr m TYPE: � TYPE: OTHER d TYPE: @ TYPE: s TYPE: + TYPE: C326'10 SECTION 1, CONTRACT DOCUMEN7S NUMBER: � I�UMBER: 70 NUMBER: _� i�fUMBER: NUMBER: NUMBER: NUMBER: NUMBER: 37 2 NUMBER: NUMBER: t�UMBER: NUMBER: Page 15 2013-LMA4.max 10. �EFERENCES • LtST AT LEAST THREE (3) REFERENCE3 {OTHER THAN THE CtTY �F PALM DESERT) FOR PUBi.IC AGENCY LAtdDSCAPE MAINTENANCE CONTRACTS — CURRENT OR SUCCESSFULLY COMPLETED WtTHIN THE lAST F1VE �5j YEARS. ATTACH ADDiTlONAL SHEETS IF NEEDED. Annuat Contrac� Amount Contract Name, Number & Locatian REFEREI�TC�:S 1 $ 493,104 ? � 526,262 3 � 279,600 Pa�lc LMS2009-2 (Name & Number) 1 vr w/4-1 vr ext. since May 2005 ConEract Location Civic Center Campus La Quinta Pa�ics Spats Comptex Library/Museum LMS 2049 specs 1 yr w/1 yr ext �"�„e a "w"n�r� since July 2006 Contraci Location indian Welis Clubhouse Hwy 111 Parkways Civic Center complex GF 1-17 & ZO-23 !� various zones LMS 11-QS-001 AD 1 vr w/2 -1 y� ext (�tame � t�umt�er) since Juty 2011 c:ornract �.ocation india � La Quinta Com Park Indio Hilis Park, Thous Paim Com Park Pawley Pool & Mecca Com Par{c PubNc Agesticy Coniact Information City of La Quinta ,a�nc,� ►�amg 78495 Calie Tam� �� .� Qt�jnta. CA 92247 CitylStaEefZ}p 760/777-79$1 Phone c«,t�x Steve Howiett a��aw� City of Indian WeNs ��„�, r,�,� 44-950 Eldorado Drivea�aress Indian Weils, CA 9221�y�s��p 760/346-2489 ptione co�uact Ryan Bowen r��a�o� Desert Recreation Dist�� r�� 45-305 Oasis St. aaaress indio. C� �,� 02 9 c�y�s�aierz;n 760/347-3484 a►,one Glenn Milier ��i iidministratar THE FOI.L�WiNG QUESTit7NS W1LL BE ASKE� U� EACH REFEREN�E: • Does the contractor adequately staff in arder fio meet the cont�act requirements? o ts the contracto�'s staff adequately trained? • is the contraotor's equipment in good worlcing order? • Does ihe contractor communicate in a timeiy and effective manner'? o Is the coniractor's staff knowledgeable wiEfi projecticontract sfandards? • Does the contractor respond to complain#lrequests in a#imeEy fashian? • Du�s li�� cvntr�ct�r resulve cieficierxcies wiEhout assessing r:ontractuat flnes andlor de�ciencies? � Would you accept future propasaEs/bids #rom this firm? C32810 SECi'14N 1, CONTRACT OpCUMENTS Length of Contract 2013-LMA4.rnax Page 46 PROROSED FACiliTtES. EQUiPMENT $ STA�FiNG SCHEQULE �acilities: List location/address and teiephono phonc numbcr of f�cility(ies) from whi�h work crews and equipment wili be dispatched. Ou� twenty acre facility is centrally located at 78755 Darby Road, Bermuda Dunes indudes Vntage Nursery, our co�porate office and our state of art mechanics shop and storage yards for maintenance, spray and tree care divisions. Most of our vehicles, equipment and crews work out of this facility. Eaui�ment: List equipment to be fumished ta execute work tasks spPcified in this AQr�pmPni, GeRerat Pravisions, and Special Provisions. Usg additional sheets as necessary. Inctude photos. �= POViIER EAUIPiNENT iUt4WERS • TYf'E: � TYPE: • TYPE: o TYPE: TUR�' SWEEPERS and VACUUMS a TYPE: e fYNE: a TYPE: o TYPE: AERATORS • TYPE: . TYPE: o Tl'PE: o TYPE: SEEDERS « 7`YPE: • TYPE: • TY PE: m �1(PE: SPR/\YERS � TYPE: 225 Se� Propelled e TYPE; �� gaiwn • TYPE: • TYPE: C32610 SECTION '1, CONTRACT OOCUMENTS NUMt3ER: NUMBER: NUMBER: NUMBER� NUM6ER: NUMBER: tVUMBER: NUMBER: NUMBER: NUMBER: NUMBER: IVUMBER: NUMBER: NUMBER: tdUMBER: NUMBER: NUMBER: NUMBER: Nt lMEiER: NUMBER: 1 1 Page 17 2013-LMA4.max TFtACTORS a TYPE: � TYPE: � TYPE: � TYPE: UTILITY VEHlCLES • TYPE: Pidc uP e TYPE: Trailer o TYPE: Dump truck • TYPE: NUMBER: I�UMBER: lVUMBER: NUMBER. NUMBER: NUMBER: NUMBER: NUMBER: 1 1 1 PR(7POSER ACKN4WLEOGES 7HAT THE COMPAN HAS AN APPROPRIATE SUPPi.Y OF ALl. tdECESSARY' SMALL PC�W R ND HAND TOOLS TO COMP�ETE GUNTRACTUAL WORK. (Piease initia! Staff: List the emplayees, f�oth labor ancf supervision, to be routinely assigned to execute work tasks spea#ied in thisqg reement, Generai Provistons, a�d S�ciai Provisions. Be sure ta �o#e by title any applicable iicenses/certifications held by assigned personnel. indicate wi#h (S} ii tisted personnei are to t�e shared with another contract or project. Use additiQnal 5heets as necessary. Genera! Landscane Maintenance (list Laborer(s}, Fieid Supervisor{s�, and Project Manager(s} — include any relevant education, certification, licensing information and years of experience for each p�son listed). Use additianai sheets as necessary (S) Project Manager - AI Hollinger, Operations Manager, Cefified Arborist, C27 Cont. License QAL, Coilege of the Desert instructor for horticulture related subjects - 30+ yrs exp. (S) Supervisor - �an Powers, over 2Q yrs exp, QAL, EPA WaterSense Partner 8� CLIA Foreman/Irrigator - to be determined 2 labarers - to be determined C3261Q SECTlOIV 1, CONTRACI' OOCUMEl+tTS Page 18 2013-LMA4.max Tree Pruntna antl Maintenance (include at►y ISA or equivalent certified personne! and years of experience) Aian Holiinger, I.S.A. Arborist, BS in Ornamentai Hort, Operations Mgr, COD insh. 30+ yrs exp. Rob Downing, l.S.A. Arborist, AA in Ornamental Ho�t, 20 +yrs exp. Rafaei Esquivel, I.S.A. Arborist� COD csrt for Arborist, Landscape and img. Pest Cont, 20 +yrs exp. Guiilermo Deigado, I.S.A. Arborist, galf course and mainte exp, over 16+ yrs exp. Robe�t Candales, I.S.A. Arborist and hee pruner for 10 years Frank Escobedo, I.S.A. Arborist, EPA Wate�Sence Partner, CLIA and Irrigation Tech, 20+yrs. exp. Jcei Castrejon, I.S.A. Certified Arborist, QAC, COD Pest Mgmt, Lands, irrig 8 Turfgress Tech, 10+ exF irriaation S�stem Maintenance {List technica) personnel — include any r�ievant educafiaon, cetti�ication, licensing Fnformation and years of experience for each person iistedj Dan Powers, EPA WaterSense Partner, Cert�ed Landscape irrigation Auditor, 20 + yrs exp. Rafael Esquivel, Certified Site Control Oper, COD Cert trrigation Tech, 20 + yrs exp. Frank Escobedo, EPA WaterSense Partner, CLIA 8 Land Tech, ISA Cert Arborist, 20+ yrs exp. Jeff Middlebrook, BS Omamental Hort, CLIA & Land Tech, QAL and landscape contr, 20 + yrs exp Greg Gritters, EPA WatersSense Partner, Cefified Water Manager by CA Landscape Contractors Assoc., CLIA, P�esiderrt and Managing Partner ior Vntage Assoc., 10 + yrs exp. Pesilcide Application (list iicensed and/ar certified personnei and years of experience - ali non-licensed, non- c�r#ifiRc! �ersonnet must hRve rece'rved veritiahle annual trainin�) Use additiona! sheets as necessary. Sonnv Klimowitz. Div Manasier far Schmidt Services, holds a QA�, 20 + vrs exp. Greg Gritters, holds a QAL and is the President of Vintage Associates� 10+ yrs exp. Rafaei Esquivei, Supervisor for Maint. Div., holds a QAL and has over 20 + yrs exp. Alan Holiinger, Operations Manager for �ntage Landscape, holds a QAL, 30+ yrs exp. Dan Powers, Supervisor for AAain. Div., hotds a QAL and has oer 20+ yrs exp. Bruce Brown, Golf Course Superintendent, hoids and QAC and has over 20 yrs. exp. C32610 SECTION 1, CONTRACT I}4CUME�lTS Pa�e 19 2013-LMA4. max Landscape and irriaation Desiqn (Lisf personnel with formal training and certificates and years of experiencey Gary Conner, Manage� for TurfscapelServic� Div., has over 35 years exp. in all phases of landscape and irrigation arxi has over seven years of sythetic turf design and instaila�on Biii Wotfs, Superintendent, BS Omamental Hort., licensed contrac�or, 35 + yrs exp. Jeff Middlebrook, BS Omamentai Hort, licensed contractor, CLIA and landscape tech, 20+ yrs exp. Lin PhiNipi, Exdusive landscape designer of vntage Associates Tracy Ann Bell, Licensed Landscape Architect Other Staff' Trainina and Forrnal Educafian (lnciuding years of experisnce} Paut Stetz, Div Mgr for Vintage Nursery, BS Omamental Nort. CA Certified Nurseryman, 35+yrs exp Eric Schmidt, Consultant, BS Agronomy, Purdue University, PCA and QAL license, 30+ yrs exp. C32610 SECTION 1, CONTRACT DOCUMENTS Page 20 2013-LMA4.max PRQPaSED PROJECT WORK SCHEDULES Proposers are to compiete the aftached work schedule (Attachmenf 9) fom� showing the ver�dor's intent for co�x+pteting the work described in the pro)ect's Generai Provisions, and Special Provisions. Use the noia�on system provided with the Work Schedute Form. GREEN WASTE RECYCL.lAiG Cnntractar shall �ecyctR att green waste removed frr�m Ciry iandscapeci areas at a County-iicensed compost fac7ity. !# any compost is used in #he execution ot' #he landscape maintenance contract, � must be from a facility that receives and composts City of Palm aesert green wasEs. Saici produots shafl be approved by the Publ+c Work: Director or his designee before use. Contractor shali subm'rt monthly verificatian of green waste disposal in ths Green Waste Manthty Repori. Please describe your company's program to insure tha# the City receives credif for tf�e green waste that wilf be generated from lar�dscape mainter►ance activities. Be sure to include the name(s). adciress (es} and phone number(s) of #he recycting faciliiy{ies) that wilt be accepting the yr�r�rt wast� y�u generate fr�m your c�p�ra�ians nr� ttt� proJect. �or any recyctec� green waste products (mutch, cornpost, soil amertdments, etc.) used on the projeet area, �f different ffom those listed abo�e, ptease give name/address/phone infarmation of #he producer. use additiona� sheets as necessary. �ntage Associates has been recycling its green waste generated into mulch from maintenance projects to Date fields located in the Coachella Valtey owned by Cocopah Nursery (owned by corporate partners of vntage Associates). 81910 Arus, indio, CA 92201. Co�tact Duane Young 760/399-5187. This system has been in place for over 12 years. Inciuding: Califomia BiaMass, 83-109 62nd Avenue, Thermai, CA 92274 760/399-4128 and Coachelia Vailey Compost, 87011 Landfill Road, Coacheita, CA 92236 760/863-4364 C3Z&10 SECTbM 1, CONTRACT DOCUMENTS Page 21 2013-LMA4.max LIST OF SUBCONTRACTORS SUBC�NTRACTORS: In compliance with tF�e provisions of the Govemment Code, Section 4102, the undersigned prosper herewith sets forth the name and location of the ptace o# business of each subcontrador who will perform work or iabnr nr rpnciP� r.ervice to the ge.nerat canfiractor in or about the cans#rucUon of the work o� improvement m an amount in excess oi one-half of one percent (0.5°�) of the general contractoc's to#af Proposat, and the portion af the work which witl be done by each subcontractor, as fotlows: Name, License, ancf Place of Business Description Classfflcation No. and Tetenhane oi Wo��k n/a C32610 SECTtC?N 1, C�NTRACT DOCUMENTS Page 22 2013-LMA4.max PRQP�SAI. AFFIRMATt{)N With reg��d to the informaiitxf provided hereinabavez t affirm tfiat: � AH information provided is true and conect to th� best o# my knov+�edge, and; d 1 understand that a materiatiy false statc�mpnt williztity nr tr�uduMntty made ir► connec#io� with this Proposai may res�l# fn the tasminatian of any cantract betwaen the Cify of Palm Desert and Vintape�sociates, Inc., dba vnta �e Landscape , anQ as a further resutt, the afaresaid firm may be barred from partictpation ir� #uture City contracts as we!! as be subject to possible criminal prosecufwn, and; � t l�ays legal autho ' ta bind _Vi�e Associates, lnc. to the tenns oithis�irmation. �4R RRC3Pn:�Ai 74 BF VAilD, 1Ci�tiS SNEET MUST BE SI�GNED 1��i� r/ � � . - - Gregory A. Gritters Print�d Name President and Managing Partner T'stle Vintage Associates, fnc. t;ompany Name C32610 SECT(ON 3, CONTRACT QOCUMENTS ��2-Z� 3 �ata Page 23 2013-LMA4.max N41d-C4LLUSIQN DECLARII►►TlOAI To Be Executed by Proposer(s) and Submitted with Proposal The undersigned declares: ! am the President of �ntage Associates, lnc. , the party making the faregoing ProposaL The Proposal is no# made in the interest of, or on behalf a#, any undisclased persan, partnership, company, association, organizatian, or corp+oratian. The Proposal is genuine and not coqusive or sham. The Proposer(s) has not dirc�tly or in@iroctiy induccd or �olicitcd any othcr Proposar(s} to put in A falac or sham Proposat. The Proposer(sj has not di�ectly or indirectiy coftuded, canspired, connived, or agreed with any Proposer(s) or anyone else to put in a sFr�m Proposai, or tc� refirain i�an proposing. The Proposer�s) has not in any manner, direcNy ar indirectty, sought by agreement, communicat�on, or canference with anyone to fix ihe Proposat price af the Propaser(sj or any other Proposer(s), or to #ix any ovefiead, pro�it, or cost element ai the Proposal price, or of that of any other Proposer(sj. Alt siatements cflntained in the Proposal are frue. Ttte Proposer(s) has not, directiy or indirectly, submitted his or her Prapasal price or any b�eakdown thereof, or the contents thereof, or divuiged 9r�farrnatian or data relatnre thereto, to any corporation, partnershtp, compa�y, association, organizatian, Proposa! depository, or #o any member or agent thereof, io effec#uate a cnilusive or sham Propasai, and has nai paid, and wiA not pay, any person or en#ity for such purpose. Any person execu#inq #his declaration on behaff of a Proposer(s) that is a carporation, partnership, �oint venture, lirnited isability company, fimited tiabiiity part�ership, or any other entRtty, hereby �epresents that he or she has full power to execirte. and does execute, this deciaration on behalf of the Proposer(s). 1 deciars under penal#y of perjury under #he laws o€ the State of ��om�ihaf the for oing is true and corr t and th th�'s,� eclaration is exe ted on ,�� 2a�, at Y � G -/ )is�ta/1 , __� . Cify State By. �� ..t. '...��Z�.�--- Signature C32810 SECTiON 1, C�N7RACT DOCUM�NTS Gregory A. Gritters Printed Narne Page 24 2013-LMA4.max Corrtract Work Schedule - Area 4 There wili be at least 9 feadma�rr'�gator and 2 laborer assigned fuil time to this area. Tasks completed as follow�s (see schedule): Daily tasks wili be completed daily Weekty tasks will be completed on the day/days the crew wiil be working in the specific area Monthly tasks will be worked on every week in the specific areas with the task being completed once a month trrigation checking will be completed on the assigned work days for each area. This schedule atlows for a consistent weekly presence in ali areas with all tasks comp(eted as required. WaterRite, Tree Rite, Turfscapes and Schmidt Services are aii avai(able to help if additional hetp or experience is required by the assigned crew. *if Vir►tage is awarded multiple contracts it woufd ailow for more dedicated personal and equipment to the City of Palm Desert LMA Contract Work Schedu/e Legend Days: M = Monday T = Tuesday W = Wednesday Th = Thursday F = Friday S = Saturday Su = Sunday Weeks: W1 = Week 1 0# the Montfi W2 = Week 2 of the Mor►th W3 = Wesk 3 of the Month W4 = Week 4 of the Month W5 = Week 5 of the Month FREQUENCY 3CHEDULE LEGEND "Cheat Sheet" A B C D E F H 1 J K � M N O P Q R S 7 V W X Y Month: Jan = January Feb = February Mar = March Apr = April May = May Jun = June Jul = July Aug = August Sep = September Oct = October Nov = November Dec = December Dailv, 7 days per week, bv 1:� p.m. Daily, Mondav throu�lh Frtday Dailv, before cl�e of business (5:00 a.m.), Monday tiuou�h Fridav I Weekly, before Gose of business (5:00 p.m.) on FridaV ( Three �m� u�eklv (Monday. WednesdaY, Fridav� I Bi-weeklX (every 2 weeks) � Ma►'rtJ�IV !�� m� [�er Year, every monthi � Bi-MonthlY t6 Umes per vear. every two monthsl � Quarterly (4 times per ysr) I Semi-annually (2 times per year� I AnnuaNy (1 time per yeara I Seasonel As needed to maintain piant materiai heatth and/or pubNc safety As needsd � October 1 to April 30. once monthly; May 1 to September 30, every 2 weeks; except turf and annual color areas which are always weekly MoMhiy. fram Mav to October (S �mes� October 1 to April 30 every other week: May 1 to Septem�r 30 weekly OCtober 1 to May 30. three times weekly (Monday, Wednesday, Friday) before 10:00 a.m.; June 1 to SeDtember 30, once a week Daily, before 7:00 a.m., T days per week Weeklv. on Fridav, by 6:00 a.m. Corrtinuarsly November 1— March 31; moMhly April 1— October 31 Weekly Apri! 1— October 31; monthly November 1— Ma�ch 31 Daily, bY 1:00 p.m., 7 da�rs per week Daily, by 1:00 p.m., Monday throu$h Friday Twice weekiy on non-consecutive days Evaluation Criteria - Citv �ost Estimate vs. Proposer's Base Cosfis LMA 4 City Cost Estimate (Yearly) $ 88,100.00 $ $ $ $ $ S $ $ $ $ $ $ $ $ $ $ Cost Greater Than Amount � Poir�ts 92,505.00 15 93,386.00 14 94,267.00 13 95,148.00 12 95,029.00 11 96,910.00 10 97,791.00 9 98,672.00 8 99,553.00 7 lOQ,434.00 6 i01,315.00 5 1Q2,196.OQ 4 103,077.00 3 183,958.00 2 104,839.00 1 iQ5,720.00 0 $ $ S $ $ S $ $ $ $ $ $ $ $ $ $ 4 23 2013 Cost i.ess Than Amount Points 83,695.Oq 15 82,814.00 14 8i,933.00 13 81,052.00 12 8Q,1�1.OU il 79,290.Q0 10 78,409.00 9 77,52$.00 8 76,647.00 7 75,766.00 6 74,885.00 5 74,004.00 4 73,123.00 3 72,242.f10 2 �1,361.00 1 70,480.00 0 Note: Type in City Cost Estimate in Cell A3 and the remaining celis will popuiate automatically. Evaluation Criteria - City Cost Estimate vs. Pr000ser's Base Costs LMA 4 4 23 2013 City Cost Estimate Cost Greater Than Cost Less Than (Yearly) Amount Points Amount � Points $ 88,1�.00 $ 92,505.00 15 $ 83,695.00 15 $ 93,386.00 14 $ 82,814.00 14 $ 94,267.00 13 $ 81,933.Q0 13 $ 95,148.Q0 12 $ 81,052.00 12 S 96,Q29.00 11 $ 80,171.00 il $ 96,910.00 10 $ 79,290.00 10 $ 97,791.00 9 $ 78,409.00 9 S 98,672.00 8 $ 77,528,00 8 $ 99,553.00 7 $ 76,647.00 7 S 100,434.00 6 $ 75,766.00 6 $ 101,315.00 5 $ 74,$85.00 5 $ 102,196.00 4 $ 74,044.00 4 S 103,077.00 3 $ 73,123.00 3 $ 103,958.00 2 $ 72,242.00 2 $ 104,839.00 1 $ 71,351.00 1 $ 105,720.00 4 $ 70,480.00 0 Note: Type in City Cost Estimate in Cell A3 and ihe remaining cells will populate automatically. Evaluation Criteria - Gtv Cost Estimate vs. Pronoser's Base Costs LMA 4 4 23 2013 City Cost Estimate Cost Greater Than Cast Less Than � (Yearly) Amount Points Amount Points $ 88,lOQ.Op $ 92,505.00 15 $ 83,695.00 15 $ 93,386.OQ 14 $ 82,814.00 14 $ 94,267.00 13 $ 81,933.00 13 $ 95,148.00 12 $ 81,052.00 12 $ 96,029.00 11 $ 80,171.00 11 $ 96,910.00 10 $ 79,290.t10 _ 10 $ 97,791.00 9 $ 78,409.t10 9 5 98,672.00 8 $ 77,528.� 8 $ 99,553.00 7 $ 76,647.00 7 $ 100,434.00 6 $ 75,766.00 6 $ 1Q1,315.00 5 $ 74,885.00 5 $ 102,196.00 4 $ 7d,004.00 4 $ 103,077.00 3 $ 73,123.00 3 $ 103.958.00 2 $ 72,242.00 2 S 1Q4,839.00 1 $ 71,361.00 1 $ 1�5,720.00 0 $ 70,4$0.00 0 Note: Type in City Cost Estimate in Celi A3 and the remaining ceils will populate automatically. P i:. �. � �' � � ��;. "�p �- �.�� ' �. d � � ; /� ir � °}` � � /� , r t�� ,�: : � �C„ ,. i, �� ` �� Y o 5 � �y � �. ' a. � <� :.. 1.- : i �`- ;; '" �°�- ' � a � :� � � : c� � � � - � � � � I � � �; ��r-; � r 1�' \ � ' ; ' i �a IJ �' J ,Y U' � 9 O � �u � - t � � � � i \� f � � �'` ' -�''3 ��' � 3 . � & E e' _,� � c � � � t ' � �� r � � � � 7 7 r� � y^ �r 3� Q 3 3 3 3 3 3 �� =- b.. � `� �L �l. V- 1. V._. � � � ,', � � � s � M N1 M � M M n!� M M 3 3� � � 3 Z 3 3 3 � ? � " "' 'x � � r 3 � 3 � 3 3 1 3' �'� ,� ' ,,,� � ° �,,� ° r,.� � M � M M � M LL � � � 3 3 3 3 3 3 � - �' Z �_ �" c � � ,� � .� = c' Z � � - y �Iv) �� tl (K � M �M��M M �M �� 3 3� 3 �� 3 3 3 � � � � � � �' � ��, � zN �a � •-C � 7' � � � �i"� � `V � — n `V - . � �� 3�? 3 3 3 3 3 3 �� i �. � �. i � �, � .�+n � � � - �_ 3 3; ,�i� ' 3 3 3 3� � � 0 a W � � W � a � � � W J ~ � � x � � ; � �� m � �� . �€ � �; � � �, � � � � � � � � � � — � � �'� � � ,� � � � �� Contract No. C32610 CITY OF PALM DESERT LANDSCAPE MAINTENANCE AREA NO. 4, 2013-2015 PROJECT NO. 904-13, CONTRACT NO. C32610 AGREEMENT This AGREEMENT is made and entered into this 9th day of Mav 2013, by and between City of Palm Desert, California, hereafter called "Owner" "City" or "Agent" and Vintage Associates, Inc., hereinafter called "Contractor." WITNESSETH: WHEREAS, on April 5, 2013, City invited Proposals for landscape maintenance services for City-maintained properties known as Landscape Maintenance Area No. 4 per specifications; and WHEREAS, pursuant to said invitation, Contractor submitted a Proposal, which was accepted by City for said services; and WHEREAS, Contractor has re-examined its Proposal and found it to be correct, NOW, THEREFORE, in consideration of their mutual promises, obligations, and covenants hereinafter contained, the parties hereto agree as follows: TERM. The term of this Agreement shall be from July 1, 2013, through June 30, 2015, or to such later date as may be agreed in writing between parties. This contract allows for an option of two one-year contract extensions at the City's option and based on Contractor's perFormance and mutual agreement. CITY'S OBLIGATIONS. For furnishing services, as specified in this Agreement, City will pay and Contractor shall receive in full compensation therefor, the total sum of Two Hundred Forty-nine Thousand Three Hundred Sixty and 00/100 Dollars ($249,360.00) as set forth in the Contract Documents and adopted by City. CONTRACTOR'S OBLIGATION For, and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by City, Contractor agrees with City to furnish the services and to do everything required by this Agreement and the Specific Terms and Conditions. HOLD HARMLESS AND INDEMNIFICATION. Contractor agrees to defend, indemnify, and hold harmless City of Palm Desert and its officials, employees, and agents from and against all claims lawsuits, liabilities or damages of whatsoever nature arising out of our connection with, or relating in any manner to, any act or omission of Contractor, his agents, employees, and subcontractors and employees thereof in connection with, the performance or non- performance of this Agreement. The Contractor shall thoroughly investigate any and all claims and indemnify City and do whatever is necessary to protect City of Palm Desert and its officials, employees, and agents as to any such claims, lawsuits, liabilities or damages. Contract No. C32610 AMENDMENTS. Any amendment, modification, or variation from the terms of this Agreement shall be in writing, signed by the Contractor and approved by the City Council of the City. TERMINATION. If, during the term of this Agreement, City determines that Contractor is not faithfully abiding by any term or condition contained herein, City may notify Contractor in writing of such defect or failure to perform; which notice must give Contractor a three-day notice of time thereafter in which to perform said work or cure the deficiency. If Contractor fails to perform said work or cure the deficiency within the three (3) days specified in the notice, such shall constitute a breach of this Agreement and City may terminate this Agreement immediately by written notice to Contractor to said effect. Thereafter, except as otherwise set forth herein, neither party shall have any further duties, obligations, responsibilities, or rights under this Agreement except, however, any and all obligation of Contractor's surety shall remain in full force and effect, and shall not be extinguished, reduced, or in any manner waived by the termination hereof. In said event, Contractor shall be entitled to the reasonable value of its services performed from the beginning of the period in which the breach occurs up to the day it received City's Notice of Termination, minus any offset from such payment representing City's damages from such breach. City reserves the right to delay any such payment until completion of confirmed abandonment of the project, as may be determined in City's sole discretion, so as to permit a full and complete accounting of costs. In no event, however, shall Contractor be entitled to receive in excess of the compensation quoted in its Proposal. The City Council may terminate the contract with 30 days written notice for any reason. INCORPORATED BY REFERENCE. The Notice Inviting Request for Proposal; Proposal Terms and Conditions; Instructions to Proposer(s)s, General Terms and Conditions; Specific Terms and Conditions; Contractor's Proposal Submission Forms; Attachments; Exhibits; Addendum Nos. 0 ; Change Orders; additional or supplemental specifications, drawing, maps or diagrams; and City-issued forms relating to this project, are hereby incorporated in and made a part of this Agreement. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated herein by this reference, shall constitute the complete agreement between the parties hereto. No oral agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any such oral agreement, understanding, or representation be binding upon the parties hereto. ANTI-DISCRIMINATION. In the performance of the terms of this Agreement, Contractor agrees that it will not engage in, nor permit such subcontractors as it may employ, to engage in discrimination in employment of any person because of the age, race, color, sex, national origin or ancestry, or religion of such persons. Violation of this provision may result in the imposition of penalties referred to in Labor Code Section 1735. Contract No. C32610 AUDIT. City shall have the option of inspecting and/or auditing all records and other written material used by Contractor in preparing its statements to City as a condition precedent to any payment to Contractor. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail, return receipt requested, addressed as follows: TO CITY: Office of the City Clerk CITY OF PALM DESERT 73-510 Fred Waring Drive Palm Desert, CA 92260 TO CONTRACTOR: Vintage Associates, Inc. 78-755 Darby Road Bermuda Dunes, CA 92201 LITIGATION COSTS. In the event an action is filed by either party to enforce any rights or obligations under this Agreement, the prevailing party shall be entitled to recover reasonable attorney's fees and court costs, in addition to any other relief granted by the court. AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do warrant that each individual executing this Agreement on behalf of each party is a person duly authorized. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first hereinabove written. CITY OF PALM DESERT A Municipal Corporation VINTAGE ASSOCIATES, INC. JAN C. HARNIK, MAYOR CITY OF PALM DESERT, CALIFORNIA ATTEST: RACHELLE D. KLASSEN, CITY CLERK CITY OF PALM DESERT, CALIFORNIA APPROVED AS TO CONTENT: MARK GREENWOOD, P .E. DIRECTOR OF PUBLIC WORKS APPROVED AS TO FORM: DAVID J. ERWIN, CITY ATTORNEY Contract No. C32610 CONTRACTOR NOTARY ACKNOWLEDGMENT State of California County of Riverside } } SS } On , 20 , before me, Notary Public, personally appeared who proved to me on the basis of satisfactory evidence name(s) is/are subscribed to the within instrument and he/she/they executed the same in his/her/their authorize his/her/their signature(s) on the instrument the person(s), which the person(s) acted, executed the instrument. !� to be the person(s) whose acknowledged to me that i capacity(ies), and that by or the entity upon behalf of I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. Signature State of California County of Riverside CITY NOTARY ACKNOWLEDGMENT } } SS } (Seal) On , 20 , before me, , a Notary Public, personally appeared , who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. Signature (Seal) Contract No. C32610 CITY OF PALM DESERT LANDSCAPE MAINTENANCE AREA NO. 4, 2013-2015 PROJECT NO. 904-13, CONTRACT NO. C32610 PERFORMANCE BOND KNOW ALL MEN BY THESE PRESENTS: That whereas City of Palm Desert has awarded to Vintage Associates, Inc., (hereinafter designated as "Principal"), a contract for: LANDSCAPE MAINTENANCE AREA NO. 4 PROJECT NO. 904-13 CONTRACT NO. C32610 and WHEREAS, said Principal is required under the terms of said contract to furnish a good and sufficient bond for the performance of said contract, NOW, THEREFORE, WE, Vintage Associates, Inc. the Principal, and , as Surety, are held and firmly bound unto City of Palm Desert, hereinafter called City, in the penal sum of Two Hundred Forty-nine Thousand Three Hundred Sixty and 00/100 Dollars ($249,360.00), being 100% of the contract amount in lawful money of the United States of America, for the payment of which sum well and truly to be made, we hereby bind ourselves, our heirs, executors, administrators, and successors, jointly and severally, firmly by these presents. THE CONDITION OF THIS OBLIGATION IS SUCH that if the above bounden Principal, his executors, heirs, administrators, and successors, or assigns, shall in all things stand to and abide by, and well and truly keep and perform the covenants and agreements in the said contract and any alterations thereof made as therein provided, on his or their part, to be kept and perFormed at the time and in the manner therein specified, and in all respects according to their true intent and meaning, and shall indemnify and save harmless City, its officials, employees, and agents, as therein stipulated, then this obligation shall become null and void; otherwise, it shall be and remain in full force and virtue. And said Surety, for value received, hereby stipulates and agrees that no change, extension of time, alteration or addition to terms of the contract or to the work to be performed thereunder or the specifications accompanying the same shall in anywise affect its obligations on this bond, and it does hereby waive notice of any such change, extension of time, alterations or additions to the terms of the contract or to the work or the specifications. Contract No. C32610 Should it become necessary for City to institute a lawsuit or any other legal proceeding to enforce the terms and conditions of this bond, then all costs of said proceeding, including attorneys' fees, shall be awarded to the prevailing party. IN WITNESS WHEREOF, identical counterparts of this instrument, each of which shall for all purposes be deemed an original thereof, have been duly executed by the Principal and Surety above named, on this day of , 20 . SURETY : PRINCIPAL : INSURANCE COMPANY and/or AGENT ADDRESS TELEPHONE NUMBER Contract No. C32610 CITY OF PALM DESERT LANDSCAPE MAINTENANCE AREA NO. 4, 2013-2015 PROJECT NO. 904-13, CONTRACT NO. C32610 PAYMENT BOND KNOW ALL MEN BY THESE PRESENTS: THAT WHEREAS, City of Palm Desert (sometimes referred to hereinafter as "Obligee") has awarded to Vintage Associates, Inc. (hereinafter designated as "Contractor"), an agreement dated May 9, 2013, and described as follows: LANDSCAPE MAINTENANCE AREA NO. 4 PROJECT NO. 904-13, CONTRACT NO. C32610, (hereinafter referred to as the "Contract"); and WHEREAS, said Contractor is required to furnish a bond in connection with said Contract, and pursuant to Section 9100 et seq of the California Civil Code; NOW, THEREFORE, we, Vintage Associates, Inc., the undersigned Contractor, as Principal, and , a corporation organized and existing under the laws of the State of , and duly authorized to transact business under the laws of the State of California, as Surety, are held and firmly bound unto City of Palm Desert and to any and all persons, companies or corporations entitled to file stop notices under Section 3181 of the California Civil Code, in the sum of Two Hundred Forty-nine Thousand Three Hundred Sixty and 00/100 Dollars ($249,360.00), said sum being not less than one hundred percent (100%) of the total amount payable by said Obligee under the terms of said Contract, for which payment well and truly to be made, we bind ourselves, our heirs, executors and administrators, successors and assigns, jointly and severally, firmly by these presents. THE CONDITION OF THIS OBLIGATION IS SUCH, that, if said Contractor, his or its heirs, executors, administrators, successors or assigns, or subcontractors, shall fail to pay for any materials, provisions or other supplies, implements, machinery or power used in, upon, for or about the performance of the Public Work contracted to be done, or to pay any person for any work or labor of any kind, or for bestowing skills or other necessary services thereon, or for amounts due under the Unemployment Insurance Code with respect to such work or labor, or for any amounts required to be deducted, withheld, and paid over to the Employment Development Department from the wages of employees of said Contractor and his or its subcontractors pursuant to Section 13020 of the Unemployment Insurance Code with respect to such work and labor as required by the provisions of Section 9100 et seq of the Civil Code, or for any amounts required to be deducted, withheld, and paid over to the Franchise Tax Board or Internal Revenue Service from the wages of employees of Contractor or his or its subcontractors, the Surety or Sureties hereon will pay for the same in an amount not exceeding the sum specified in this bond, otherwise the above obligation shall be void. In addition to the provisions herein above, it is agreed that this bond will inure to the benefit of any and all persons, companies and corporations entitled to serve stop notices under Section 9100 Contract No. C32610 et seq of the Civil Code, so as to give a right of action to them or their assigns in any suit brought upon this bond. The Surety, for value received, hereby stipulates and agrees that no change, extension of time, alteration or addition to the terms of said Contract or to the work to be performed thereunder or the Specifications accompanying the same shall in any way affect its obligations on this bond, and it does hereby waive notice of any such change, extension of time, alteration or addition to the terms of the Contract or to the Specifications. No final settlement befinreen Obligee and Contractor hereunder shall abridge the right of any beneficiary hereunder, whose claim may be unsatisfied. Contractor and Surety agree that if Obligee is required to engage the services of an attorney in connection with the enforcement of the bond, each shall pay Obligee's reasonable attorney's fees incurred, with or without suit, in addition to the above sum. IN WITNESS WHEREOF, we have hereunto set our hands and seals this day of , 20 . P RI N C I PAL/Contractor: . (Typed Name of Contractor) (Signature) (Typed Name and Title) The rate of premium on this bond is $ SURETY: : The total amount of premium charged: $ (the above must be filled in by corporate surety). (Typed Name of Surety) (Signature of Attorney-in-Fact) (Typed Name of Attorney-in-Fact) per thousand. IMPORTANT: Surety companies executing bonds must possess a certificate of authority from the California lnsurance Commissioner authorizing them to write surety insurance defined in Section 105 of the California lnsurance Code, and if the work or project is financed, in whole or in part, with federal, grant or loan funds, it must also appear on the Treasury Department's most current list (Circular 570 as amended). Contract No. C32610 THIS IS A REQUIRED FORM. Any claims under this bond may be addressed to: IF TO SURETY: (Name of Surety) (Street Address) (Telephone number) (City, State and Zip Code) AGENT OR REPRESENTATIVE FOR SERVICE PROCESS IN CALIFORNIA (if different from above) (Name of Agent or Representative) (Street Address) (Telephone number) (City, State and Zip Code) ` 5�� '�,'. 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