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Home My WebLink AboutC32191 - CA3 - LMA18 - 918-11 Contract No. C32191 CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT STAFF REPORT REQUEST: APPROVE AMENDMENT NO. 3 TO CONTRACT NO. C32190, A ONE-YEAR EXTENSION WITH VINTAGE ASSOCIATES, INC., FOR LANDSCAPE MAINTENANCE AREA NO. 18, IN THE AMOUNT OF $93,660, AND INCLUDE REPAIR WORK AND SERVICES AT THE SPECIFIED CONTRACT AMOUNT NOT TO EXCEED 20 PERCENT OF CONTRACT AMOUNT OR $18,732 (PROJECT NO. 918-11) SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works CONTRACTOR: Vintage Associates, Inc. 78755 Darby Road Bermuda Dunes, CA 92203 DATE: July 10, 2014 CONTENTS: Amendment No. 3 to Contract (Contract No. C32191) Email from Vintage Associates, Inc. Recommendation By Minute Motion: 1. Approve Amendment No. 3 to Contract No. C32190, a one-year extension with Vintage Associates, Inc., for Landscape Maintenance Area No. 18, in the amount of $93,660; 2. Include repair work and services at the specified contract amount not to exceed 20 percent of contract amount or $18,732; and 3. Authorize the Mayor to execute the amendment. Funds are available in the Account No. 110-4611-453-3320 R/M Landscaping Services. Strateqic Plan Obiective This is an on-going landscape maintenance function and contributes to our goal of providing a uniquely beautiful desert environment in highly visible areas of the City. Staff Report Approve C32191 for Vintage Associates First One-Year Extension for LMA 18 Page 2 of 2 July 10, 2014 Backqround City Council awarded the original contract to Vintage Associates, Inc., on September 27, 2012. The original term of the agreement was for a term of twenty months, with an option for two, one-year extensions. On August 22, 2013, City Council approved Amendment No. 1 adding $100 per month for the maintenance of the parking lot owned by Desert Cities Baptist Church adjacent to Cahuilla Hills Park. On September 26, 2013, City Council approved Amendment No. 2 adding $300 per month for maintenance of the Ironwood southern well site. Vintage Associates' perFormance has met City standards and they have agreed to the first one-year extension of contract commencing July 1, 2014, and expiring June 30, 2015, at the current contract price of $93,660 per year ($7,805 per month) with no cost increase. 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 This is an on-going maintenance activity with no fiscal impact beyond the contract amount. Prepared By: Depa n Head: Rand av Mark Gr e wood, P.E. Sen� r an ape Inspector Director f ublic Works CiTY COiJNCTG IO?�T Paul S. Gibson, Director of Finance A'�'1'ROVFD DENTF.D RT:C�IVED OTHER A proval: Mr�TI D, E 4 � ' x AYF,S:�� NOES: �� Ai3SENT: �� ' hn M. Woh muth, City Manager Al3STAIN: VEKiFI�D IiY: � � �� Original on File with City� rk's O�fice CONTRACT NO. C32191 THIRD AMENDMENT TO AGREEMENT WHEREAS, the City of Palm Desert ("City") and Vintage Associates, Inc., ("Contractor"), entered into an agreement, dated September 27, 2012, to provide landscape maintenance services for Landscape Maintenance Area No. 18 ("Agreement"), the parties wish to amend the Agreement effective July 1, 2014. NOW, THEREFORE, the parties agree as follows: A. Term is amended to add the following paragraph to the end of the existing section, as amended. "The term of this Agreement is extended, and shall include the time period from July 1, 2014, through June 30, 2015." B. All other terms and conditions of the Agreement shall remain unchanged, and shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the 10th day of July, 2014. CITY OF PALM DESERT VINTAGE ASSOCIATES, INC. A Municipal Corporation Contractor Van G. Tanner, Mayor City of Palm Desert Attest: Approved as to Content: Rachelle D. Klassen, City Clerk Mark Greenwood, P .E. CITY OF PALM DESERT, CALIFORNIA Director of Public Works Approved as to Form: David J. Erwin, City Attorney CONTRACT NO. C32191 CONTRACTOR NOTARY ACKNOWLEDGMENT State of California } } SS County of Riverside } 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) CITY NOTARY ACKNOWLEDGMENT State of California } } SS County of Riverside } 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) Longman, Beth Subject: FW: LMA l, 16 and 18 From: Fran Muliahy [ ; , ] Sent: Thursday, June 19, 2014 12:41 PM To: Chavez, Randy Cc: Al Hollinger; Dan Powers Subject: LMA 1, 16 and 18 Hello Randy, Vintage Associates is willing to continue the landscape maintenance of LMA 1, 16 and LMA 18 and extend the term of this contract for one year from the current termination date, at the current monthly cost. We value your business and thank you in advance for your consideration. Fran Mullahy Manager of Business Deve.o ert 78755 Darby Road, Bermuda Dunes (P)760.772-3673(F)760.772-3674 EmaiL Web: �� Vl � 1t1G� Vintage Landscaae, Vinta�e Nursery. Tr�e Rite, TurfScapes, Sprc�y Sotutions and��Va�er.Ri2e i