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Home My WebLink AboutHA33480 - CA3 - Landscape Maintenance Svcs PALM DESERT HOUSING AUTHORITY STAFF REPORT REQUEST: APPROVE AMENDMENT NO. 3 TO CONTRACT NO. HA-33480 WITH LIBERTY LANDSCAPING, INC. TO INCREASE THE ANNUAL LANDSCAPE MAINTENANCE SERVICES TO INCLUDE ADDITIONAL PALM DESERT HOUSING AUTHORITY PROPERTIES IN THE TOTAL AMOUNT NOT TO EXCEED $13,494.00 SUBMITTED BY: Jessica Gonzales, Management Analyst - Housing CONTRACTOR: Liberty Landscaping, Inc. 5212 EI Rivino Road Riverside, CA 92509 DATE: February 25, 2016 CONTENTS: Amendment No. 3 Liberty Landscape Proposal for Carlos Ortega Villas (dated�anuary 2�, 2016) Liberty Landscape Proposal for Santa Rosa Apartments (dated�anuary �, 2016) Recommendation By Minute Motion, that the Housing Authority Board, 1) Approve Amendment No. 3 to Contract No. HA33480 with Liberty Landscaping Inc. increasing the contract in the total amount not to exceed $13,494.00 ($11,245.00 contract services plus extra work in the amount not to exceed $2,249.00) for the remainder of the existing term for landscape maintenance services at Carlos Ortega Villas and Santa Rosa Apartment Properties; and 2) Authorize the Executive Director and/or the Chairman to execute Amendment No. 3 and any documents necessary to effectuate the actions taken herewith. Monies are available in the FY 2015/2016 Palm Desert Housing Authority's ("Authority") operating budget, in the appropriate Authority accounts. Housinq Commission Recommendation The Housing Commission will review the recommendation at its regular meeting of February 10, 2016. Staff will provide a verbal report upon request. Executive Summary Approval of this request will allow Liberty Landscaping, Inc. ("Liberty") to increase landscape maintenance services to include two (2) additional Palm Desert Housing Staff Report Approve Amendment No. 3 to Contract No. HA33480 - Liberty February 25, 2016 Page 2 of 3 Authority ("Authority") owned rental properties, Carlos Ortega Villas ("COV") and Santa Rosa Apartments ("Santa Rosa"). Currently the Authority contracts with Liberty for landscape maintenance in the annual amount of $293,004.00. Liberty will perform landscape services for both of these properties as required by the Specifications and Contract Documents pursuant to the existing Authority Landscape Maintenance Contract No. HA33480 ("ContracY'), with the exception of Santa Rosa Apartments, Liberty will also maintain the pruning of hardwood and palm trees. Backqround The Authority's Contract with Liberty for landscape maintenance services was awarded to establish services at thirteen (13) Authority owned rental properties. The Contract allows for amendments as long as they are in writing and approved by the Authority Board. With the addition of Santa Rosa and COV, the Authority needs to amend the current Contract to include landscape maintenance services at fifteen (15) properties. Amendment No. 3 will incorporate the necessary landscape services for Santa Rosa and COV. The current contract for Santa Rosa property is on a month to month basis that includes the pruning of hardwood and palm trees and will continue in the same manner at a monthly rate of $935.00 effective January 1, 2016 (when property operation transferred back to the Authority). With the completion of COV, landscape maintenance services need to be established after a ninety (90) day installation maintenance period which ends March 16, 2016. The Authority obtained a proposal for monthly services from Liberty for COV in the amount of $1,610.00 to be effective March 16, 2016. In addition to the standard contract amount there is a provision for extra work in an amount not-to-exceed 20% of the contract for extra work, which is also being requested to be increased. The following summarizes the Contract including the consideration of Amendment No. 3: MONTHLY AMOUNT FISCAL AMOUNT EXTRA WORK CONTRACT Initial Award $ 24,417.00 $ 293,004.00 $29,300.00 Amendment No. 1 Neighbors Turf $ Q $ 0 $ 29,300.00 Conversion Amendment No. 2 Las Serenas Turf $ 0 $ 0 $ 37,086.00 Conversion Amendment No. 3 Carlos Ortega Villas $ 1,610.00 $ 5,635.00 $ 1,127.00 (includes 3.5 months) (20°/,of Fiscal Amount) Santa Rosa Apartments $ 935.00 $ 5,610.00 $ 1,122.00 (includes 6 months) (20%oi Fiscal Amount) CONTRACT TOTAL $26,962.00 $ 304,249.00 97,935.00 G\HOUSING\Jessica Gonzales\STAFF REPORTS�2016\Liberty Amendment No.3-IIA3Ja80-StaO'Report�2 doc Staff Report Approve Amendment No. 3 to Contract No. HA33480 - Liberty February 25, 2016 Page3of3 The Authority with approval will be able to provide landscape maintenance services through the end of the existing Contract term, June 30, 2016 for both properties. Staff recommends approval of the proposed additional landscape maintenance services as Amendment No. 3 to Contract No. HA33480 with Liberty Landscaping Inc. increasing the contract in the amount of$11,245.00 for contract services plus extra work an amount not to exceed $2,249.00 (in the total amount not to exceed $13,494.00) for the remainder of the existing term. Fiscal Analysis The fiscal impact is the cost of Amendment No. 3 which will be paid from the FY 2015/2016 Housing Authority's Operating budget. Submitted by: Department Head: _.X.� f Jessi Gonzales, agement Analyst—Housing Jane oore, Director of Housing Fin ce ep ent: Ap r v . Paul S. Gibson, Director of Finance J M. Wohlmuth, Executive Director ��D�BY HOUSG AUTH ON ��5-I,� VERIFIED BY: �nKJrl►� f�riginal on file w�th Citv Clerk's Offic�� G:\HOUS�NG1Jessica GonzaleslSTAFF REPORTS�2016\Liberty Amendment No.3-HA33a80-Scaf£Reponv2.duc PALM DESERT HOUSING AUTHORITY Contract#/P.O.# HA-33480 n/a AmendmenU 3 CONTRACT AMENDMENT NO. 3 Cnan9e order No. Contingency: YES NO X Contract Purpose PDHA Rental Property Landscape Maintenance Account No. 87'I-H6'"'-466-3310 ConsultanYs Name Liberty Landscaping, �C1C. Project No. a,dd�ess: 5212 EI Rivino Road Vendor No. Riverside, CA 92509 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 Increase to the Contract by $.00 $11,245 [$12,050.00 for inclusion of monthly services at Carlos Ortega Villas ($1,610.00 x 3.5 months) and Santa Rosa Apartments ($935.00 x 6 months) as provided by the Contract] Increase the Annual NTE Extra Work by $2,249.00 $2,249 [$2,249.00 for inclusion of Carlos Ortega Villas ($1,127.00) and Santa Rosa ($1,122.00)extra work as provided by the contract and amendment No. 1 and 2) TOTALS: - 13,494.00 NET CHANGE IN CONTRACT PRICE: 13,494.00 JUSTIFICATION: Additional monies were collected therefore an increase in the contract must be approved in order to spend the funds OTAL BUDGET FOR PROJECT: + 402,184.00 CONTINGENCY: Less: Expend. & Encumb. To Date: - 388,690.00 Amount Approved by Council: + Less:This Change OrderAmount - 13,494.00 Less: PriorAmendment(s): - BALANCE OF BUDGET Less:This Amendment: - REMAINING FOR PROJECT: - Balance Remainin of Contin enc : - The amount of the Contract will be increased by the Sum of: Thirteen Thousand Four Hundred and Ninety Four pollars ($13,494.00). Page 1 G\HOUSING\Jessic3 Gonzales\STAFF REPORTS�2076\L�berty Amendment No 3-HA33480-Contract Amentl tloc Contract HA-33480 Amendment No. 3 Continued from Page 1 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 Palm Desert Housing Authority, otherwise referred to as Owner. Contract Time Extension -0- Days. Revised Contract Total _ �305,054.00 with an additional amount for extra work not-to-exceed $96,891.00 annuall� 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 # 3. 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 CONTRACTOR 3. REVIEWED BY: 4. APPROVED BY: FINANCE DIRECTOR ROBERT SPIEGEL, CHAIRMAN Date Approved NOTE: No Extra Work is to be completed without prior written approval by both parties EXECUTIVE DIRECTOR Date Approved G\HOUSING\Jessica Gonzales\STAFF REPORTS12016\Uberty Amendment No 3-HA33480-Contract Amend.doc Lib��-ty Landscaping, Inc. _ �-x r — � 5212 EI Rivino Road � 1 / ` Riverside, Cal�fornia 92509 � �� License��lo. 751611 �-- ��--� ._._.__.�.___�._. Pnone: (9�1) 683-2999 — e-ir�a�l: Lib�rtyland(��sbcglob�l.ne; -- Fax: (951) 683-2591 �-�- ----�--�------, Pr000sal/Contract Proposal Submitted To: Proiect Site: Carlos Ortega Villas Villas Senior Affordable Housing Carlos Ortega Villas Senior Affordable Housing c/o City of Palm Desert Housing Authority 779 Avenue of the States 73-510 Fred Warning Drive Palm Desert,CA 92211 Palm Desert,CA 92260 Attn: Teresa Vakili, Phone: (760)345-2331 Date: January 21,2016 Fax: tir�.,,�.�..",�„1..�,ti,",",",�„"ti,�,"�.r�.,,�,"�.r�.,,�.,r�..,�„ti,�„�„�„tir..�titi,�.,,",�,.� • Addendum To Existing Routine Landscane Maintenance Contract Carlos Ortega Villas wherein the landscape maintenance services will be done consistent and include all services as required by the Specifications and Contract Documents pursuant to Palm Desert Housing Authority Landscape Maintenance Contract HA33480. All work will be performed in a professional and workman like manner for the monthly sum of One thousand six hundred ten dollars................ ($1,610.00) monthlv cost A total cost ofnineteen thousand three hundred twenry dollars ($19,320.00) annually f11 r�/r�JI1/rvr�JN/'�JI\I/\J!'�II\//1//1I/'�I!'�I/\I/'\I/'\I rV/1J��J/�Jl�J/�//�J/"\I/"\InJr�J/'�JI1J My alteration or deviation from this proposed Maintenance Agreement will be efPective only upon written authori7ation and will be considercd an extra charge over and atwve this agreement. This agrecment will bc billed monthly.The customer agrees to pay any court costs and reasonable attomey's fees in thc event this account is tumed over to collections.'I'his maintcnance aa eement may bc changed only by authorized personnel. This ProposaVContract requires a thirty(30)days written notice by either party to discontinue service. Respectfullv Submitted, Authorized Rep: By: Manauel Mendes Title: Title: Re�ional Mana�er Date: Date: Janaury 21,2016 1 L i�crt� L��r�dsc��i�l�, I �1c. ` r -- .7''I:' �i Rr��irlr.; �3Q�.�t � 1 � j � `�iv�'tSi�F� I�CJlifi;rr�l� �'�`7U`� 1 �� /''�-� !��,,�'r�s� i�JC. 7;�i�l ! � �/'`_..`_..�/� fa�. .irts^ i< 1 i ,.`.�-��r��'l ci-I"1.71 l .. . �'� .. . �� C��1':)Li:. ii.'� r.1� j`��,�) C�ii,i . . )) _ _ . __. .. i.. � . , . . � ' f'ronu,a! �ubmetted `T�f: F'r�iiert Site: �ant�, Iti�,a :'�partments San<<t ttu,a Apartm�nts ��t�r !tf'��! t'c�mpaiz}� 73-�1 1 tittnta RuSa ��'a� �;�� ]•.. C�>ncc>urs Dr 131�1� 7 tit�it� 711)1 Palm !)rscrL t':1 9?�6(1 ()nt.iric�. C'r'1 t)I 7(j-� :1ttn: lcresa V�kili. VI' Phr�ne: 7(�(��ifi7-�-1 1��) Dutc: .i�anuar�• 1. 2t)I(� Fstx: 7(s(!!(�7-�-I 1 K�) �.,.-...•.�.,.�.,�„-..,,,..ti,...,."r.,.�.,.,...,-......,.,,-�,....,�,�..-ti•,,..-,...,,-...,�,r.:,,..r...l,..,,�,.�,.�,�. • :�diicndurn ti> itt�utin� i,andscane ,'4tuinten�ncc C't►ntract. 1, .►��rt�d h� hc�th C'u�t«ntLr and C'"ritractcar thut thc �urr�nt un�tract with �ama R�sa Apartrn�nt� will �<,ntinue «n a mu��th t�� mc�nth b.isis iro��n Januar�� i, _'016 throu�;h .iune ;0`t' 'Oib �it the current rut� ul'`5`1�i.uU �1<�Ila�:� ��r• iiic�i�iVi . (his Prcirc�tiaUC'�>ntr�cl rc:��uires a thirt}� da�� rittcn �iotice b� �ithcr part} t�� cli�cu��tinue �er��ic�. .�.....-.,,�,�„�.,,...,......,,�.r..,�.,.�.,...,�.,.�...,.,-.,r..,,-.f...,�..,,.....,..�...,r...,.�,.�r.,r.,;�,�.�.:r...- Rctip�cttiilfv �uhmitt�d. :�uthc�rii�cl ftep: __.� �;��__ -+��'�• .___.._____ ( itic: 1 itiG: rrsiJcnt (?`it`:.._ _________�.�_ _ � f)atc: .lanuui�' l. �O1(i