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Home My WebLink About12/18/2013 - STAFF REPORTS - 2.I. PALM SA 2 c V N * h } C nr �h09MF� `F°Aa�P City Council Staff Report DATE: December 18, 2013 CONSENT CALENDAR SUBJECT: APPROVAL OF AMENDMENT NO. 1 TO CONTRACT SERVICES AGREEMENT NO. 6233 WITH R. ROBLES PIPELINE LAYING, INC., DBA SOUTHERN VALLEY WATER FEATURES FOR ROADSIDE MAINTENANCE. FROM: David H. Ready, City Manager BY: Public Works & Engineering SUMMARY: This action will approve an amendment to the roadside maintenance services contract with R. Robles Pipeline Laying, Inc., (dba Southern Valley Water Features) to increase their hours of work from 32 hours per week to 40 hours per week to be consistent with current city work hours. RECOMMENDATION: 1. Approve Amendment No. 1 to Contract Services Agreement No. 6233 with R. Robles Pipeline Laying, Inc., (dba Southern Valley Water Features) at an annual increase not to exceed $11,688 for a total annual amount not to exceed $75,340. The new rate will be effective January 1, 2014 for the remaining 2.5 years of the contract. 2. Authorize the City Manager to execute all necessary documents. STAFF ANALYSIS: On May 2, 2012, City Council approved an agreement for Roadside Maintenance with R. Robles Pipeline Laying, Inc., (dba Southern Valley Water Features) for a three year period. The contract provided roadside maintenance for 4 days/week, 8 hours/day consistent with the previous roadside maintenance agreement while City employees weekly hours were reduced by furlough. Now that City staff hours are back to 40 hours per week, it is desired to have the roadside maintenance crew working the same hours as the Streets Division in order to ITEM NO.21 City Council Staff Report December 18, 2013 -- Page 2 Approval of Amendment No. 1 to Contract Services Agreement No. 6233 with R. Robles Pipeline Laying, Inc., dba Southern California Valley Water Features for Roadside Maintenance accomplish more maintenance and be available to be called upon during city work hours. For that reason, it is recommended by staff that the roadside maintenance contract be amended to provide for 40 hour weeks, as was the case prior to city crews going on furlough. FISCAL IMPACT: Revised contract amount over the 3 year terms is $220,176 for a total contract increase of $29,220 ($11,688/year for 2.5 years). Sufficient funds for the increased hours are available in CSA 152 Street Cleaning account number 124-4242-43200. Recommended by: Approved by: David J. Barakian David H. Ready, nager Director of Public Works/City Engineer Attachments: 1. Amendment No. 1 02 AMENDMENT NO. 1 TO CONTRACT SERVICES AGREEMENT NO. 6233 WITH R. ROBLES PIPELINE LAYING, INC dba SOUTHERN VALLEY WATER FEATURES FOR ROADSIDE MAINTENANCE The following articles of Agreement No. 6233 are hereby amended as follows: EXHIBIT A "SCOPE OF SERVICES"- ITEM 3 "WORK HOURS" - Paragraph 1 - is hereby modified to: Regular work hours consist of 5:30 A.M. to 4:00 P.M. Monday through Thursday. Any hours worked other than the regularly scheduled hours are considered "emergency call-out" hours, and will be scheduled only at the direction of the Contract Administrator. EXHIBIT A "SCOPE OF SERVICES% ITEM 3 "WORK HOURS" - Paragraph 2 - is hereby modified to: Contractor has the right to modify the regular work hours/days upon 30-days written notice to the Contract Administrator; however, regular work hours will not exceed 10 hours per day nor 40 hours per week. EXHIBIT A "SCOPE OF SERVICES"- ITEM 3 "WORK HOURS" - Paragraph 5 - is hereby modified to: "It is anticipated there will be sufficient workload to use the approximate 328 labor hours available per month (2-man crew, 10 hours per day, 4 days per week). However, there may be occasions when the City determines there is inadequate workload and may choose to require the crew to work less than 10 hours per day. Therefore, it is imperative that the Contractor's bid proposal be on an hourly basis. The hourly rate must include the cost of equipment, insurance, uniforms or any other costs associated with this work. The Contractor will bill the City monthly using the number of hours worked as the basis for payment. Individuals assigned to this program will, in addition to daily log sheets, be required to record hours worked on a daily basis at the direction of the City official. EXHIBIT B "SCHEDULE OF COMPENSATION" - Schedule A - is hereby modified to: Rates for roadside maintenance work based on a two-man crew consisting of one Lead Worker and one Worker, each working 10 hours per day, 40 hours per week, and including all equipment, supplies, insurance, uniforms and other associated costs EXHIBIT B "SCHEDULE OF COMPENSATION" - Schedule B - is hereby modified to: Rates for Emergency Call-Outs, based on an estimate of 70 hours annually and based on a two-man crew consisting of one Lead Worker and one Worker, and including all equipment, supplies, insurance, uniforms and other associated costs. Please see attached, amended Exhibit B - "Schedule of Compensation". The intent of this Amendment #1 is to increase the number of working hours per day from 8 hours to 10 hours for a total hours per week from 32 hours to 40 hours, to begin on January 1, 2014. Purchase Order Number(s): 14-0344 Agreement Number: 6233 Original: City Council Approval: May 12, 2013 Contract Amount $ 190,956 03 R. Robles Pipline Laying, Inc dba Southern Valley Water Features Amendment No. 1 Page 2 of 2 THIS Amendment#1: Amount of This Amendment $ 29,220 (for remaining 2.5 yrs @$11,6881year) Total Amended Contract Amount: $220,176 Account Number(s): 001-4242-43200 IN WITNESS WHEREOF, the parties have executed this Amendment as of the dates stated below. "City" CITY OF PALM SPRINGS Date By: David H. Ready, City Manager APPROVED AS TO FORM: ATTEST: By: By. Douglas C. Holland, City Attorney James Thompson, City Clerk "FIRM" R. Robles Pipeline Laying, Inc. dba Southern Valley Water Features 434 East Barbour Street Banning, CA 92220 Date:1�— e � Q A J 5 By-. ro'..- .� Robert Robles, President 04 EXHIBIT "B" SCHEDULE OF COMPENSATION Schedule A: Rates for roadside maintenance work based on a two-man crew consisting of one Lead Worker and one Worker, each working -8 10 hours per day, 32 40 hours per week, and including all equipment, supplies, insurance, uniforms and other associated costs: Lead Worker $10.00 per hour x4664 1970 hours = $16,640 $19,700.00 Worker $ 8.50 per hour x4664 1970 hours = $44,q44 $16,745.00 Vehicle & Supplies $18.25 per hour x4664 1970 hours = 39 $35,952.50 Sub Total: $72,397.50 Schedule B: Rates for Emergency Call-Outs, based on an estimate of 64-70 hours annually and based on a two-man crew consisting of one Lead Worker and one Worker, and including all equipment, supplies, insurance, uniforms and other associated costs: Lead Worker: Regular Hrs $10 per hour x 32 40 hours = $— 320 $ 400.00 Overtime Hrs $15 per hour x 46 20 hours = $— 240 $ 300.00 Holiday Hrs $20 per hour x -810 hours = $— 169 $ 200.00 Worker: Regular Hrs $ 8.50 per hour x 32 40 hours = $ 272 $ 340.00 Overtime Hrs $12.75 per hour x 46 20 hours = $— 204 $ 255.00 Holiday Hrs $17.00 per hour x -810 hours = $— 136 $ 170.00 Vehicle&Supplies: $18.25 per hour x 64 70 hours = F3 $ 1,277.50 Sub Total: $ 2,500 $ 2,942.50 TOTAL: JkMg $75.340.00 Invoices shall be submitted to the Contract Officer for approval. Contractor shall bill the City monthly using the number of hours worked as the basis for payment. Individuals assigned to this program shall, in addition to daily log sheets and electronically input time sheet, record hours worked on a daily basis at the direction of the Contract Officer. Such logs and time sheets shall be submitted to the Contract Officer upon request. It is required that the vehicle hours are to be billed at no more than the total hours of the crewman who works the most billable hours for each month, as the two-man crew share one vehicle that is to be properly equipped with the required supplies and tools. Contractor is not to bill for and City is not responsible to pay for more than one vehicle per day, as the City is not responsible to pay for contractor's use or need of any additional vehicles or supplies. Also, contractor shall not bill and City is not responsible for and "down time' of contractor's vehicle (i.e. flat tire, dead battery, etc.). 05