HomeMy WebLinkAbout3/6/2013 - STAFF REPORTS - 2 M OF PALM SA
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City Council Staff Report
C"1UFOP,
Date: MARCH 6, 2013 CONSENT CALENDAR
Subject: AMENDMENT NO. 3 TO CONTRACT SERVICES AGREEMENT NO.
6050 WITH CONSERVE LANDCARE INC. FOR GATEWAY PARK
LANDSCAPE IMPROVEMENT MAINTENANCE.
From: City Manager
Initiated By: Director of Public Works/City Engineer
SUMMARY
Approval of this Amendment will authorize Conserve LandCare to continue
landscape maintenance through the end of fiscal year 2012/2013 at a rate of$1,870
per month, plus one time costs totaling $7,132 for service orders and $2,500 for"as
needed"/emergency services.
RECOMMENDATION:
1) APPROVE AMENDMENT NO. 3 TO AGREEMENT NO. 6050 IN THE
AMOUNT OF $20,852 FOR A TOTAL AGREEMENT AMOUNT OF $65,732.
2) AUTHORIZE THE CITY MANAGER TO EXECUTE ALL NECESSARY
DOCUMENTS.
STAFF ANALYSIS:
In January of 2011 the City Manager approved Contract Services Agreement No.
6050 with Sierra Landscape Co. to maintain the median and new park that was
completed near the Vista Chino/Gene Autry Trail intersection. The Agreement had
a 9 month term expiring September 30, 2011. In June of 2011 the City approved the
assignment of that Agreement to Conserve LandCare and in October of 2011 the
City Manager approved Amendment No. 1 to said Agreement extending its term to
December 31, 2011.Amendment No. 2 authorizing Conserve LandCare to continue
maintenance through calendar year 2012 at the same rate as calendar year 2011
was approved by Council January 4, 2012. This Amendment No. 3 will authorize
continued maintenance through June 30, 2013 at which time a new citywide
landscape maintenance contract is scheduled to be bid and awarded.
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City Council Staff Report
March 6, 2013
Amendment No. 3 for Conserve LandCare
Of the $2,500 requested for "as needed"/emergency services $1,116 worth of
emergency work has been performed during calendar year 2012, prior to contract
expiration, leaving a remainder of $1,384:
1) $504 -The City was required to move a palm tree, due to Edison work being
performed. A new plant pit had to be created when the palm tree was
relocated, old irrigation lines had to be removed and/or capped, new deep
watering lines installed to the new tree location, and connections installed to
the existing adjacent irrigation.
2) $165-An Irrigation technician was called out to the site, due to pooling water
near the bus stop at the southwest corner of Gene Autry Trail and Vista
Chino. Bubblers were broke and/or stolen off of the irrigation and had been
removed from the riser. In addition, all valves had been purposely, manually
open and the Technician had to close them.
3) $102 - An irrigation tech during maintenance inspection on site near the
southwest bus stop and found that 6 bubblers had been broken and/or stolen
and the irrigation lines broken. The bubblers had to be replaced and the
irrigation lines had to be flushed out due to sand entering into them and due
to the broken and/or missing bubblers and the broken lines. And the
irrigation lines had to be replaced.
4) $210 -A vehicle damaged 6 plants near the southwest corner of Gene Autry
Trail and Via Escuela. Each of the 6 plants were provided and replaced.
5) $135 -An irrigation technician was called out due to water spraying out into
traffic near the corner of Gene Autry Trail and Via Escuela. The Technician
arrived to find that pedestrian(s) had broken off the valve off of the back of
the backflow device.
The requested $7,132 consists of the following erosion control and approved plan
detail for the parkway. These services/items will be performed and/or installed
subsequent to Council approval:
1) $1,807 - In following the approved Architectural Landscape Design Plan,
there are five (5) areas that are designated as wild flower areas. These
designated wild flower areas should be re-seeded biannually. The last mix
chosen had a high number of wild flowers that look more like weeds, and
therefore a different seed mix has been chosen to be used for the next
reseeding. This reseeding has not occurred since the parkway was
completed and therefore, it is highly recommended that we perform this
reseeding as soon as possible.
City Council Staff Report
March 6, 2013
Amendment No. 3 for Conserve LandCare
2) $4,670 - Gene Autry Parkway is in need of a rip rap erosion control system
along the west property line of the parkway, north of Vista Chino and on the
west side of the parkway. There is a drainage ditch at said location which is
used for the Arnico Tract, and this drainage ditch is eroding the slope that is
needed for this drainage system to work properly. Correction of the item was
not included in the designing of the Parkway and the issue of the eroding
slope was not discovered until after release of the parkway. The City has a
large stock pile of boulders located in the city yard that have been there for
many years. Conserve LandCare will transport the boulders from the city
yard to the parkway site and will create a 15 foot long boulder wall to prevent
this erosion issue. Conserve LandCare will also be responsible for traffic
control and encroachment permit for said work.
3) $515 & 4) $140 - A lot of cut through pedestrian traffic occurs while
pedestrians are going to the northeast bus stop adjacent to Sossa's Market.
This pedestrian traffic has killed many of the plants and has thrown and
kicked up the decomposed granite. The damaged plants will be replaced
with larger plants to decrease the likelihood of pedestrians damaging them
and 60 linear feet of 2" x 4" plastic header border placed to separate and
delineate the decomposed granite from the native finish grade. In addition to
work and supplies listed above, Conserve LandCare will also provide and
install larger replacement plants which will be one 5-gallon Dalea capitata
plant and four 5-gallon Hesperaloe parviflora "yellow" plants.
FISCAL IMPACT:
Funds are available in the Parks Maintenance Other Contractual Services Account
in Account Number 001-2451-43240.
Submitted:
David J. Yarakian
Director of Public Works/City Engineer
Approved:
Thomas J. ilson David H. R
Assistant City Manager City Manager
Attachments:
1. Amendment No. 3
AMENDMENT NO. 3 TO CONTRACT SERVICES AGREEMENT NO. 6050
WITH CONSERVE LANDCARE, INC. FOR
PARKS, PARKWAYS LANDSCAPE MAINTENANCE SERVICES
The following articles of Agreement No. 6050 are hereby amended as follows:
THIS THIRD AMENDMENT TO THE CONTRACT SERVICES AGREEMENT(herein"Third Amendment'),
made and entered into on this day of , 2013, by the City of Palm Springs(herein
"City"), a charter city organized and existing in the County of Riverside, under the by virtue of the laws of the
State of California, and Conserve Landcare, Inc. (herein "Contractor"), amends that certain Contract
Services Agreement dated January 19, 2011 (herein "Agreement") by and between the same parties.
The Contract Sum is increased for a one time cost of$7,132 which includes the cost for erosion control and
plant replacements for bare areas. The annual contract amount is also increased by$2,500 for"as needed"
and/or emergency services. The term is to be extended until June 30, 2013 at a monthly rate of$1,870 per
month, which will increase the current PO#12-0315 an additional $11,220.
The purpose of this Amendment is to increase the contract and the PO#12-0315 in the total amount of
$20,852.
Agreement Number: 6050
Original:
City Manager Approval: January 19, 2011
Amendment Amount: $ 16,830
Amendment#1
City Manager Approval: October 18, 2011
Amendment Amount: $ 5,610
Amendment#2
City Council Approval: January 4, 2012
Amendment Amount: $ 22,440
THIS Amendment#3,.
$ 7,132 erosion control & other work orders
$ 2,500 "as needed"/emergency services
$11,220 (6@$1,870/mo)
TOTAL Amount of THIS A#3 $ 20,852
Account Numbers for thisA#3:
PLEASE INCREASE PO AS FOLLOWS:
001-2451-43240 - $ 20,852
Except as specifically amended by this Amendment No. 3 and all preceding executed amendments, all
terms and provisions of Agreement No. 6050 remain in full force and effect.
SIGNATURES ON NEXT PAGE
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
ATTEST:
By:
City Clerk
"Contractor"
Conserve Landcare inc.
74-040 Highway 111, Suite L200
Palm Desert, California 92260
Date: By:
Bruce K. Wilson, President
OF PALM S
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-1(I ' City Council Staff Report
rZ1F Fp R��P
Date: MARCH 6, 2013 CONSENT CALENDAR
Subject: AMENDMENT NO. 3 TO CONTRACT SERVICES AGREEMENT NO.
6050 WITH CONSERVE LANDCARE INC. FOR GATEWAY PARK
LANDSCAPE IMPROVEMENT MAINTENANCE.
From: City Manager
Initiated By: Director of Public Works/City Engineer
SUMMARY
Approval of this Amendment will authorize Conserve LandCare to continue
landscape maintenance through the end of fiscal year 2012/2013 at a rate of$1,870
per month, plus one time costs totaling $7,132 for service orders and $2,500 for"as
needed"/emergency services.
RECOMMENDATION:
1) APPROVE AMENDMENT NO. 3 TO AGREEMENT NO. 6050 IN THE
AMOUNT OF $20,852 FOR A TOTAL AGREEMENT AMOUNT OF $65,732.
2) Approve Resolution No. , "A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF PALM SPRINGS, CALIFORNIA,AMENDING THE BUDGET
FOR THE 2012-2013 FISCAL YEAR."
3) AUTHORIZE THE CITY MANAGER TO EXECUTE ALL NECESSARY
DOCUMENTS.
STAFF ANALYSIS:
In January of 2011 the City Manager approved Contract Services Agreement No.
6050 with Sierra Landscape Co. to maintain the median and new park that was
completed near the Vista Chino/Gene Autry Trail intersection. The Agreement had
a 9 month term expiring September 30, 2011. In June of 2011 the City approved the
assignment of that Agreement to Conserve LandCare and in October of 2011 the
City Manager approved Amendment No. 1 to said Agreement extending its term to
December 31, 2011.Amendment No. 2 authorizing Conserve LandCare to continue
maintenance through calendar year 2012 at the same rate as calendar year 2011
was approved by Council January 4, 2012. This Amendment No. 3 will authorize
continued maintenance through June 30, 2013 at which time a new citywide
landscape maintenance contract is scheduled to be bid and awarded.
ITEM NO.2K
City Council Staff Report
March 6, 2013
Amendment No. 3 for Conserve LandCare
Of the $2,500 requested for "as needed"/emergency services $1,116 worth of
emergency work has been performed during calendar year 2013, prior to contract
expiration, leaving a remainder of$1,384:
1) $504 -The City was required to move a palm tree, due to Edison work being
performed. A new plant pit had to be created when the palm tree was
relocated, old irrigation lines had to be removed and/or capped, new deep
watering lines installed to the new tree location, and connections installed to
the existing adjacent irrigation.
2) $165-An Irrigation technician was called out to the site, due to pooling water
near the bus stop at the southwest corner of Gene Autry Trail and Vista
Chino. Bubblers were broke and/or stolen off of the irrigation and had been
removed from the riser. In addition, all valves had been purposely, manually
open and the Technician had to close them.
3) $102 - An irrigation tech during maintenance inspection on site near the
southwest bus stop and found that 6 bubblers had been broken and/or stolen
and the irrigation lines broken. The bubblers had to be replaced and the
irrigation lines had to be flushed out due to sand entering into them and due
to the broken and/or missing bubblers and the broken lines. And the
irrigation lines had to be replaced.
4) $210-A vehicle damaged 6 plants near the southwest corner of Gene Autry
Trail and Via Escuela. Each of the 6 plants were provided and replaced.
5) $135 -An irrigation technician was called out due to water spraying out into
traffic near the corner of Gene Autry Trail and Via Escuela. The Technician
arrived to find that pedestrian(s) had broken off the valve off of the back of
the backflow device.
The requested $7,132 consists of the following erosion control and approved plan
detail for the parkway. These services/items will be performed and/or installed
subsequent to Council approval:
1) $1,807 - In following the approved Architectural Landscape Design Plan,
there are five (5) areas that are designated as wild flower areas. These
designated wild flower areas should be re-seeded biannually. The last mix
chosen had a high number of wild flowers that look more like weeds, and
therefore a different seed mix has been chosen to be used for the next
reseeding. This reseeding has not occurred since the parkway was
completed and therefore, it is highly recommended that we perform this
reseeding as soon as possible.
02
City Council Staff Report
March 6, 2013
Amendment No. 3 for Conserve LandCare
2) $4,670 - Gene Autry Parkway is in need of a rip rap erosion control system
along the west property line of the parkway, north of Vista Chino and on the
west side of the parkway. There is a drainage ditch at said location is used
for the Arnico Tract, and this drainage ditch is eroding the slope that is
needed for this drainage system to work properly. Correction of the item was
not included in the designing of the Parkway and the issue of the eroding
slope was not discovered until after release of the parkway. The City has a
large stock pile of boulders located in the city yard that have been there for
many years. Conserve LandCare will transport the boulders from the city
yard to the parkway site and will create a 15 foot long boulderwall to prevent
this erosion issue. Conserve LandCare will also be responsible for traffic
control and encroachment permit for said work.
3) $515 & 4) $140 - A lot of cut through pedestrian traffic occurs while
pedestrians are going to the northeast bus stop adjacent to Sossa's Market.
This pedestrian traffic has killed many of the plants and has thrown and
kicked up the decomposed granite. The damaged plants will be replaced
with larger plants to decrease the likelihood of pedestrians damaging them
and 60 linear feet of 2" x 4" plastic header border placed to separate and
delineate the decomposed granite. Decomposed granite will be a native
finish grade. In addition to work and supplies listed above, installation of the
larger replacement plants will be one 5-gallon Dalea capitata plant and will
provide four 5-gallon Hesperaloe parviflora "yellow" plants.
FISCAL IMPACT:
Funds are available in the Parks Maintenance Other Contractual Services Account
in Account Number 001-2451-43240.
Subm1
,, .11
-�c David J. Barakian
Director of Public Works/City Engineer
Approved: y�
Thomas J. son David H. Ready
Assistant ' Manager City Manager
Attachments:
1. Amendment No. 3
03
AMENDMENT NO. 3 TO CONTRACT SERVICES AGREEMENT NO. 6050
WITH CONSERVE LANDCARE, INC. FOR
PARKS, PARKWAYS LANDSCAPE MAINTENANCE SERVICES
The following articles of Agreement No. 6050 are hereby amended as follows:
THIS THIRD AMENDMENT TO THE CONTRACT SERVICES AGREEMENT(herein"Third Amendment'),
made and entered into on this day of ,2013, by the City of Palm Springs(herein
"City"), a charter city organized and existing in the County of Riverside, under the by virtue of the laws of the
State of California, and Conserve Landcare, Inc. (herein "Contractor"), amends that certain Contract
Services Agreement dated January 19, 2011 (herein "Agreement") by and between the same parties.
The Contract Sum is increased for a one time cost of$7,132 which includes the cost for erosion control and
plant replacements for bare areas. We are also requesting to increase the annual contract amount by
$2,500 for"as needed"and/or emergency services and for the term to be extended until June 30, 2013 at a
monthly rate of$1,870 per month, which will increase the current PO#12-0315 an additional $11,220.
The purpose of this Amendment is to increase the contract and the PO#12-0315 in the total amount of
$20,852.
Agreement Number: 6050
Original:
City Manager Approval: January 19, 2011
Amendment Amount: $ 16,830
Amendment#1
City Manager Approval: October 18, 2011
Amendment Amount: $ 5,610
Amendment#2
City Council Approval: January 4, 2012
Amendment Amount: $ 22,440
THIS Amendment#3:
$ 7,132 erosion control & other work orders
$ 2,500 "as needed"/emergency services
$11,220 (6@$1,870/mo)
TOTAL Amount of THIS A#3 $ 20,852
Account Numbers for thisA#3:
PLEASE INCREASE PO AS FOLLOWS:
152-2460-51554 - $ 20,852
Except as specifically amended by this Amendment No. 3 and all preceding executed amendments, all
terms and provisions of Agreement No. 6050 remain in full force and effect.
SIGNATURES ON NEXT PAGE
04
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
ATTEST:
By:
City Clerk
"Contractor"
Conserve Landcare inc.
74-040 Highway 111, Suite L200
Palm Desert, California 92260
Date: By:
Bruce K. Wilson, President
05
RESOLUTION NO.
OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS,
CALIFORNIA, AMENDING THE BUDGET FOR THE 2012-13
FISCAL YEAR.
WHEREAS Resolution 23146 approving the budget for the fiscal year 2012-13 was
adopted on, June 6, 2012; and
WHEREAS the City Manager has recommended, and the City Council desires to
approve, certain amendments to said budget;
NOW THEREFORE BE IT RESOLVED that the Director of Finance is authorized to
record inter-fund cash transfers as required in accordance with this Resolution, and
that Resolution 23146, adopting the budget for the 2012-13 fiscal year is hereby
amended as follows:
SECTION 1. ADDITION
Fund Activity Account Amount
152 2460 51554 $20,852
Purpose: Conserve LandCare, Landscape Maintenance, Contract Increase of
$20,852 for Gene Autry Gateway Park.
SECTION 2. SOURCE Quimby Fund Balance
Fund Activity Account Amount
152 29301 $20,852
ADOPTED THIS 6th day of March, 2013.
David H. Ready, City Manager
ATTEST:
James Thompson, City Clerk
CERTIFICATION
STATE OF CALIFORNIA )
COUNTY OF RIVERSIDE ) ss.
CITY OF PALM SPRINGS )
I, JAMES THOMPSON, City Clerk of the City of Palm Springs, hereby certify that
Resolution No. is a full,true and correct copy, and was duly adopted at a
regular meeting of the City Council of the City of Palm Springs on March 6, 2013, by
the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
James Thompson, City Clerk
City of Palm Springs, California