HomeMy WebLinkAbout4/11/2012 - STAFF REPORTS - 2.L. OF PALM S
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°..,E City Council Staff Report
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Date: APRIL 11, 2012 CONSENT CALENDAR
Subject: AMENDMENT #7 TO AGREEMENT NO. 5300, CONTRACT
SERVICES AGREEMENT WITH MERCHANTS LANDSCAPE
SERVICES FOR LANDSCAPE MAINTENANCE AT ANIMAL
SHELTER.
From: City Manager
Initiated By: Director of Public Works/City Engineer
SUMMARY
Approval of this amendment will authorize Merchants Landscape Services,
("Contractor")to add the Animal Shelter to the list of facilities that require landscape
maintenance services for a total increased amount of$27,892 annually.
RECOMMENDATION:
1) Approve Amendment No. 7 to Agreement No. 5300 in the amount of
$27,892.00 per year, for a total annual contract amount of up to
$1,257,156.17.
2) Authorize the City Manager to execute all necessary documents.
STAFF ANALYSIS:
In June 2006 City Council approved Agreement No. 5300 with Merchants
Landscape Services ("Contractor")for the maintenance of parkways citywide. The
original amount of this contract was $573,728 per year. This Agreement had a 3-
year term ending in June 2009 with two additional 2-year options renewable at the
discretion of the City Manager and the mutual consent of Contractor. Both 2-year
options were exercised such that the Agreement expiration date is now June 2013.
In June of 2007 City Council approved Amendment No. 1 to this agreement adding
maintenance of all Parks to this contract at an additional cost of$602,875 peryear.
In March 2008 City Council approved Amendment No. 2 to this Agreement for the
planting of 135 tree wells downtown at a one time cost of $82,948.95. The work
underAmendment No. 2 has been completed. In December2010 Council approved
Amendment#3 at an increased annual amount of$9,957.81 for additional medians
and facilities and removing the County building.Amendment#4 reduced the annual
amount by $10,719.04 due to removing 3 areas from the maintenance list.
Amendment#5 further reduced the annual amount by $1,252.03 due to reduction
in the amount of medians maintained as well as some one time increases and
decreases concerning plants and over-seeding.Amendment#6 was a onetime cost
for additional service on one facility for 1 month and 18 days.
ITEM NO.. a L
City Council Staff Report
April 11, 2012 — Page 2
Amendment No. 7 for Merchants Landscape
The total Current Annual Contract is $ 1,229,264.17 (which includes the 11/12 FY
1.54% CPI Increase). In January 2012 an amendment was proposed for this work
in the amount of$27,892. Staff was directed to discuss the increased costs with
Randy Purnel, the Landscape Architect for the shelter. Staff met several times with
Mr. Purnel and on February 27, 2012 he provided the City with a revised task list
that significantly increased the number and frequency of tasks and therefore
increased the cost of landscape maintenance at the shelter. Staff is therefore
proposing the original scope of work from Randy Purnel's recommendation and
asking for Council concurrence in the $27,892 amount.
This Amendment#7 proposes to add the maintenance services,forthe new Animal
Shelter, located at 4575 East Mesquite Avenue, per the guidelines of the Animal
Shelter's Landscape Architect, for an annual increase of $27,892.00, for a total
Amended Annual Contract Amount of$1,257,156.17
FISCAL IMPACT:
Sufficientfunds are available in Account No. 001-2451-43240 (Parks Maintenance
Other Contractual Services) for Fiscal Year 2011/12 and will similarly be budgeted
for the subsequent fiscal year.
Submitted
4�0—
David J. Barakian
Director of Public Works/City Engineer
Approved
Thomas J. VAson David H. Ready
Assistant City Manager City Manager
Attachments:
1. Amendment No. 7
2. Randy Purnel Letter
02
AMENDMENT NO. 7 TO CONTRACT SERVICES AGREEMENT NO. 5300
WITH MERCHANTS LANDSCAPE SERVICES, INC. FOR
PARKS, PARKWAYS AND LANDSCAPE DISTRICT LANDSCAPE MAINTENANCE SERVICES
The following articles of Agreement No. 5300 are hereby amended as follows:
THIS SEVENTH AMENDMENT TO THE CONTRACT SERVICES AGREEMENT(herein"Seventh
Amendment'), made and entered into on this day of 2012, by the City of
Palm Springs(herein "City"), a charter city organized and existing in the County of Riverside, under
the laws of the State of California, and Merchants Landscape Services, Inc. (herein "Contractor"),
amends that certain Contract Services Agreement dated June 30,2006(herein"Agreement')by and
between the same parties.
SECTION 2.1 "Contract Sum"-The Contract Sum of$1,238,645.27 includes an additional annual
charge for landscape maintenance for the new Animal Shelter located at 4575 East Mesquite
Avenue, per the guidelines of the Animal Shelter's Landscape Architect, in the amount of
$27,892.00.
This Amendment#7 is for an annual cost of$27,892.
Agreement Number: 5300
Original:
City Council Approval: June 30, 2006
Contract Amount: $ 573,728.00 (annually)
Amendment#1:
City Council Approval: June 20, 2007
Amount of Amendment#1: $ 602,874.00 (annually)
Amendment#2:
City Council Approval: March 19, 2008
Amount of Amendment#2: $ 82,948.95 (one time cost only)
Other Annual Increases:
Director of Parks & Rec Approval: February 28, 2008
Indian @ Palermo Maintenance $ 4,728.00
maintenance began 12/01/07
Other Annual Changes (Decreases):
Approved by Council: March 5, 2008
Dissolution of District 6B $( 1,750.00)
Decrease of District 7 Costs $( 7,466.00)
Approved by Council: February 13, 2008
Asst Drctr of Parks & Rec Approval: July 28, 2009
Decrease of District 8 Costs $( 4,870.00)
3.9% CPI Increase-2008/2009 FY:
Parkways $ 21,826.04
Parks $ 23,512.09
Indian@Palermo $ 184.39
03
Merchants Landscape Services
Amendment No. 7, Page 2
Amendment#3 - $9,957.81 Annuallv:
Eight Additional Landscape Maintenance Areas
Smoke Tree Commons $ 8,919.00
Warm Sands Medians $ 5,337.00
Sunrise Median @Enclave $ 7,184.00
County Building $ 22,821.00
New ABOP Center $ 4,269.00
N/S Riverside Dr. $ 989.64
Sunquitz Plaza Medians $ 7,686.00
Escena Medians (V.C. east of GAT) $ 8,028.72
Annual "as needed" R&R services $ 5,000.00
Remove Convention Center& Lots $( 60,276.55)
TOTAL Amount of A#3 $ 9,957.81
Contract Amount Including A#3 $1,222,724.32
Amendment#4 - $(10,719.04)Annually:
Warm Sands Medians (Reduced) $( 4,826.16)
V.I.P. Motors (Removed) $( 7,183.65)
Camelot Villas (Removed) $( 3,709.23)
Additional Increase:
Annual "as needed" R&R services $ 5,000.00
(for a total of$10,000 per year)
TOTAL Amount of A#4 $( 10,719.04)
Contract Amount Including A#4 $1,212,005.30
Amendment#5 - $(4,130.26):
Additional SgFt of Tahquitz Median $ 1,202.95 (annual increase)
Remove Caballeros/Alejo Median $( 2,454.98) (annual reduction)
Additional Plants (MtnGateDist10-1) $ 3,080.00 (one time cost)
Additional Plants (MtnGateDist10-2) $ 6,701.50 (one time cost)
Reduce Dog Park Over-seeding $( 411.19) (one time reduction)
Reduce DeMuth Park Over-seeding $( 12,248.54) (one time reduction)
TOTAL Amounts of A#5:
Annual Decrease $( 1,252.03)
Total Amended Annual Contract
(including 1.54% CPI for 11/12FY) $ 1,229,264.17
Total One Time Decrease $( 2,878.23)
Amendment#6—$3,699.89:
New Animal Shelter(1 mo&18days)
(for period of Nov 13-Dec 31, 2011) $ 3,699.89 (one time cost)
Amendment#7—$27,892.00 Annually:
New Animal Shelter $ 27,892.00 (annual increase)
Total Annual Contract $1,257,156.17
Charge to Account Number 001-2451-43240
04
Merchants Landscape Services
Amendment No. 7, Page 3
Except as specifically amended by this Amendment No. 7, all terms and provisions of Agreement
No. 5300 and all preceding executed amendments remain in full force and effect
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"
Merchants Landscape Services, Inc.
1639 East Edinger Avenue, Suite C
Santa Ana, CA 92705
Date: By:
Mark Brower, President
05
WAM
RPLA
RANDY PURNEL LANDSCAPE ARCHITECT
44-536 Portola Ave. Palm Desert CA. 92260
760.636.1922 rpumel@rpla.net
October 29, 2011
Mr. David Ready
Palm Springs City Manager
3200 E. Tahquitz Canyon Way
Palm Springs CA. 92262
Re; Palm Springs Animal Shelter Landscape Maintenance
Mr. Ready,
Per Allen Smoot I would like to present my intent of landscape maintenance for the new Animal
Shelter.
Background:As you know early in the design this project was to signify the cities effort in
contributing to sustainable design and achieve or meet a high LEED Standard. In doing so and to my
enthusiasm I planned the landscape design to take advantage of as many opportunities as possible
in establishing these standards; use of reclaimed water,selecting drought tolerate plantings,
preserving the established indigenous Smoke Trees, minimizing the importing of inert materials and
utihiingcurre-nl-tecchnology in 4-eveFprng a smartirrTgatton system.
In my perception this sustainable effort should not stop at the design and development of the project
but should carry on,extending the benefit for years beyond in maintenance practices, therefore my
planting and irrigation design efforts will reflect maintenance savings through the following
explanation.
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The design intent is to allow the outer most perimeter of this property and the adjacent natural
environment merge seamlessly into the inter most planned and built landscape.
■ The ground plane including a finely established patina of natural occurring micro plantings
will visually support this transition.
■ All plantings are encouraged to develop as would be seen in their natural state.
+ Smoke trees shall remain as is including perceived dead branches, which support the upper
canopy and establishment habitat for various animals.
Palm tree fronds shall be allowed to skirt as appear in their natural state and or shall meet
City of Palm Springs ordinance.
+ In this use,the Palo Verde, Palo Blanco and Mulga trees shall be allowed to grow to their full
size with pruning only to prevent defects and promote good structure. Excessive pruning
results in overgrowth, stress, shorten life span and place people and property at risk.
o Prune only to ANSI Standards
o Trees with good structure have;
■ Single dominant leader
■ Strong branch unions without bark inclusion.
■ A Balanced canopy
no lions-tailing
no over-lifting
o Tree pruning dose shall be within the following guidelines.
■ Low pruning dose(5-20%of foliage removed)
■ High pruning dose(>-20%of foliage removed)
+ All shrubs shall grow to their full size and shape, pruning only damaged or dead braches.
+ Grasses shall remain full in form and shall grow to their natural shape. Excessive shearing to
remove unattractive foliage will shorten the life of the plant. Plenty of water and hand
removal of straw is recommended.
+ Desert Accent plants shall grow to their natural shape with removal of only dead leafs.
Undue removal of foliage is discouraged.
o Agave weberi by design have been specifically placed in an array shown per plan.
The loss of one or more of these plants will disengage this rhythm.Agave species in
general have a predator that will kill any plant in a short amount of time,effort and
expense shall not be overlooked in controlling pests associated to these plants.
+. Flowering and Trailing Ground Cover shall grow to their natural-shape with removal of only
damaged or dead foliage.
o Dalea greggii within raised planters are intended to build up and cascade up to and
over the planters, softening the edges.
__ _ _o_:Over years Dalea greggii wilt build-uRbulk,reduction shaltbe accom 1p ished_by
selectively pruning and or thinning-out the bulk. Shearing is discouraged.
+ Inert ground cover inclose proximity of all public views shall remain clean from debris. The
upper inch of soil shall be slightly cultivated exposing natural aggregate,establishing a clean
and fresh appearance. Excessive raking is discouraged.
2 t i
• Inert ground cover directly out of view from the public shall remain free from debris, routine
raking or cultivating is not necessary and is discouraged but removal of foreign planting shall
occur. The intent of these areas is to allow the native landscape merge into the planned
landscape.Allowing native planting to populate is encouraged within reason.The balance of
the native and planned landscape is subjective and shall be further discussed for
determining what is appropriate for this site.
Water use can be greatly reduced as the plantings mature.The design intent is to supplement the
indigenous plantings with only enough water to retain an appearance slightly improved than seen in
their natural state, Excessive water will promote excessive growth, disease and stress that equates
to increased and unnecessary maintenance, and shorten plant life.
Smart irrination control is new technology and will be resistant to some. This system has been
integrated into the design in order to minimize hours normally needed to adjust the seasonal watering
schedule and to maximize water conservation. Proper understanding, programming and operation of
this controller and related irrigation components are of most importance to achieve this goal.This tool
shall not be disregarded.
Plant fertilization in general terms is not essential in the development and sustainability of desert
plantings.
My belief is an unconventional approach to landscape maintenance practices shall occur to this site
in order for the garden to mature and provide timeless beauty.
As a service to my most prominent projects, I offer gratis lifetime bi-annual review and consulting with
the owners representatives and or maintenance team in order to retain the design intent, to further
determine modifications in the care and to improve the gained knowledge to all.
Randy Purnel
08
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