HomeMy WebLinkAbout5/18/2005 - STAFF REPORTS (23) CITY COUNCIL MAY 18, 2005
NEW BUSINESS
SUBJECT: AMENDMENT NO. 8 TO CONTRACT SERVICES AGREEMENT
WITH PAC WEST LAND CARE, INC.
FROM: David H. Ready, City Manager
BY: Department of Parks and Recreation
SUMMARY:
City Council will consider approving Minute Orders that will extend Agreement No.
4372 with Pac West Land Care, Inc. for the remaining year of the allowable term of
the original contract and approve Amendment No. 8 to Agreement No.4372, adding
certain maintenance services to the contract for an additional amount of $63,815
per year.
RECOMMENDATION:
1. Approving Minute Order No. extending Agreement No. 4372 with
Pac West Land Care, Inc. for one year beginning July 1, 2005.
2. Approving Minute Order No. , approving Amendment No. 8 to
Agreement No. 4372 with Pac West Land Care, Inc. in the amount of $63,815
per year.
3. Authorize the City Manager to execute all necessary documents.
STAFF ANALYSIS:
The City of Palm Springs entered into the current maintenance agreement with Pac
West Land Care, Inc. in June 2001. This original agreement was for a term of three
years, with two one-year options allowed at the discretion of the City. The
maintenance services to be performed were for the City's 41 parkway locations and
eight assessment and landscape maintenance districts. Since that time, there have
been several amendments done to the original agreement for a number of reasons.
Amendment No. 1 was approved in August 2001 shortly after the original contract
was executed because the contractor maintaining the City's parks essentially quit
and Pac West was the next highest bidder for the parks contract.
Amendment No. 2 added the Flora Vista Assessment District #9 on Sunrise Way
in February 2002.
Amendment No. 3 reduced the contract sum by roughly $80,000 per year by
removing the Tennis Center and services in the Central Business District in August
2002.
Item No. 5 . B .
AMENDMENT No. 8 TO CONTRACT SERVICES AGREEMENT W ITH PAC WEST
LAND CARE, INC.
DATE: May 18, 2005
PAGE: Two
Amendments No. 4 and No. 5 added median islands near Frances Stevens Park,
Sunrise Way and Ramon Road, and on Gene Autry Trail in August 2003 and March
2004.
Amendment No. 6 in June 2004 again added three additional median islands to the
contract along with the Prairie Schooner Parking Lot. The contractor also waived its
right to a cost of living increase at the request of the City due to the ongoing budget
deficit.
Amendment No. 7 was completed just this past November and added the Mountain
Gate Assessment District #10 to the overall contract.
Within the next several months, the City will complete five different projects
throughout the community that will require the maintenance services of the City's
contractor, Pac West Land Care, Inc. These five locations will be added to the
contractor's maintenance program as they are completed and the construction
maintenance periods expire.
As mentioned above, the contractor relinquished its right to a cost of living
adjustment in July 2004, but, due to the continual rising cost of materials and
employee costs, it is not able to do so again in 2005. The Finance Department has
calculated the allowable CPI increase to be 4.4%as determined bythe contractwith
Pac West Land Care, Inc. This amount will be added to the total current contract
cost of $944,470.21 for the 67 parkway, assessment district and park properties
currently being maintained. The new contract amountwill be$986,026.92, inclusive
of the allowable $41,556.71 CPI adjustment.
The following four locations will be added to the maintenance contract in the coming
months at the annual amounts shown.
• Palm Springs Entry Sign on N. Palm Canyon Dr. $ 5,916 per year
• Palm Springs Visitors Center $ 6,732 per year
• Convention Center, Southeast Lawn & Landscape $ 6,623 per year
• Mountain Gate II Parkway Maintenance District $ 44,544 per year
Total Additions $ 63,815 per year
It should be noted that Mountain Gate II is a parkway maintenance district and no
General Fund monies will be used for the maintenance.
Over the past several months, staff reviewed the existing contract with the City
Attorney and Procurement with the intent of rebidding the entire contract for fiscal
year 2005-06. However, due to the complexity of the document itself and the rapid
pace at which new functions are being added, staff and the City Attorney believe
that it would be in the City's best interest to extend the contract for the remaining
AMENDMENT No. 8 TO CONTRACT SERVICES AGREEMENT W ITH PAC WEST
LAND CARE, INC.
DATE: May 18, 2005
PAGE: Three
year as allowed and begin to work on an RFP for the next fiscal year. This will allow
both the City Attorney and staff sufficient time to fully develop a comprehensive
RFP that will serve the City's best interest by way of negotiating a contract rather
than simply bidding the document and being left with a low bid contractor.
FISCAL IMPACT:
The current contract with Pac West Land Care, Inc. is valued at $944,470.21. The
allowable CPI increase due July 1, 2005 will increase this amount by $41,556.71,
for a contract value of $986,026.92. As the year progresses, the value of the
contractwill reach $1,049,841.92 when all fourof the current projects are completed
and released to the City for maintenance.
Scott Mikesell, Director David H. Ready, Cify � er
Department of Parks and Recreation
AMENDMENT NO. 8 TO AGREEMENT NO. 4372
CONTRACT SERVICES AGREEMENT
THIS EIGHTH AMENDMENT TO THE CONTRACT SERVICES AGREEMENT (herein "Eighth
Amendment'), made and entered into the day of , 2005, by the City of
Palm Springs (herein"City"), a municipal corporation, and Pac West Land Care, Inc. (herein"Contractor"),
amends that certain Contract Services Agreement dated June 20, 2001 (herein "Agreement'), including
Amendments 1, 2, 3, 4, 5, 6 and 7 by and between the same parties.
1. Section 2.1,"Contract Sum."The Contract Sum is increased by$105,371.71 ($41,556.71 CPI increase;
$63,815.00 new services)from$944,470.21 per year to$1,049,841.92 peryearthrough June 30,2006.
2. Exhibit A, "Scope of Services," Section 2.01, shall be amended to add the following parkways to the
landscaped areas to be maintained under the provisions of the contract:
YY. Palm Springs Entry Sign on N. Palm Canyon Dr.
ZZ. Palm Springs Visitors Center
AAA. Convention Center, Southeast Lawn & Landscape
BBB. Mountain Gate II Parkway Maintenance District
3. Exhibit C, "Schedule of Compensation," is hereby amended to add the following to the "Bid Schedule"
and the attached "Parkways Fundamental Task Lists / Frequency Schedules:"
ANNUAL COST
Palm Springs Entry Sign on N. Palm Canyon Dr. $ 5,916
Palm Springs Visitors Center $ 6,732
Convention Center, Southeast Lawn & Landscape $ 6,623
Mountain Gate II Parkway Maintenance District $ 44,544
Annual cost to be prorated monthly, based on actual services performed.
4. Except as expressly stated herein, all terms and conditions of the Agreement shall remain unchanged
and in full force and effect.
IN WITNESS WHEREOF, the parties have executed and entered into this Eighth Amendment as of the
date stated above.
ATTEST: CITY OF PALM SPRINGS, CALIFORNIA
City Clerk City Manager
APPROVED AS TO FORM: CONTRACTOR:
1�
t ity At rney y/ Pac West Land Care, Inc.
I�11 a�I�ICE C'nKrr1?.A("(--'
AMENDMENT NO. 8 TO AGREEMENT NO. 4372
CONTRACT SERVICES AGREEMENT
THIS EIGHTH AMENDMENT TO THE CONTRACT SERVICES AGREEMENT (herein "Eighth
Amendment'), made and entered into the day of , 2005, by the City of
Palm Springs (herein "City"), a municipal corporation, and Pac West Land Care, Inc. (herein"Contractor"),
amends that certain Contract Services Agreement dated June 20, 2001 (herein "Agreement'), including
Amendments 1, 2, 3, 4, 5, 6 and 7 by and between the same parties.
1. Section 2.1, "Contract Sum." The Contract Sum is increased by $63,8315 from $944,470.21 per year
to $1,008,285.21 per year through June 30, 2005,
2. Exhibit A, "Scope of Services," Section 2.01, shall be amended to add the following parkways to the
landscaped areas to be maintained under the provisions of the contract:
YY. Palm Springs Entry Sign on N. Palm Canyon Dr.
ZZ. Palm Springs Visitors Center
AAA. Convention Center, Southeast Lawn & Landscape
BBB. Mountain Gate II Parkway Maintenance District
3. Exhibit C, "Schedule of Compensation," is hereby amended to add the following to the "Bid Schedule'
and the attached "Parkways Fundamental Task Lists / Frequency Schedules:"
ANNUALCOST
Palm Springs Entry Sign on N. Palm Canyon Dr. $ 5,916
Palm Springs Visitors Center $ 6,732
Convention Center, Southeast Lawn & Landscape $ 6,623
Mountain Gate II Parkway Maintenance District $ 44,544
4. Except as expressly stated herein, all terms and conditions of the Agreement shall remain unchanged
and in full force and effect.
IN WITNESS WHEREOF, the parties have executed and entered into this Eighth Amendment as of the
date stated above.
ATTEST: CITY OF PALM SPRINGS, CALIFORNIA
City Clerk City Manager
APPROVED AS TO FORM: CONTRACTOR:
By:
City Attorney Pac West Land Care, Inc.
PAC WEST LAND CARE
PARKWAYS AND MISCELLANEOUS AREAS CURRENT ANNUAL
ANNUAL CONTRACT
CONTRACT AMOUNT WITH
AMOUNT CPI INCREASE
(4.4%)
N. Riverside Dr. 6,551.13 6,83938
S. Riverside Dr 6,551 13 6,839.38
Laverne Way 1,09260 1,140.67
Ramon Parkways 8,07840 8,433.85
Gene Autry Bridge 4,53376 4,733.25
Ramada Hotel Frontage 3,797.31 3,964.39
Coco's/Downey Bank, E.Palm Canyon Dr. 6,233.59 6,507.87
Saddlerock/Diplomat 7,79160 8,13443
Canyon Sands 7,213.78 7,531 19
V.I.P., E Palm Canyon Dr. 4,86679 5,080.93
Indian Trail 2,130.57 2,224.32
Warm Sands 2,537.67 2,649.33
Golf Club Dr. 2,739.90 2,860 46
Birdie Way 3,681.22 3,84319
Cherry Hills Dr. 3,630.79 3,790.54
Cathedral Canyon Bike Path 32,151.30 33,565.96
Tahquitz Canyon Way 50,925 62 53,166.35
Civic Dr 3,88844 4,059.53
Juanita Dr. 3,888.44 4,059.53
Old DMV Building 2,63642 2,752.42
City Hall 26,059.54 27,206.16
Police Department 9,673.18 10,098.80
Corporate Yard 6,485.73 6,771.10
Las Palmas-Via Las Palmas-Mt.View PI.-Prescott Rd -Chino Dr -Vine Ave. 1,731.35 1,807.53
Indian Canyon Dr.at Tramview Rd. 2,000.30 2,088.31
Fire Station#1 605.13 631 76
Fire Station#2 5,210.33 5,43958
Fire Station#3 2,216.72 2,314.26
Fire Station#4 3,968.55 4,143.17
Fire Station#5 3,948.06 4,121 77
Fire Training Facility 1,006.45 1,05073
Mid-Valley Parkway&Bridge 14,897.17 15,552.65
Hermosa&Mountain View PI Islands 848.87 886.22
Mento&Prescott Dr. Islands 731.20 763.37
Chino Dr Islands 2,849.16 2,974.52
S. Palm Canyon Dr./Sunny Dunes Median Island 8,892.08 9,283.33
Heritage Trail Bike Path 11,684.51 12,198.63
Ave. Caballeros/Racquet Club Median Islands 1,27750 1,333.71
N Indian Canyon Median Islands at F Stevens 0.00 000
Ramon&Sunrise Way Median Islands 1,441.49 1,504.92
SUBTOTAL-PARKWAYS AND MISCELLANEOUS AREAS 254,811.43 266,023 14
PARKWAYS AND MISCELLANEOUS AREAS CURRENT ANNUAL CONTRACT
ANNUAL AMOUNT WITH
CONTRACT CPI INCREASE
AMOUNT (4.4%)
SUBTOTAL-PARKWAYS AND MISCELLANEOUS AREAS 254,811.43 266,023 14
Gene Autry Trail Median Islands 22,656.00 23,652.86
Median Island at Ave.Caballeros&Alejo Rd (Alejo Vista)* 2,376.00 2148054
Median Island at N.Sunrise&San Rafael(Hovnanian)* 7,068.00 7,378.99
Median Island at S. Palm Canyon Dr. &Sunny Dunes(KFC) 2,112.00 2,204 93
Train Station 5,320.12 5,55421
Convention Center/Convention Center North Lot 6,48262 6,767.86
Prairie Schooner Lot 5,252.88 5,48401
TOTAL-PARKWAYS AND MISCELLANEOUS AREAS 300,826.17 314,062 53
ASSESSMENT DISTRICTS
Sunrise Way(Desert Dorado) 9,963.66 10,402.06
El Cielo Rd.(Camelot Villas) 2,718.89 2,838.52
El Cielo Rd.(Rancho Park) 5,879.02 6,137.70
Chia Rd. (#6A) 1,777.57 1,855.78
Ave. Evelita,etc.(Parkside Estates)(#6B) 1,853.22 1,934.76
El Cielo Rd.(Park Sonora)(#6C) 5,10790 5,332.65
San Rafael/Sunrise Way(Sunrise Norte)(#7) 11,944.00 12,469.54
Vintage Palms(#8) 12,270.73 12,810.64
Flora Vista(#9) 14,913.98 15,570.20
Mountain Gate(#10) 42,232 20 44,090.42
TOTAL-ASSESSMENT DISTRICTS 108,661.17 113,442.27
PARKS
Baristo Park 5,170.72 5,398.23
DeMuth Park 208,347 92 217,516.23
Desert Highland Park 61,849.56 64,570.94
Frances Stevens Park 13,323.99 13,910.25
Ruth Hardy Park 76,097.64 79,445.94
Sunrise Park 98,863 19 103,213.17
Victoria Park 29,040 65 30,318.44
Palm Springs Dog Park/Muni Co-Gen Complex 5,651.32 5,89998
Desert Highland Windbreak 5,43623 5,675.42
Palm Springs Stadium&Cerritos Field 31,201.65 32,574.52
TOTAL-PARKS 534,982 87 558,522.12
TOTAL-PARKWAYS AND MISCELLANEOUS AREAS 300,826.17 314,062.53
TOTAL-ASSESSMENT DISTRICTS 108,661.17 113,442.27
TOTAL-PARKS 534,982.87 558,52212
TOTAL MAINTENANCE CONTRACT 944,470.21 986,026.92
*-Not being billed as of this date
NOTE: Overseeding($57,081 99/$59,593 60)and annuals($5,362.40/$5,598.35)amounts are included in each park amount and are paid in a
lump sum to contractor.
4/26/05
Page 2
MINUTE ORDER NO.
EXTENDING AGREEMENT No. 4372 WITH PAC WEST LAND
CARE, INC. FOR ONE YEAR BEGINNING JULY 1, 2005.
I, James Thompson, City Clerk of the City of Palm Springs, hereby certify that
this Minute Order, extending Agreement No. 4372 with Pac West Land Care, Inc.
for one year beginning July 1, 2005, was adopted by the City Council of the City
of Palm Springs, California, in a meeting thereof held on the 18th day of May,
2005.
James Thompson, City Clerk
MINUTE ORDER NO.
APPROVING AMENDMENT No. 8 TO AGREEMENT No. 4372 WITH
PAC WEST LAND CARE, INC. IN THE AMOUNT OF $63,815 PER
YEAR.
I, James Thompson, City Clerk of the City of Palm Springs, hereby certify that
this Minute Order, approving Amendment No. 8 to Agreement No. 4372 with Pac
West Land Care, Inc. in the amount of$105,371.71 per year, was adopted by the
City Council of the City of Palm Springs, California, in a meeting thereof held on
the 18th day of May, 2005.
James Thompson, City Clerk
MINUTE ORDER NO.
APPROVING AMENDMENT No. 8 TO AGREEMENT No. 4372 WITH
PAC WEST LAND CARE, INC. IN THE AMOUNT OF $63,815 PER
YEAR.
I, James Thompson, City Clerk of the City of Palm Springs, hereby certify that
this Minute Order, approving Amendment No. 8 to Agreement No. 4372 with Pac
West Land Care, Inc. in the amount of$105,371.71 per year, was adopted by the
City Council of the City of Palm Springs, California, in a meeting thereof held on
the 18th day of May, 2005.
James Thompson, City Clerk