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Home My WebLink About3/19/2008 - STAFF REPORTS - 4.A. OF 4A4/A 9 A� - V y, x �eroee. •e+• �q�,FoaHP' City Council Staff Report DATE: March 19, 2008 Consent Calendar SUBJECT: DOWNTOWN PALM TREE WELL SHRUB PLANTING FROM: David H. Ready, City Manager BY: Department of Parks and Recreation SUMMARY At the February 27, 2008 City Council meeting, staff presented planting options for a portion of the palm tree wells in the downtown as part of the mid-year budget review. Council directed staff to provide more information on 1) the addition of a plant establishment and maintenance period, and 2) the costs to include a larger area. This action would approve an amendment to the Agreement with Merchants Landscape Services to add downtown palm tree shrub planting in an amount of $82,948.95. RECOMMENDATION: 1. Approve Amendment 2 to Agreement No. 5300 with Merchants Landscape Services, Inc. to add downtown palm tree shrub planting in the amount of $82,948.95 2. Adopt Resolution No. "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS, CALIFORNIA AMENDING THE BUDGET FOR THE 2007-08 FISCAL YEAR, 3. Authorize the City Manager to execute all necessary documents. STAFF ANALYSIS: The City has been working to improve the cleanliness and overall look of the downtown. Staff has been informally polling visitors and business owners on what items were of most importance to them in creating a better look for the downtown. The condition of the palm tree wells was the item heard most. Staff met with outside landscape architects and sought direction from the Desert Horticultural Society on what plant materials would have the best success in our challenging conditions. Staff presented these options to the City Council at their ITEM NO. City Council Staff Report* March 19, 2008—Page 2 Downtown Palm Tree Well Shrub Planting meeting of February 27, 2008. At this meeting, the City Council directed staff to obtain additional information, including the cost of providing a 90-day maintenance period and pricing to expand the number of tree wells to be planted. The original costs presented were $72,935 for the planting of 135 tree wells with no establishment/maintenance costs. The revised costs with a 90-day plant establishment and maintenance period are: $82,948.95 for 135 tree wells from Alejo to Baristo; $103,548.48 for 157 tree wells from W. Chino Dr. to Baristo; and $ 123,32724 for 189 tree wells from Granvia Valmonte to Baristo. The City has heretofore entered into an agreement with Merchants Landscaping Services to provide landscape maintenance services. Under this agreement, the City may add additional work to the scope of services. Any additional work exceeding $25,000 requires City Council approval. An amendment to the original agreement modifying the scope of services to include the purchase and installation of these plants is attached. The planting concept for the palm tree wells uses desert-appropriate/low water- requiring plant material. The heat, glare, litter, and foot traffic make these planters a very challenging area for a successful landscape solution. The plant materials recommended are: Muhlengergia capillaris, Pink Muhly; Nassella tenuissima, Mexican Feather Grass; Ruellia x brittoniana `Katie', Dwarf Katie Ruella; Agave schidigera 'Durango Delight', Agave; Chrysactinia mexicana, Damintia. Each of these plants was selected for their form, color, and ability to withstand heat and abuse. The original cost to plant 135 tree wells in the downtown area was $72,935. With the addition of a 90-day plant establishment and maintenance period, the cost is $82,948.95. After the 90-day maintenance period, the City will assume responsibility for the maintenance of these plants. FISCAL IMPACT: This is not a budgeted expense. If the City Council wishes to proceed with this project a budget resolution transferring funds from Fund Balance in the amount of $82,948.95 will be needed. Sharon Heider, Director oy utzI ff, nt City Manager Department of Parks and Recreation A i istrative e i es David H. Ready, City Attachments. Resolution 0 0 0 0 C,2 Amendment to Agreement AMENDMENT NO. 2 TO AGREEMENT NO. 5300 CONTRACT SERVICES AGREEMENT THIS SECOND AMENDMENT TO THE CONTRACT SERVICES AGREEMENT (herein "First Amendment"), made and entered into on the day of March, 2008, by the City of Palm Springs (herein "City"), a municipal corporation, 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. 1. Section 2.1, "Contract Sum." The Contract Sum is increased by $82,948.95 from a maximum amount of $1,254,602.00 per year to a maximum amount of $1,337,550.95 per year for a one-time charge for fiscal year ending June 30, 2008 only. 2. Exhibit A, "Scope of Services," Section 2.01, shall be amended to add the following: JJJ. For fiscal year ending June 30, 2008 only, plant 135 tree wells in the downtown area from Alejo Road to Baristo Road and provide a 90-day plant establishment and maintenance period. 3. Exhibit C, "Schedule of Compensation," is hereby amended to add the following: Plant 135 tree wells in the downtown area from Alejo Road Baristo Road and provide a 90-day establishment and maintenance period ONE-TIME CHARGE: $82,948.95 NOTE: Schedule of compensation for all future years of this Contract are not changed by this Amendment No. 2 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 First Amendment as of the date stated above. ATTEST: CITY OF PALM SPRINGS, CALIFORNIA City Clerk City Manager APPROV A'S TO FORM: CONTRACTOR: / / By: /A/z/4 City Att rney MP h nts Landscape services, Inc. O�OO s� RESOLUTION NO. OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS, CALIFORNIA, AMENDING THE BUDGET FOR THE 2007-08 FISCAL YEAR. WHEREAS, Resolution 21901 approving the budget for the fiscal year 2007-08 was adopted on June 6,2007; 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 21901, adopting the budget for the 2007-08 fiscal year is hereby amended as follows: SECTION 1. ADDITIONS Fund Activity Account Amount 001 2451 To Be Assigned $82,948.95 General Parks Main Downtown Plantings Purpose To provide funds for the downtown planting and tree well program. SECTION 2. SOURCE Unallocated Fund Balance Fund Activity Account Amount 001 29301 $82,948.95 General Fund Balance ADOPTED THIS day of , 2008, 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 by the following vote: AYES: NOES: ABSENT: ABSTAIN: James Thompson, City Clerk City of Palm Springs, California 0000,5