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Home My WebLink About6/2/2004 - STAFF REPORTS (18) DATE: June 2, 2004 TO: City Council FROM: Director, Department of Parks and Recreation AMENDMENT#6 TO AGREEMENT#4372 WITH PAC WEST LAND CARE, INC. RECOMMENDATION: That City Council extend Agreement#4372 between the City of Palm Springs and Pac West Land Care, Inc. for one year beginning July 1, 2004, and approve Amendment#6 to that agreement. SUMMARY: Pac West Land Care, Inc. (Pac West) is the City's contractor for parks maintenance services. The term of the Agreement #4372 was for three years commencing July 1, 2001 with two one-year options, renewable at the sole discretion of the City. Staff is recommending a one-year extension to the agreement due, in large part, to Pac West agreeing to forgo its annual CPI increase as stated in its letter dated April 12, a copy of which is attached, and to allow for uninterrupted service to the City. Also, staff is recommending the approval of Amendment #6 to Agreement #4372 to compensate Pac West for maintenance services to several new landscape projects in the city and eliminate maintenance services to the Convention Center while it is under construction. These changes will result in an annual decrease of$6,249.12, for a new contract amount of $908,288.58 for fiscal year 2004-05. BACKGROUND: The preliminary budget forecast that staff developed during the budget process included a 3.2% CPI increase to the parks maintenance contractor. Since that time, staff asked the President of Pac West to forgo its annual cost-of-living increase for the coming fiscal year due to the City's impending budget deficit. The City received a letter dated April 12 from Pac West's Vice President, agreeing to this request, which will result in savings to the City's 2004-05 budget. Based upon Pac West's generous offer in response to the City's request and its commitment of support during the financial crisis, staff is recommending that the City's agreement with Pac West be extended for one year to July 1, 2005. Also, the City recently completed or will soon complete several new landscape projects in the city, which will require an amendment to the parks maintenance contract with Pac West forthe coming year.The following changes to the contract are being recommended: IoA AMENDMENT#6 TO AGREEMENT#4372 WITH PAC WEST LAND CARE, INC. DATE: June 2, 2004 PAGE: Two Base contract amount for fiscal year 2004-05 $914,538 Less - Convention Center (annual amount) (23,058) Add - Prairie Schooner lot (annual amount) 5,253 Add - Median at Ave. Caballeros &Alejo (annual amount) 2,376 Add - Median at N. Sunrise & San Rafael (annual amount) 7,068 Add - Median at S. Palm Canyon & Sunny Dunes (annual amount) 2,112 New contract amount for Fiscal Year 2004-05 $908,289 Net contract decrease for Fiscal Year 2004-05 ($ 6,249) Payment for the Prairie Schooner lot will be billed to the City's Redevelopment Agency, which, in turn, will be reimbursed a portion of the total cost by the lessee of the lot. All of the above contract adjustments are based on unit prices for required maintenance tasks in each location. Both the monthly and annual amounts are consistent with those for similar tasks in other areas of the community and in the original Agreement#4372. OTT MIKESELL, Director Department of Parks and Recreation City Manager C.� ATTACHMENTS 1. Letter dated April 12, 2004 from Pac West Land Care, Inc. 2. Amendment#6 to Agreement#4372 3. Minute Order REVIEWED BY DE'PTOF FINANCE N/13/2004 17: 46 76e3239345 PAC WEST LAND CARE PAGE 02 Pac West Land Care, Inc, ~ Landscape Management April 12, 2004 401 South Palm Springs P.O.Box 2743 Palm Springs, CA 92262 Re: CPI increases for the coming fiscal year Dear Scott, On March 26`h the City of Palm Springs stated that they were facing a significant budget shortfall for the coming fiscal year July 112004, asking for our support during these difficult times. The partnership the City of Palm Springs and Pac West has had for the past three years has been a successful one,and look forward for many years to come.Because of our success in the past and the relationship we have grown to, Pac West Land Care will support and forgo our cost-of-living increase for the upcoming fiscal year. If you should have any question or if I can be of further assistance please do not hesitate to call me at(760)323-9341. since /ly, Paul Rasmussen Vice President � 1 2000 Executive Dr. Palm Springs CA, 92262 Contractors' license: C27-507277 (760) 323-9341 (800) 464-PWLC FFN; (760) 323-9345 CDFR Pest Control Operotors' license: 38925 AMENDMENT NO.6 TO AGREEMENT NO, 4372 CONTRACT SERVICES AGREEMENT THIS SIXTH AMENDMENTTO THE CONTRACT SERVICES AGREEMENT(herein"Sixth Amendment'),made and entered into on the day of ,2004, 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 and 5 by and between the same parties. 1. Section 2.1,"Contract Sum"The Contract Sum is decreased by$6,249.12 from$914,537.70 per year to$908,288.58 peryear through June 30,2005 2. Exhibit A, "Scope of Services," Section 2.01, shall be amended to delete the following from the landscaped areas to be maintained under the provisions of the Contract: Y. Convention Center-Amado and Avenida Caballeros, southwest corner 3. 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: TT. Prairie Schooner Lot UU. Median Island at Avenida Caballeros and Alejo Road VV. Median Island at North Sunrise Way and San Rafael Road WW. Median Island at South Palm Canyon Drive and Sunny Dunes Road 4. Exhibit C,"Schedule of Compensation,"is hereby amended to delete the following from the"Bid Schedule"and the attached "Parkways Fundamental Task Lists/Frequency Schedules:" LOCATION ANNUAL COST Convention Center $23,058.00 5. 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:" LOCATION ANNUALCOST Prairie Schooner Lot $ 5,252.88 Median Island at Avenida Caballeros and Alejo Road $ 2,37600 Median Island at North Sunrise Way and San Rafael Road $ 7,068.00 Median Island at South Palm Canyon Drive and Sunny Dunes Road $ 2,112.00 6. 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 Sixth 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. ld,Tq II 10/31/2003 16:23 3239345 PAC WEST LAND CARE PAGE 01 µ a � y Pac West Land Care, Inc. Landscape Management October 28, 2003 CITY OF PALM SPRINGS Attn: Ted Molhoek P.O. Box 2743 Palm Springs, CA 92263-2743 Re: Monthly landscape maintenance for spa hotel parking lot. Dear Ted, PAC WEST LAND CARE INC. is pleased to submit its proposal for spa hotel parking lot monthly landscape maintenance for the City of Palm Springs. This proposal includes all materials, equipment and supervision necessary to complete the following work. Total cost moilthly Annual $437.74 $5,252.88 If you should have any questions or if I can be of further assistance please de not hesitate to call me at(760) 345-1827. Sinc ly, oe Paul Rasmussen � n Vice President 4/ 2000 Executive Dr. Palm Springs CA, 92262 Contractors' Llcense: C27-507277 (760) 323-9341 (800) 464-PWLC FAX: (760) 323-9345 CDFA Pest Control Operators' License: 38925 05/17/2004 12:37 7603239345 PAC WEST LAND CARE PAGE 01 Pac West Land Care, Inc. Landscape Management May 13,2004 City of Palm Springs Attn: Ted Molhoek P.C.Doze 2743 Palau Springs,CA 92263-2743 Re: Avenida Caballeros and A.lejo medians Dear Ted, PAC WEST LAND CARE INC. is pleased to submit its proposal for Avenida Caballoms and Alejo medians for parkways that you requested on May 11m would be a monthly cost o£$198.00 and an annual total o£$2,376.00. If have overlooked anything please contact me right away. Authorized by: Date: Ted Molhoek City of Palm Springs T',,Ou should have any questions or if can be o££urther assistance please do not hesitate to call me at(760)323-9341. Sincerely, Paul Rasmussen Vice President 2000 Executive Dr. Balm Springs CA, 92262 — Contractors' Ucense: C27-507277 (760) 393-9341 (800) 464-PUAC FAX: (760) 323.9345 CDFA Pest Control Operators' license: 38925 Pac West ,------------ ]Land Care, Inc. Landscape Management May 13, 2004 CITY OF PALM SPRINGS Attn: Ted Molhoek P.O. Box 2743 Palm Springs, CA 92263-2743 Re: north sunrise way mediums Dear Ted, The general maintenance frequency schedule and annual cost for north sunrise way mediums for parkways that you requested on May 1 Ith would be a monthly cost of$589.00 and an annual total of$7,068.00. If I have overlooked any thing please contact me right away. If you should have any questions or if I can be of further assistance please do not hesite to contact me at 760-323-9341. Authorized by: date: Ted Molhoek If you should have any questions or if I can be of further assistance please do not hesitate to call me at(760) 345-1827. Sincerely,,, Paul Rasmussen / o//�Q, 07 Vice President 2000 Executive Or. Palm Springs CA, 92262 Contractors' License: C27-507277 (760) 323-9341 (800) 464-PWLC FAX: (760) 323-9345 CDFA Pest Control Operators' License: 38925 Pae West Land Care, Inc. Landscape Management May 13, 2004 CITY OF PALM SPRINGS Attn: Ted Molhoek P.O. Box 2743 Palm Springs, CA 92263-2743 Re: North Palm Canyon Dr. and Sunny Dunes mediums Dear Ted, The general maintenance frequency schedule and annual cost for Phi Palm Canyon Dr. and Sunny Dunes mediums for parkways that you requested on May 1 lch would be a montlAy cost of $176.00 and an annual total of$2,112.00. If I have overlooked any thing please contact me right away. If you should have any questions or if I can be of further assistance please do not hesite to contact me at 760-323-9341. Authorized by: dater Ted Molhoek If you should have any questions or if 1 can be of further assistance please do not hesitate to call me at(760) 345-1827. Sincerely, I ITO Paul Rasmussen Vice President 2000 Executive Dr. Palm Springs CA, 92262 Contractors' License: C27-507277 (760) 323-9341 (800) 464-PWLC FAX: (760) 323-9345 CDFA Pest Control Operators' License: 38925 MINUTE ORDER NO. EXTENDING AGREEMENT #4372 BETWEEN THE CITY OF PALM SPRINGS AND PAC WEST LAND CARE, INC. FOR ONE YEAR BEGINNING JULY 1, 2004, AND APPROVING AMENDMENT#6 TO THAT AGREEMENT. I HEREBY CERTIFY that this Minute Order, extending Agreement#4372 between the City of Palm Springs and Pac West Land Care, Inc. for one year beginning July 1, 2004, and approving Amendment#6 to that agreement, was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 2nd day of June, 2004. BY: PATRICIA A. SANDERS City Clerk o j