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Home My WebLink About5/7/2003 - STAFF REPORTS (8) DATE: May 7, 2003 TO: City Council FROM: Director, Department of Parks, Recreation and Facilities AMENDMENT#4 TO AGREEMENT#4372 WITH PAC WEST LAND CARE, INC. RECOMMENDATION: That City Council approve Amendment #4 to Agreement #4372 with Pac West Land Care, Inc. in the amount of $1,416 for annual landscape maintenance services to new median islands. SUMMARY: Periodically, the City finds the need to add or delete services to one of its many contractual agreements due to a variety of changing conditions. The recommended amendment adds landscape maintenance duties forthree recently- constructed median islands. The amendment is subject to all the terms and conditions of the original agreement, and the unit prices provided are consistent with those awarded in the original agreement on June 20, 2001. Staff believes there would be no cost-effective advantage gained through seeking pricing for the services from another contractor due to the economies of scale achieved by amending the agreement with Pac West Land Care, Inc. BACKGROUND: The City recently constructed three median islands, one across from Frances Steven Park on North Indian Canyon Drive and two at the intersection of Ramon Road and Sunrise Way(one west of Sunrise Way on Ramon Road and one north of Ramon Road on Sunrise Way). Since these islands' landscape will have to be maintained, staff has determined that it will be most cost effective if the City contracts with Pac West Land Care, Inc. (PWLCI) for the maintenance. PWLCI agrees to perform these maintenance duties for a total of$1,416 annually. This amount is for the maintenance of the Ramon Road/Sunrise Way medians only. PWLCI and City staff have reached a mutual agreement that since the new median island on North Indian Canyon Drive across from Frances Stevens Park is of comparable size to the previously maintained islands on Indian Canyon and Palm Canyon, there is no need to increase or decrease the current contract amount for the new island's maintenance. 6 /q AMENDMENT#4 TO AGREEMENT#4372 WITH PAC WEST LAND CARE, INC. DATE: May 7, 2003 PAGE: Two Funds are available in Account Number 001-245 1-43580. SGOTT MIKESELL, Director LjDepartment of Parks, Recreation and Facilities APPROVED-- City Manage— r / ATTACHMENTS 1. Amendment#4 to Agreement#4372 2. Minute Order REVIEWED BY DEPT,OF FINANCE AMENDMENT NO.4 TO AGREEMENT NO. 4372 CONTRACT SERVICES AGREEMENT THIS FOURTH AMENDMENT TO THE CONTRACT SERVICES AGREEMENT(herein"Fourth Amendment'), made and entered intoonthe day of 2003,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 and 3, by and between the same parties. 1. Section 2.1,"Contract Sum."The Contract Sum is increased by$1,416.00,from$890,465.70 per year to$891,881.70 per year through June 30, 2003. 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: 00. Median islands located at North Indian Canyon Drive across from Frances Stevens Park RR. Two median islands located at the intersection of Ramon Road and Sunrise Way(one west of Sunrise Way on Ramon Road and one north of Ramon Road on Sunrise Way) 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" LOCATION ANNUAL COST North Indian Canyon Drive Median Islands across from Frances Stevens Park $ 0 Ramon Road/Sunrise Way Median Islands $1,416.00 4 Except as expressly stated herein, all terms and conditions of the Agreement shall remain unchanged and in full force and effect IN WITNESS WHEREOF,the parties have executed and entered into this Fourth Amendment as of the date stated above. ATTEST: CITY OF PALM SPRINGS, CALIFORNIA City Clerk City Manager APPROVED AS TO FORM: CONTRACTOR: By: City Attorney Pac West Land Care, Inc. Co 3 PARKWAYS FUNDAMENTAL TASK LIST/FREQUENCY SCHEDULE (DETAIL) LOCATION: Ramon Road/Sunrise Way(2 Median Islands) FUNDAMENTALTASK FREQUENCY UNIT UNIT COST ANNUAL SCHEDULE COST MULTIPLIER COST Aenfy turf Apply pre-emergent herbicide-landscape areas H-Quarterly x 4 Apply pre-emergent herbicide-turf areas Blow off bike paths/remove sand Blow off walks, curbs,gutters&landscape D-Weekly x 52 Clean drinking fountains, benches&fixtures Clean parking lots Clean/trim atriums Control nuisance pests D-Weekly x 52 Cultivate beds D-Weekly x 52 Empty trash receptacles/clean lids&ashtrays Fertilize ornamentals&annuals G-Bi-Monthly x 6 Fertilize turf Herbicide walks&landscape areas F-Monthly x 12 Irrigate(manually) Maintain/repair irrigation D-Weekly x 52 Maintain/water indoor plants Pickup/remove litter&debris D-Weekly x 52 Plant annuals Power edge all areas Power mow turf Power-string trim all areas Prune/trim/shape/stake trees D-Weekly x 52 Rake/remove leaves D-Weekly x 52 Remove graffiti D-Weekly X 52 Remove weeds/rake out sand landscape D-Weekly x 52 Renovate/overseed turf Spray insecticides D-Weekly x 52 Spray olive trees Spray pine trees Steam clean hardscape Trim hedges/shrubs G-Bi-Monthly x 6 Trim all trees I-Bi-Annually x 2 Wash down outside corridors/passageways/around buildings PAGE TOTAL:$ 1,416 00 r �� PARKWAYS FUNDAMENTAL TASK LIST/FREQUENCY SCHEDULE (DETAIL) LOCATION: North Indian Canyon Drive across from Frances Stevens Park FUNDAMENTAL TASK FREQUENCY UNIT UNIT COST ANNUAL SCHEDULE COST MULTIPLIER COST Aerify turf Apply pre-emergent herbicide-landscape areas H-Quarterly x 4 Apply pre-emergent herbicide-turf areas Blow off bike paths/remove sand Blow off walks,curbs, gutters&hardscape D-Weekly x 52 Clean drinking fountains, benches&fixtures Clean parking lots Clean/trim atriums Control nuisance pests D-Weekly x 52 Cultivate beds D-Weekly x 52 Empty trash receptacles/clean lids&ashtrays Fertilize ornamentals&annuals G-Bi-Monthly x 6 Fertilize turf Herbicide walks&landscape areas F-Monthly x 12 Irrigate(manually) Maintain/repair irrigation D-Weekly x 52 Maintain/water indoor plants Pickup/remove litter&debris D-Weekly x 52 Plant annuals Power edge all areas Power mow turf Power-string trim all areas Prune/trim/shape/stake trees D-Weekly x 52 Rake/remove leaves D-Weekly x 52 Remove graffiti D-Weekly X 52 Remove weeds/rake out sand landscape D-Weekly x 52 Renovate/overseed turf Spray insecticides D-Weekly x 52 Spray olive trees Spray pine trees Steam clean hardscape Trim hedges/shrubs G-Bi-Monthly x 6 Trim all trees I-Bi-Annually x 2 Wash down outside corridors/passageways/around buildings PAGE TOTAL:$ 00 6 MINUTE ORDER NO. APPROVING AMENDMENT #4 TO AGREEMENT #4372 WITH PAC WEST LAND CARE, INC. IN THE AMOUNT OF$1,416 FOR ANNUAL LANDSCAPE MAINTENANCE SERVICES TO NEW MEDIAN ISLANDS. I HEREBY CERTIFY that this Minute Order,approving Amendment#4 to Agreement#4372 with Pac West Land Care, Inc. in the amount of$1,416 for annual landscape maintenance services to new median islands, was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 71h day of May, 2003. BY: PATRICIA A. SANDERS City Clerk