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Home My WebLink About2/6/2002 - STAFF REPORTS (6) DATE: February 6, 2002 TO: City Council FROM: Director, Department of Parks, Recreation and Facilities AMENDMENT#2 TO AGREEMENT#4372 WITH PAC WEST LAND CARE, INC. RECOMMENDATION: That City Council approve Amendment #2 to Agreement #4372 with Pac West Land Care, Inc. in the amount of $14,196 for annual landscape maintenance services to the City's Parkway Maintenance District#9, known as Flora Vista. 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 for one of the City's nine landscape maintenance districts to a recently-approved contract for services. The amendment is subject to all the terms and conditions of the original agreement,and the prices provided are consistentwith 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: Parkway Maintenance District #9 was formed during fiscal year 1997/98 and consists of 77 individually-owned parcels being developed as single-family residences. The property is located on the west side of Sunrise Way, north of Via Escuela and south of Racquet Club Drive. The area to be maintained is a 25-foot- wide landscape buffer strip located to the property's eastern edge along Sunrise Way. The area consists primarily of shrubbery and a turf strip, with a meandering sidewalk running the length. The City established the parkway at the request of the project developer. Assessments began in 1999; however, the property was never fully built out nor was the landscape buffer construction completed until 2001. Both Planning Division and Parks Division staff have inspected the property and determined that all development conditions required in the original agreement have been completed with respect to the landscape area. Due to this, the City has accepted the property and will now perform the maintenance duties as required under the landscape maintenance district beginning March 1, 2002. Attached is a map for Tract Number 26364 and the City Engineer's Report of June 12, 2001, identifying the condition of the district for the period of July 1, 2001 through June 30, 2002.] 7 /Y AMENDMENT#2 TO AGREEMENT#4372 WITH PAC WEST LAND CARE, INC. DATE: February 6, 2002 PAGE: Two Funds are available in Account Number 001-2451-43580. SCydtT MIKESELL, Director &e'partment of Parks, Recreation and Facilities APPROVED: ,�% - City Manager t ATTACHMENTS 1. Map of Tract Number 26364 2. City Engineer's Report of June 12, 2001 3. Amendment#2 to Agreement#4372 4. Minute Order REVIEWED BY DEPT. OF FINANCE I Y.4 � ASSESSMENT DIAGRAM / BOUNDARY MAP Prepared 6/4/97 TNcf Ilo' TN.CT d0^b�l J/1\J I Itts[nr rMl 10501'3 ESIAI£'� _. Racquet Chill Drive_- J — Amelia Way — 5/ , I �•� I , I` 1 4. 1- „•i l I I IM. �• i 37 �Sabita Way I - d II --J _'':� ..�. ,; erg`• A ,p N �Qcd w {� -,Lorena Wa j 1dull d I I �I `�6 • � I, oil lioil Olga Way 5 fmll IdUl,masonry divider wnll _' - Via Escuela -- TINT N0. I£SEllf ESTA ♦H ( TES City of Palm Springs PARKWAYS MAINTENANCE DISTRICT NO. 9 TRACT NO. 26364 "The Springs" 25 FOOT WIDE LANDSCAPED BUFFER STRIP ( to be maintained)= (Note: PMD-9 max.assessment approved at$17,409.00 in 1997/98) DATE: June 12, 2001 AGENCY: City of Palm Springs PROJECT: PARKWAYS MAINTENANCE DISTRICT NO.9-"FLORA VISTA" Tract 26364-1 (Sunrise Way and Racquet Club Drive) FISCAL YEAR: July 1, 2001 through June 30, 2002 FROM: David J. Barakian, City Engineer (Prepared by Robert L. Mohler, Special Districts Mgr.) ENGINEER'S REPORT A. PARKWAY MAINTENANCE ANNUAL COSTS 1. Sunrise Way-West Side(Via Escuela-Racquet Club) (Maintenance Cost by PAC West Landcare, Inc.) $6,000 2. a. Sprinkler Controllers (SCE Estimated Costs) 500 b. Desert Water Agency(Estimated Water Costs) 6 000 SUBTOTAL 1 &2 $12,500 3. a. Maintenance, Parts and Repairs(Estimated 5%) 625 b. City Administration Costs (Estimated) 500 TOTAL ESTIMATED COST $14,625 B. "ACTUAL COSTS"vs." ASSESSMENTS" HISTORY(Since Formation): 1. Actual Costs: 97198= $1,241 98/99= $141 99/00=$461 00/01= $550 2. Assessments: $17,409 $5,000 $0 $0 3. Note: Developer did not complete Landscaped Median and turn over to City until June, 2001 C. ACCOUNTING (Actual Costs vs. Assessments in 1999/00 and 2000/01): Surplus on 6/30/99 (carried forward from 2000/01 Engineer's Report= $21,027 Assessment in 99/00= 0 Actual Costs in 99/00= ( 461) Surplus as of 6/30/00= $20,566 Assessment in 00/01= 0 Actual Costs in 00/01= ( 550) Projected Account Surplus as of 6/30/01= $20,016 D. ASSESSMENT IN 2001/02 (Note:$20,016 Surplus exceeds $14,625 estimate)= $0 E. NUMBER OF PARCELS IN DISTRICT-77 F. ANNUAL COSTS PER EACH PARCEL(TO ASSESSMENT) Lots 1 through 77-Tract No. 26364-1 (Each)= $0 G. See Account No. 001-2451-43580 for budget expenditure detail This report has been prepared pursuant to the"Landscaping and Lighting Act of 1972"(DIVISION 15, PART 2 of the Streets & Highways Code)and Article XIIID, Part 4 of the California Constitution (Proposition 218). Dated: lY David J. Barakian, R.C.E. 28931 City Engineer, City of Palm Springs H:\USERS\BobM\DATA\DOCUMENIAPMD9.2001-02 Eng.Report.6-12-01.wpd ��9y PARKWAYS FUNDAMENTAL TASK LIST f FREQUENCY SCHEDULE LOCATION: FLORA VISTA FUNDAMENTELTASK FREQUENCY UNIT COST UNIT COST ANNUAL MONTHLY COST MOW I.BI Annually 24 X2 166 14 AWy pre-emermt rwbidde-lanscape areas HIJQL rbdi 453 X4 1812 151 6pplyre-emer ent herbicide-turf areas 1-AnALLNIV 72 X1 72 6 &ow off bike the remove sand Blow off walks curbs utters&hardsca D-Weeldy 10,15 1 X52 528 44 Clean drinking fountains benches&fixtures Clean parking lots trash enclosers can trim atriums Control nuisance 5 D,W991dy 10.15 X52 528 44 Cultivate beds D-W@Wy 10.15 X52 528 44 Emptytrash receptacles clean lids Fertilize ornamentals&annuals G-Bi-Monthi 80 x6 480 40 Fertilize turf G- 28 168 14 Herbicide walks&lan(lscam areas F-Monthly 21 X12 262 21 rr ate mall Maintalne repair Iqlgation D-W"lay 1 X52 636 53 Maintain water indoor plants Pirkup I remove IltW&debris 1n 15 1 525 44 Plant annuals I-Bi-Annual 462 x2 L.924 77 Power edoe all areas ❑-W 10.15 X52 526 44 Power mow turf D-W 19.01 X52 1020 85 Power-string trim all areas D-W 10,15 X52 $28 44 Prune trim I sha stake I tr 0-W 1010 X52 528 44 Rake remove leaves D-w 1020 95 Remve graffitti D-Week 10.1 X52 528 44 Remove weeds I rake out sand landscape -W 10 15 X52 528 44 Renovate I overseed turf J-Annually- 684 X1 684 57 5p-ray insecticides D-Weekly 10.15 X52 528 44 Spray olive trees D-Weekly Spray vine trees Steam clean hardsca rim hed shrubs F-Monthly 85 X12 1020 85 Trim all trees I -Bi Annually 330 X2 660 55 Wash down outside corridors/passageWayS TOTAL ANNUAL COST $14,196 OTAL MONTHLY COST $1 183 yAs' AMENDMENT#2 TO AGREEMENT#4372 CONTRACT SERVICES AGREEMENT THIS FIRSTAMENDMENT TO THE CONTRACT SERVICES AGREEMENT(herein"First Amendment"), made and entered into on the day of 2002,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") by and between the same parties. 1. Exhibit"A," Scope of Services, Section 2.01 is hereby amended to add the following item: "QQ Flora Vista Parkway - the 25' wide landscaped buffer strip located on the west side of Sunrise Way, between Racquet Club Drive to the north and Via Escuela to the south." 2 Exhibit "C," Schedule of Compensation, is hereby amended to add the following to the "Bid Schedule' and the attached "Parkways Fundamental Task List/Frequency Schedule" regarding Flora Vista Parkway: "PARKWAY ANNUALCOST Flora Vista $14,196" 3. Section 2.1, Contract Sum. The Contract Sum, in accordance with Amendment#1 to this agreement, is increased by $14,196 from $926,201 per year to $940,397 per year through June 30, 2002. IN WITNESS WHEREOF, the parties have executed and entered into this Second 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. Y, L MINUTE ORDER NO. APPROVING AMENDMENT #2 TO AGREEMENT #4372 WITH PAC WEST LAND CARE, INC. IN THE AMOUNT OF$14,196 FOR ANNUAL LANDSCAPE MAINTENANCE SERVICES TO THE CITY'S PARKWAY MAINTENANCE DISTRICT #9, KNOWN AS FLORA VISTA. I HEREBY CERTIFYthatthis Minute Order, approving Amendment#2 to Agreement#4372 with Pac West Land Care, Inc. in the amount of$14,196 for annual landscape maintenance services to the City's Parkway Maintenance District#9, known as Flora Vista, was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 61" day of February, 2002. BY: PATRICIA A. SANDERS City Clerk X/2