2022-23 Palms to Pines Printing Amendment 1 - Promotional MaterialsMEMORANDUM
DATE:
TO:
FROM:
RE:
Please list the Contracting Party / Vendor Name, type of agreement to be executed, including any change orders or
amendments, and the type of services to be provided. Make sure to list any related Project No. and Project Name.
Authority to execute this agreement is based upon:
___ Approved by City Council on ___________________________________________
___ City Manager’s signing authority provided under the City’s Purchasing Police
[Resolution No. 2019-021] for budget expenditures of $50,000 or less.
___ Department Director’s or Manager’s signing authority provided under the City’s
Purchasing Policy [Resolution No. 2019-021] for budget expenditures of $15,000 and
$5,000, respectively, or less.
Procurement Method (one must apply):
___ Bid ___ RFP ___ RFQ ___ 3 written informal bids
___ Sole Source ___ Select Source ___ Cooperative Procurement
Requesting department shall check and attach the items below as appropriate:
___ Agreement payment will be charged to Account No.: _____________________
___ Agreement term: Start Date ________________ End Date ________________
___ Amount of Agreement, Amendment, Change Order, etc.: $____________________
REMINDER: Signing authorities listed above are applicable on the aggregate Agreement amount,
not individual Amendments or Change Orders!
___ Insurance certificates as required by the Agreement for Risk Manager approval
Approved by: ______________________________ Date: _______________
___ Bonds (originals) as required by the Agreement (Performance, Payment, etc.)
___ Conflict of Interest Form 700 Statement of Economic Interests from Consultant(s)
NOTE: Review the “Form 700 Disclosure for Consultants” guidance to determine if a Form 700 is
required pursuant FPPC regulation 18701(2)
___ Business License No. __________________; Expires: __________________
___ Requisition for a Purchase Order has been prepared (Agreements over $5,000)
June 8, 2022
Jon McMillen, City Manager
Marcie Graham, Marketing Manager
Palms to Pines Printing Amendment 1 FY 22/23_23/24
✔6.7.2022
✔
✔
✔7/1/2021 6/30/2023
✔101,000.00
✔
On-file in LF Exp 6/18/22-requested updated 6/9/2022
✔
AMENDMENT NO. 1 TO AGREEMENT FOR CONTRACT SERVICES
WITH PALMS TO PINES PRINTING
This Amendment No. 1 (“Amendment No. 1”) to Agreement for Contract
Services (“Agreement”) is made and entered into as of the 8th day of June,
2022 (“Effective Date”) by and between the CITY OF LA QUINTA (“City”), a
California municipal corporation, and PALMS TO PINES PRINTING AND
PROMOTIONAL PRODUCTS (“Contracting Party”).
RECITALS
WHEREAS, on or about July 1, 2021, City entered into an Agreement
with Contracting Party to provide promotional and printing services to the City,
for a total not to exceed amount of $49,000. The term of the Agreement
expires June 30, 2022 (“Initial Term”); and
WHEREAS, the City and Contracting Party mutually agree to extend the
Term of the Agreement for one additional year , from July 1, 2022 through
June 30, 2023 (“Extended Term”), in accordance with Section 3.4; and
WHEREAS, the City and Contracting Party mutually agree to amend
Section 2.1 Contract Sum of the Agreement to increase the Contract Sum from
$49,000 to a total not to exceed amount of $75,000 per fiscal year for the
Initial and Extended Terms.
NOW THEREFORE, in consideration of the mutual covenant herein
contained, the parties agree as follows:
AMENDMENT
In consideration of the foregoing Recitals and the covenants and
promises hereinafter contained, and for good and valuable consideration, the
sufficiency and receipt of which are hereby acknowledged, the parties hereto
agree as follows:
1. Section 2.1 – Contract Sum is amended to read as follows:
Section 2.1 – Contract Sum. For the Services rendered pursuant to this
Agreement, Contracting Party shall be compensated in accordance with
“Exhibit B” (the “Schedule of Compensation”) in a total amount not to exceed
Seventy-Five Thousand Dollars ($75,000.00) per year for the life of the
Agreement, encompassing the initial and any extended terms (the “Contract
Sum”) except as provided in Section 1.7. The method of compensation set
forth in the Schedule of Compensation may include a lump sum payment upon
completion, payment in accordance with the percentage of completion of the
Services, payment for time and materi als based upon Contracting Party’s rate
schedule, but not exceeding the Contract Sum, or such other reasonable
methods as may be specified in the Schedule of Compensation. The Contract
Sum shall include the attendance of Contracting Party at all project meetings
reasonably deemed necessary by City; Contracting Party shall not be entitled
to any additional compensation for attending said meetings. Compensation
may include reimbursement for actual and necessary expenditures for
reproduction costs, transportation expense, telephone expense, and similar
costs and expenses when and if specified in the Schedule of Compensation.
Regardless of the methods of compensation set forth in the Schedule of
Compensation, Contracting Party’s overall compensation shall not e xceed the
Contract Sum, except as provided in Section 1.7 of this Agreement.
2. Section 3.4 – Term is amended to read as follows:
Section 3.4 – Term. Unless earlier terminated in accordance with the
provisions in Article 8.0 of this Agreement, the term of this agreement shall
commence on July 1, 2021, and terminate on June 30, 2022 (“Initial Term”).
This Agreement is being extended for one additional year from July 1, 2022,
through June 30, 2023 (“Extended Term”). This Agreement may be extended
for one (1) additional year upon mutual agreement by both parties.
In all other respects, the Agreement shall remain in full force and effect.
IN WITNESS WHEREOF, the City and Consultant have executed this
Amendment No. 1 on the respective dates set forth below.
Exhibit B
Schedule of Compensation
With the exception of Compensation for Additional Services, provided
for in Section 2.3 of this Agreement, the maximum total compensation to be
paid to Contracting Party under this Agreement is not to exceed Seventy Five
Thousand Dollars ($75,000) per fiscal year for the life of the Agreement,
encompassing the initial and any extended terms (“Contract Sum”). The
Contract Sum shall be paid to Contracting Party in payments made based on
items ordered and in an amount identified in Contracting Party’s sche dule of
compensation attached hereto for the work tasks performed and properly
invoiced by Contracting Party in conformance with Section 2.2 of the
Agreement.
City of La Quinta
CITY COUNCIL MEETING: June 7, 2022
STAFF REPORT
AGENDA TITLE: APPROVE AMENDMENT NO. 1 TO AGREEMENT FOR CONTRACT
SERVICES WITH PALMS TO PINES PRINTING, FOR PROMOTIONAL AND PRINTING
SERVICES, TO INCREASE COMPENSATION AND TO EXTEND THE TERM THROUGH
FISCAL YEAR 2022/23
RECOMMENDATION
Approve Amendment No. 1 to Agreement for Contract Services with Palms to Pines
Printing, for promotional and printing services, to increase compensation to
$75,000 per fiscal year; extend the term through fiscal year 2022/23; and
authorize the City Manager to execute the Amendment.
EXECUTIVE SUMMARY
•Per the City’s purchasing policy, amounts paid to vendors/contractors over
$50,000 require Council approval.
•In 2020, the City obtained three informal bids and contracted with Palms to
Pines for promotional and printing services based on cost efficiency.
•Amendment No. 1 (Attachment 1) to the Agreement for Contract Services
(Agreement) would increase the total amount to $75,000 to accommodate
citywide usage of Palms to Pines for separate promotional items, printing
needs and proposes to extend the term of the Agreement one additional
year through FY 2022/23.
FISCAL IMPACT
Currently, the Agreement for $49,000 is budgeted in FY 2021/22 in the Marketing
Account No. 101-3007-60461. If approved, Amendment No. 1 proposes an
increase of $26,000, for a total not to exceed amount up to $7 5,000 for FY
2021/22 to accommodate for additional and unexpected promotional items and
printed materials citywide as follows:
•Community Resources 101-3003-60149
•Wellness Center 101-3002-60420
•Recycling 221-0000-60127
CONSENT CALENDAR ITEM NO. 13
107
•Human Resources 101-2001-60109
•Code Compliance 101-6004-60400
•City Wide Printing 101-3007-60410
BACKGROUND/ANALYSIS
The City utilized various companies to purchase printed material, promotional
items, and apparel. After research and bid submittals in 2020, Palms to Pines
Printing offered the best value for the price point and was contracted to provide
promotional and printing services citywide.
Amendment No. 1 to the Agreement with Palms to Pines Printing increases the
total compensation amount up to $75,000 per fiscal year to accommodate citywide
purchasing of promotional items, printing needs and proposes to extend the term
of the Agreement one additional year through FY 2022/23.
Staff continues to review quotes on products and Palms to Pines remains the
lowest price on each product while staying on brand.
ALTERNATIVES
Staff does not recommend an alternative.
Prepared by: Marcie Graham, Marketing Manager
Approved by: Gilbert Villalpando, Director
Attachment: 1. Amendment No. 1 to Agreement for Contract Services with Palms
to Pines Printing
108