2023-24 Ocean Springs Tech - Amendment 3 - Fritz Burns Pool & LQ Park Splash Pad Maint Project 2020-11MEMORANDUM
DATE: June 8, 2023
TO: Jon McMillen, City Manager
FROM : Dianne Hansen, Management Analyst
RE: Ocean Springs Tech, Inc. - Pool & Water Feature Maintenance - Project No. 2020-11
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 June 6, 2023
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 n RFQ [ 3 written informal bids
Sole Source
Select Source U Cooperative Procurement
Requesting department shall check and attach the items below as appropriate:
101-3005-60184;
Agreement payment will be charged to Account No.: 101-3005-60554
.6111 Agreement term: Start Date 07/01/2023 End Date 06/30/2024
Amount of Agreement, Amendment, Change Order, etc.: $97'902
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: On File LF (LM) Date: 6/9/2023
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. 0003608 Expires: 4/30/2024
Requisition for a Purchase Order has been prepared (Agreements over $5,000)
AMENDMENT NO. 3 TO AGREEMENT
WITH OCEAN SPRINGS TECH, INC. PROJECT NO. 2020-11
This Amendment No. 3 ("Amendment No. 3") to the Contract Services Agreement
("Agreement") is made and entered into as of the 1st day of July 2023 ("Effective Date")
by and between the CITY OF LA QUINTA ("City"), a California municipal corporation and
OCEAN SPRINGS TECH, INC. ("Contracting Party").
RECITALS
WHEREAS, on or about September 1, 2020, the City and Contracting Party
entered into an Agreement to provide Pool & Water Feature Maintenance services Project
No. 2020-11, for a total not to exceed price of $65,100 (10 months of service). The term
of the Agreement expired on June 30, 2021 ("Initial Term"); and
WHEREAS, on or about September 1, 2021, the City and Contracting Party
executed Amendment No. 1 for a one-year term extension, from July 1, 2021 through
June 30, 2022 ("Extended Term"), and a 5% increase in compensation for fiscal year
2021/22 in the amount of $82,026, approved by Council on May 18, 2021.
WHEREAS, on or about July 1, 2022, the City and Contracting Party executed
Amendment No. 2 for a one-year term extension, from July 1, 2022 through June 30,
2023 ("Extended Term"), and a 7% increase in compensation for fiscal year 2022/23 in
the amount of $87,768, approved by Council on May 17, 2022.
WHEREAS, City and Contracting Party mutually agree to amend Section 2.1 —
Contract Sum of the Agreement by an additional amount of $97,902 for monthly
maintenance seven days per week for fiscal year 2023/24, which includes a 7% increase
of $6,142, and $1,112 for increased maintenance and chemicals for the enlarged splash
pad installed at La Quinta Park, and $2,880 for CAT500 monitoring for the Fritz Burns
pool, for a total not to exceed Agreement amount of $332,796; and
WHEREAS, the City and Contracting Party mutually agree to extend the term of
the Agreement for the third one-year extension in accordance with Section 3.4 - Term,
from July 1, 2023 to June 30, 2024 ("Extended Term").
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:
(a(14 /20z3
1. Section 2.1: Contract Sum is amended by up to an additional $97,902, for a total not
to exceed amount of $332,796 as listed in revised "Exhibit B", attached hereto, and
incorporated herewith by this reference:
Initial Term (September 1, 2020 — June 30, 2021) $65,100
Extended Term (July 1, 2021 — June 30, 2022, Amendment 1) $82,026
Extended Term (July 1, 2022 — June 30, 2023, Amendment 2) $87,768
Extended Term (July 1, 2023 — June 30, 2024, Amendment 3) $97,902
Total not to exceed amount: $332,796
2. Section 3.4; Term, is extended for one additional year from July 1, 2023, to June 30,
2024 ("Extended Term"), and shall read as follows:
Unless earlier terminated in accordance with the provisions of Article 8.0 of this
Agreement, the term of this agreement shall commence on September 1, 2020, and
terminate on or before June 30, 2021 ("Initial Term"). This Agreement was extended
via Amendment No.1 from July 1, 2021, through June 30, 2022, and via Amendment
No. 2 from July 1, 2022 through June 30, 2023; Amendment No. 3 shall extend the
term of this Agreement from July 1, 2023 through June 30, 2024 ("Extended Terms").
This Agreement may be extended for one (1) additional year upon mutual agreement
by both parties.
In all other respects, the original Agreement shall remain in effect.
IN WITNESS WHEREOF, the City and Consultant have executed this Amendment
No. 3 to the Agreement on the respective dates set forth below.
CITY OF LA QUINTA a California municipal
Corporation and charter city
f
J,QN-M MILLEN, City Manager
'City of La Quinta, California
DATED:
ATTEST:
MONIKA RADEVAI City CI
City of La Quinta, California
APPROVED AS TO FORM:
WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
OCEAN SPRINGS TECH, INC.
Armando Rodriquez
President
DATED:
/ /pc-sa
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 Three Hundred and Thirty -Two Thousand
and Seven -Hundred and Ninety -Six Dollars ($332,796) ("Contract Sum"), as listed below
in detail. The Contract Sum shall be paid to Contracting Party in installment payments
made on a monthly basis and in an amount identified in Contracting Party's schedule of
compensation attached hereto for the work tasks performed and properly invoiced by
Contracting Party in conformance with Section 2.2 of this Agreement.
Initial Term (September 1, 2020 — June 30, 2021) $65,100
Extended Term (July1, 2021 — June 30, 2022, Amendment 1) $82,026
Extended Term (July 1, 2022 — June 30, 2023, Amendment 2) $87,768
Extended Term (July 1, 2023 — June 30, 2024, Amendment 3) $97,902
Total not to exceed amount: $332,796
CONTRACT SUMMATION
DESCRIPTION
FRITZ BURNS PARK
78080 FRANCES HACK LANE
ANNUAL PRICE
POOL — Service 7 Days per Week
Including CAT500 Monitoring
$72,988
LA QUINTA PARK
79120 BLACK HAWK WAY
SPLASH PAD WATER FEATURE
Service 7 Days Per Week
$24,914
Total:
$97,902
DESCRIPTION
FRITZ BURNS PARK
78080 FRANCES HACK LANE
ANNUAL PRICE
POOL — Service 3 Days per Week
$29,671
LA QUINTA PARK
79120 BLACK HAWK WAY
SPLASH PAD WATER FEATURE
Service 3 Days Per week
$11,318
Total:
$40,989
CONSENT CALENDAR ITEM NO. 11
City of La Quinta
CITY COUNCIL MEETING: June 6, 2023
STAFF REPORT
AGENDA TITLE: APPROVE AMENDMENT NO. 3 TO AGREEMENT FOR CONTRACT
SERVICES WITH OCEAN SPRINGS TECH, INC, FOR POOL AND WATER FEATURE
MAINTENANCE SERVICES PROJECT NO. 2020-11, FOR A ONE-YEAR TERM
EXTENSION AND RELATED COMPENSATION
RECOMMENDATION
Approve Amendment No. 3 to the Agreement for Contract Services with Ocean Springs
Tech, Inc. for a one-year term extension and compensation of $97,902 for fiscal year
2023/24 to provide pool and water feature maintenance services; and authorize the City
Manager to execute the Agreement.
EXECUTIVE SUMMARY
• The City contracts pool and water feature maintenance services (maintenance
services) for its pool and water feature.
• Ocean Springs Tech, Inc. (Ocean Springs) has provided pool and splash pad
maintenance services since 2020, following a request for qualifications and
proposals.
• Amendment No. 3 proposes the third one-year term extension, a 7% increase of
$6,144 in compensation, and an increase of $1,112 for the enlarged splash pad;
and $2,880 for CAT500 monitoring services for Fritz Burns pool, for a total not to
exceed amount of $97,902 for fiscal year (FY) 2023/24.
FISCAL IMPACT
Total maintenance services costs for FY 2023/24 are $97,902, which includes a 7%
compensation increase of $6,142; $1,112 for the enlarged splash pad, and $2,880 for
CAT500 monitoring of the Fritz Burns pool. The annual cost is allocated between funds
for Fritz Burns Pool (101-3005-60184) and the La Quinta Park water feature (101-3005-
60554). These costs are currently included within the preliminary proposed FY 2023/24
City operating budget.
FY Terms
FY Total
Compensation
Initial Contract
(10 months — Sept. 2020 — June 2021)
2020/21
$ 65,100
Amendment No. 1
2021/22
$ 82,026
Amendment No. 2
2022/23
$ 87,768
Amendment No. 3
2023/24
$ 97,902
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BACKGROUND/ANALYSIS
The City pool is located at Fritz Burns Park and the water feature at La Quinta Park.
Typically, maintenance services are provided seven days per week during the season
and three days per week in the off season.
On June 15, 2020, a request for qualifications and proposals was advertised to provide
pool and splash pad maintenance services. Two proposals were received; the contract
was awarded to Ocean Springs based on their qualifications.
In May 2021, the City executed Amendment No. 1 which proposed a one-year term
extension and a 5% increase for FY 2021/22. In May 2022, the City executed Amendment
No. 2 which proposed a one-year term extension and a 7% increase for FY 2022/23.
Amendment No. 3 proposes a one-year term extension and a 7% increase of $6,142, and
$1,112 for increased maintenance and chemicals for the enlarged splash pad, and $2,880
for CAT500 monitoring for the Fritz Burns pool, for a total not to increase amount of
$97,902 for FY 2023/24, which budgets for services seven days per week for 12 months.
ALTERNATIVES
Council may direct staff to prepare new bid documents and specifications to advertise for
Citywide Pool & Water Feature Maintenance services. However, that would cause a delay
in services.
Prepared by: Dianne Hansen, Management Analyst, Parks/Landscape
Approved by: Bryan McKinney, Public Works/Engineering Director
Attachment: 1. Amendment No. 3
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