2023-25 Vintage Electric - Amendment No. 2 - On-Call Electrical ServicesMEMORANDUM
DATE: June 27, 2023
TO: Jon McMillen, City Manager
FROM: Carley Escarrega, Management Assistant
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RE: Vintage Electric Amendment 2 On -Call Electrical Services FY 2023-25
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:
IV] Approved by City Council on June 20, 2023 Consent 12
F-1_ 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 W-1. RFP F-1 RFQ E_ 3 written informal bids
QSole Source 1:1 Select Source Cooperative Procurement
Reauestina deuartment shall check and attach the items below as auurouriate:
�✓ _ Agreement payment will be charged to Account No.: various CIP Accounts
❑✓u Agreement term: Start Date July 1, 2023 End Date June 30, 2025
1r L Amount of Agreement, Amendment, Change Order, etc.: $150,000 - FY 23/24
REMINDER; Signing authorities listed above are applicable on the aggregate Agreement amount,
not individual Amendments or Change Orders!
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NOTE;
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Insurance certificates as required by the Agreement for Risk Manager approval
Approved by: Registered myC01 (LM) Date: 6/27/2023
Bonds (originals) as required by the Agreement (Performance, Payment, etc.)
Conflict of Interest Form 700 Statement of Economic Interests from Consultant(s)
Review the "Form 700 Disclosure for Consultants" guidance to determine if a Form
required pursuant FPPC regulation 18701(2)
Business License No. 0109400 Expires: 1/31/2024
Requisition for a Purchase Order has been prepared (Agreements over $5,000)
700 is
AMENDMENT NO. 2 TO AGREEMENT FOR CONTRACT SERVICES
WITH VINTAGE ELECTRIC
This Amendment No. 2 ("Amendment No. 2") to Agreement for Contract Services
("Agreement") with Vintage Electric is made and entered into as of the 20th day of June,
2023 ("Effective Date") by and between the CITY OF LA QUINTA ("City"), a California
municipal corporation and Vintage Electric, ("Contracting Party").
RECITALS
WHEREAS, on or about July 1, 2020, the City and Contracting Party entered into
an Agreement to provide On -Call Electrical Services. The term of the Agreement expires
on June 30, 2023 (Initial Term); and
WHEREAS, on or about July 27, 2021, the City and Contracting Party executed
Amendment No. 1 amending Section 2.1 Contract Sum of the Agreement to increase
compensation for fiscal year (FY) 2020/21 by $100,000, for a total not to exceed amount
of $200,000 to complete several public works and capital improvement projects; and
WHEREAS, the City and Contracting Party mutually agree to execute Amendment
No. 2 to:
• Amend Section 2.1 Contract Sum of the Agreement by increasing
compensation by $50,000, for a total not to exceed amount of $150,000
per FY, effective FY 2022/23, as identified in Exhibit B, attached hereto
and made a part hereof; and
• Amend Section 3.4 Term of the Agreement to extend the term for two
additional years through June 30, 2025 (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:
1. Section 2.1 Contract Sum is amended to read:
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 Two Hundred
Thousand Dollars ($200,000) for fiscal year (FY) 2020/21; One Hundred
Thousand Dollars ($100,000) for FY 2021/22; and One Hundred and Fifty
Thousand Dollars ($150,000) per year effective FY 2022/23, for the life of the
Agreement, encompassing any extended terms (the "Contract Sum"), except as
provided in Section 1.7.
"Exhibit B" — Schedule of Compensation is amended as listed in "Exhibit B",
attached hereto and incorporated by this reference.
2. Section 3.4 Term is amended to read as follows:
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, 2020, and
terminate on June 30, 2023 ("Initial Term"). Notwithstanding any provisions to the
contrary in effect prior to the date of this Amendment No. 2, this Agreement is
extended for two additional years and shall remain in full force and effect until
June 30, 2025 ("Extended Term").
In all other respects, the Original Agreement shall remain in effect.
IN WITNESS WHEREOF, the City and Consultant have executed this Amendment
No. 2 to the Agreement for Contract Services on the respective dates set forth below.
CITY OF LA QUINTA,
A California municipal corporation,
and charter city
cMillen, City Manager
Date: Co kn ?.zz>:R
ATTEST: 4
Monika Radeva, City t rk
APPROVED AS TO FORM:
William H. Ihrke, tity Attorney
VINTAGE ELECTRIC
a California Corporation
James Tourje, President
Date: 6/27/2023
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 Two Hundred Thousand Dollars ($200,000) for fiscal year
(FY) 2020/21; One Hundred Thousand Dollars ($100,000) for FY 2021/22; and One
Hundred and Fifty Thousand Dollars ($150,000) per year effective FY 2022/23, for the life
of the Agreement, encompassing any extended terms ("Contract Sum"). The Contract
Sum shall be paid to Contracting Party 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 Tarm-
"Not to exceed" Year 1 (FY2020/21): $200,000.00
"Not to exceed" Year 2 (FY2021/22): $100,000.00
"Not to exceed" Year 3 (FY2022/23): $150,000.00
Extended Term:
"Not to exceed" Year 4 (FY2023/24): $150,000.00
"Not to exceed" Year 5 (FY2024/25): $150,000.00
CONSENT CALENDAR ITEM NO. 12
City of La Quinta
CITY COUNCIL MEETING: ,lune 20, 2023
STAFF REPORT
AGENDA TITLE APPROVE AMENDMENT NO. 2 TO AGREEMENT FOR CONTRACT
SERVICES WITH VINTAGE ELECTRIC FOR ON-CALL ELECTRICAL SERVICES TO
EXTEND THE TERM THROUGH FISCAL YEAR 2024/25 AND INCREASE THE
CONTRACT AUTHORITY UP TO $150,000 OF WORK PER FISCAL YEAR EFFECTIVE
FISCAL YEAR 2022/23
RECOMMENDATION
Approve Amendment No. 2 to Agreement for Contract Services with Vintage Electric for on-
call electrical services, to extend the term two additional years through fiscal year 2024/25
and increase the contract authority up to $150,000 of work per fiscal year effective fiscal
year 2022/23; and authorize the City Manager to execute the amendment.
:XECUTIVE SUMMARY
• Public Works projects, as well as Building, Landscape and Street Maintenance
activities often require electrical services, which necessitate certified electricians.
The City contracts with Vintage Electric to provide these specialized services.
• Several public works maintenance and capital improvement projects have required
electrical services and have utilized most of the existing $100,000 contract authority
for fiscal year (FY) 2022/23.
• The current lamp post replacement project requires additional funds for the
installation of new energy efficient lamp posts throughout the City.
• Proposed Amendment No. 2 to the agreement would increase the annual spending
authority effective FY 2022/23 and extend the term two additional years through FY
2024/25.
FISCAL IMPACT
Funds are available in the Maintenance Services accounts: 215-7004-60691; and 101-
3005-60691, Public Works Administration Consultants account (101-7001-60104), the
Capital Improvement Project (CIP) technical accountforthese services (401-0000-60108).
If approved, the revised total amount that can be paid to Vintage Electric for FY 2022-23
would increase from $100,000 to not to exceed $150,000 for electrical services.
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The following is the proposed contract amount for the remaining contract term:
Initial Term:
"Not to exceed" Year 3 (FY2022/23): $150,000.00
Extended Term:
"Not to exceed" Year 4 (FY2023/24): $150,000.00
"Not to exceed" Year 5 (FY2024/25): $150,000.00
BACKGROUND/ANALYSIS
The City contracts with Vintage Electric to provide on-call electrical services for projects
that necessitate this specialty; the contractor was selected through the competitive Request
for Proposals process completed in March 2020, and Council approved the current
agreement in June 2020, which expires on June 30, 2023.
In March 2021, Council approved Amendment No. 1 to the agreement which increased the
spending authority for FY 2020/21 from $100,000 to $200,000 due to an increase in the
number of projects.
Construction of several public works and capital improvement projects have utilized most of
the existing contract authority for FY 2022/23. Additional funding is needed for the current
lamp post replacement project. The City has purchased 97 lamp posts, 68 single lamp
posts and 29 double lamp posts. The Landscape and Lighting (L&L) District has 42 single
and 25 double; and Civic Center Campus has 26 single, and four double posts are for La
Quinta Park. Total installation costs are estimated to be $59,000. Additional contract
authority in the amount of $50,000 is needed for a total "not to exceed" budget of $150,000
for FYs 2022/23 to complete ongoing projects.
If approved, proposed Amendment No. 2 (Attachment 1) would allow staff to utilize Vintage
Electric for on-call electrical services for a "not to exceed" amount of $150,000 per fiscal
year effective FYs 2022/23 through 2024/25.
ALTERNATIVES
Council may elect not to approve the amendment.
Prepared by: Julie Mignogna, Management Analyst
Approved by: Bryan McKinney, Public Works Director/City Engineer
Attachment: 1. Amendment No. 2 to Agreement for On -Call Electrical Services
with Vintage Electric
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