2024-25 Ocean Springs Tech - Amendment 4 - Fritz Burns Pool & LQ Park Splash Pad Maint Project 2020-11MEMORANDUM Qa4(t(4i
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DATE: June 5, 2024 _
TO: Jon McMillen, City Manager
FROM: Dianne Hansen, Maintenance & Operations Superintendent
RE: Ocean Springs Tech, Inc. - Amendment 4 - Pool & Water Feature Maintenance Services
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:
JVJ_ Approved by City Council on June 4, 2024 Consent No. 5
.a City Manager's signing authority provided under the City's Purchasing Policy
[Resolution No. 2023-008] 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. 2023-008] for budget expenditures of $15,000 and
$5,000, respectively, or less.
Procurement Method (one must apply):
.Q Bid ❑✓ RFP 0 RFQ _❑. 3 written informal bids
QSole Source F] Select Source 1-1 Cooperative Procurement
Reauestina deuartment shall check and attach the items below as aunrouriate:
✓ Agreement payment will be charged to Account No.: 101-3005-60184 & 101-3005-60554
✓� Agreement term: Start Date July 1, 2024 _ End Date June 30, 2025
QAmount of Agreement, Amendment, Change Order, etc.: $ 110,886
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: Oscar Mojica Date: 6/5/2024
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. LIC -0003608 Expires: 4/30/2024
Requisition for a Purchase Order has been prepared (Agreements over $5,000)
700 is
AMENDMENT NO. 4 TO AGREEMENT
WITH OCEAN SPRINGS TECH, INC. PROJECT NO. 2020-11
This Amendment No. 4 ("Amendment No. 4") to the Contract Services Agreement
("Agreement") is made and entered into as of the 1St day of July 2024 ("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 July 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 $82,060, 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, on or about July 1, 2023, the City and Contracting Party executed
Amendment No. 3 for a one-year term extension, from July 1, 2023 through June 30,
2024 ("Extended Term"), and a 7% increase in compensation for fiscal year 2022/23 in
the amount of $97,904, approved by Council on June 6, 2023.
WHEREAS, the City and Contracting Party mutually agree to extend the term of
the Agreement for the fourth and final one-year extension in accordance with Section 3.4
- Term, from July 1, 2024 to June 30, 2025 ("Extended Term").
WHEREAS, City and Contracting Party mutually agree to amend Section 2.1 —
Contract Sum of the Agreement by an additional amount of $110,886 for monthly
maintenance seven days per week for fiscal year 2024/25, which includes a 5% increase
of $8,566 and $4,416 for monthly maintenance of calcium removal and cleaning the water
toy spray nozzles at the splash pad in La Quinta Park, for a total not to exceed Agreement
amount of $443,684; and
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:
Section 2.1: Contract Sum is amended by up to an additional $110,886, for a total not
to exceed amount of $443,684 as listed in revised "Exhibit B", attached hereto, and
incorporated herewith by this reference:
Initial Term (July 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) $97,904
Extended Term (July 1, 2024 — June 30, 2025, Amendment 4) $110,886
Total not to exceed amount: $443,684
2. Section 3.4; Term, is extended for one additional year from July 1, 2024, to June 30,
2025 ("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; and via Amendment No. 3 from July
1, 2023 through June 30, 2024 ("Extended Terms"). Amendment No. 4 is the final
Amendment and shall extend the term of this Agreement from July 1, 2024 through
June 30, 2025 ("Extended Terms").
In all other respects, the original Agreement shall remain in effect.
IN WITNESS WHEREOF, the City and Contracting Party have executed this
Amendment No. 4 to the Agreement on the respective dates set forth below.
CITY OF LA QUINTA OCEAN SPRINGS TECH, INC
a California municipal corporation
SIGNED IN COUNTERPART
JON McMILLEN, City Manager
City of La Quinta, California
Dated:
ATTEST:
SIGNED IN COUNTERPART
MONIKA RADEVA, City Clerk
City of La Quinta, California
APPROVED AS TO FORM:
SIGNED IN COUNTERPART
WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
ARMANDO RODRIGUEZ
President
Dated: } k'
IN WITNESS WHEREOF, the City and Contracting Party have executed this
Amendment No. 4 to the Agreement on the respective dates set forth below.
CITY OF LA QUINTA
a California municipal corporation
JON Mc EN, City Manager
.Cf of La Quinta, California
Dated: ID 2oZ,-4�
ATTEST: / / /) 1/z . j
xwv�bn—
MONIKA RADEV , Cit Jerk
City of La Quinta, California
APPROVED AS TO FORM:
WILLIAM H. IHRKEE, City Attorney
City of La Quinta, California
OCEAN SPRINGS TECH, INC
SIGNED IN COUNTERPART
ARMANDO RODRIGUEZ,
President
Dated:
Dated:
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 Four -Hundred and Forty -Three Thousand
and Six -Hundred and Eighty -Four Dollars ($443,684) ("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 (July 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) $97,904
Extended Term (July 1, 2024 — June 30, 2025, Amendment 4) $110,886
Total not to exceed amount: $443,684
CONTRACT SUMMATION
DESCRIPTION
ANNUAL PRICE
FRITZ BURNS PARK
78080 FRANCES HACK LANE
POOL — Service 7 Days per Week
$76,633
Including CAT500 Monitoring
LA QUINTA PARK
79120 BLACK HAWK WAY
$16,665
SPLASH PAD WATER FEATURE
$34,253
Service 7 Days Per Week
$47,825
Total:
$110,886
DESCRIPTION
ANNUAL PRICE
FRITZ BURNS PARK
78080 FRANCES HACK LANE
POOL — Service 3 Days per Week
$31,160
LA QUINTA PARK
79120 BLACK HAWK WAY
SPLASH PAD WATER FEATURE
$16,665
Service 3 Days Per week
Total:
$47,825
City of La Quinta
CITY COUNCIL MEETING: June 4, 2024
STAFF REPORT
CONSENT CALENDAR ITEM NO. 5
AGENDA TITLE: APPROVE AMENDMENT NO. 4 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. 4 to the 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; and authorize the City Manager to
execute the Agreement.
EXECUTIVE SUMMARY
• The City has contracted Ocean Springs Tech, Inc. (Ocean Springs) for pool and
water feature maintenance services (maintenance services) since 2020, for the
Fritz Burns Park pool and La Quinta Park splash pad water feature.
• Amendment No. 4 proposes the fourth and final one-year term extension, a 5%
increase of $8,566 in compensation, and an increase of $4,416 for additional water
toy maintenance; for a total not to exceed amount of $110,886 for fiscal year
(FY) 2024/25.
FISCAL IMPACT
Total maintenance services costs for FY 2024/25 are $110,886, which includes a 5%
compensation increase of $8,566; and $4,416 for additional water toy maintenance. The
annual cost is allocated between funds for Fritz Burns Pool Maintenance (101-3005-
60184) and the La Quinta Park Water Feature (101-3005-60554). These costs are
currently included within the preliminary proposed FY 2024/25 City operating budget.
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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
Amendment No. 4
2024/25
$ 110,886
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BACKGROUND/ANALYSIS
Maintenance services for the pool located at Fritz Burns Park, and splash pad at La
Quinta Park, are typically provided seven days per week during the season and three
days 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 5% increase for FY 2021/22. In May 2022, the City executed Amendment
No. 2 which proposed a one-year term extension and 7% increase for FY 2022/23. In May
2023, the City executed Amendment No. 3 which proposed a one-year term extension
and 7% increase for FY 2023/24.
Amendment No. 4 proposes the fourth and final one-year term extension, a 5% increase
of $8,566 and $4,416 for cleaning spray nozzles and calcium buildup on the water toys
at the splash pad. The increased amount of $110,886 for FY 2024/25 is budgeted 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, Maintenance & Operations Superintendent
Approved by: Bryan McKinney, Public Works/Engineering Director
Attachment: 1. Amendment No. 4 to Agreement for Contract Services
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