2021-22 PWLC II, Inc Change Order 4 - L&L AD 89-1 Lands Maint Project 2018-30MEMORANDUM
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)
April 1, 2021
Jon McMillen, City Manager
Dianne Hansen, Management Analyst
Project No 2018-30; Citywide Landscape Maintenance Services, Landscape &Lighting
District 89-1; PWLC II, Inc.
May 18, 2021
215-7004-60189; 101-2002-
07/01/2021 06/30/2022
672,556
Monika Radeva 5/24/2021
0103876 4/30/2022
Jon McMillen, City Manager May 24, 2021
May 24, 2021
City of La Quinta
CITY COUNCIL MEETING: May 18, 2021
STAFF REPORT
AGENDA TITLE: APPROVE CHANGE ORDER NO. 4 TO CONTRACT WITH
PWLC II, INC. FOR CITYWIDE LANDSCAPE MAINTENANCE SERVICES PROJECT
NO. 2018-30 FOR A ONE-YEAR TERM EXTENSION AND RELATED
COMPENSATION
RECOMMENDATION
Approve Contract Change Order No. 4 with PWLC II, Inc. for a one-year term
extension through June 30, 2022 and a 5% increase in compensation, in an
amount not to exceed $672,556 for fiscal year 2021/22, to provide Citywide
Landscape Maintenance Services Project No. 2018-30; and authorize the City
Manager to execute the change order.
EXECUTIVE SUMMARY
x The City contracts landscape maintenance services for all public medians,
parkways and retention areas throughout the City.
x On May 21, 2019, City Council awarded the Citywide Landscape
Maintenance Services Contract for the Landscape and Lighting
Assessment District 89-1 (L&L) to PWLC II, Inc. (PWLC).
x On February 26, 2020, Change Order No. 1 (CCO#1) was executed and
included additional maintenance areas, and removal of areas.
x On June 3, 2020, City Council approved Change Order No. 2 (CCO#2)
included a one-year term extension and a 15% compensation decrease.
x On December 1, 2020, City Council approved Change Order No. 3
(CCO#3) which included additional maintenance areas.
x Change Order No. 4 (CCO#4) (Attachment 1) requests a one-year term
extension, a 5% increase in compensation, and additional service areas.
FISCAL IMPACT
The total contract cost for Fiscal Year 2021/22 would be $672,556, this includes
the balance of $14,094 for the cost for annual maintenance of additional areas
in CCO#3 ($28,188 total), a 5% increase of $31,226 from the 2020/21 Fiscal
CONSENT CALENDAR ITEM NO.
181
Year contract, and an increase for additional service area on Jefferson Street at
$16,800. The annual cost is allocated between L&L (215-7004-60112) and Fire
Station funds (101-2002-60112). These costs are currently included within the
draft 2021/22 City operating budget.
Total Contract
2019/20 Contract Amount: $ 687,059
Change Order No 1: $ (4.00)
Change Order No 2: $ (90,713)
Change Order No 3: $ 14,094
Change Order No 4: $ 62,120
2021/22 Contract Amount: $ 672,556
The L&L operates in a deficit and is annually subsidized by the General Fund.
The current subsidy projected for the 2021/22 budget is $1,108.688.
BACKGROUND/ANALYSIS
The L&L provides landscape and lighting maintenance services citywide. This
includes all public medians, parkways, and retention areas. These services are
necessary for roadway safety, water retention, and visual aesthetics.
On May 21, 2019, Council awarded the Citywide Landscape Maintenance
Services contract to PWLC to provide maintenance of all City medians in the
L&L for fiscal year 2021/22, for a total not to exceed amount of $687,059.
On February 26, 2020, CCO#1 was executed and included removal of
maintenance areas on Dunes Palms and Avenue 47 and added maintenance
areas on Monroe Street and Seely Drive, and reduced the compensation
amount by ($4), for a total not to exceed amount of $687,055.
On June 3, 2020, Council approved CCO#2 which included a one-year term
extension, additional landscape maintenance area on Calle Tampico for
$12,960, a 15% compensation reduction of ($103,058), and removal of a
maintenance area on Monroe ($615), for a total not to exceed amount of
$596,342.
On December 1, 2020, Council approved CCO#3 which included additional
services areas on Dune Palms, Calle Tampico, and Avenida Bermudas at an
annual cost of $28,188; of which $14,094 was included in the 2020/21 FY
Budget. Total contract amount $610,436.
CCO#4 proposes a one-year term extension, the remaining balance on CCO#3
of $14,094, a 5% increase in compensation of $31,226, and $16,800 for
182
additional service area located on Jefferson Street south of Avenue 50, for a
total not to exceed amount of $672,556.
ALTERNATIVES
Direct staff to prepare new bid documents and specifications to advertise the
Citywide Landscape Maintenance Service Contract for 2021/22.
Prepared by: Dianne Hansen, Management Analyst, Parks/Landscape
Approved by: Bryan McKinney, Public Works Director, City Engineer
Attachment: 1. Contract Change Order No.4
183