2022-23 Vintage Associates Change Order 4 - Park Landscape Maint Project 2018-32MEMORANDUM
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 6, 2022
Jon McMillen, City Manager
Dianne Hansen, Management Analyst
Vintage Associates, Inc., Parks Landscape Maintenance Services, Change Order No. 4
Project No. 2018-32
May 17, 2022
✔
✔101-3005; 215-7004;202-30
July 1, 2022 June 30, 2023
878,221
Laurie McGinley 6/7/2022
0003446 5/25/2023
City of La Quinta
CITY COUNCIL MEETING: May 17, 2022
STAFF REPORT
AGENDA TITLE: APPROVE CHANGE ORDER NO. 4 TO CONTRACT WITH
VINTAGE ASSOCIATES, INC. FOR PARK LANDSCAPE MAINTENANCE SERVICES
PROJECT NO. 2018-32 FOR A ONE-YEAR TERM EXTENSION AND RELATED
COMPENSATION
RECOMMENDATION
Approve Change Order No. 4 to contract with Vintage Associates, Inc. for Park
Landscape Maintenance Services Project No. 2018-32 for a one-year term
extension, and a 7% increase in compensation, in an amount not to exceed
$878,221 for fiscal year 2022/23; and authorize the City Manager to execute
the change order.
EXECUTIVE SUMMARY
•The City contracts landscape maintenance services for its parks, civic
facilities, and retention areas.
•May 2019, City Council awarded the Parks Landscape Maintenance
Services Contract to Vintage Associates, Inc. (Vintage), total contract
amount of $658,260.
•May 2020, Council approved Change Order No. 1, which included a one-
year term extension and a 15% compensation decrease, total contract
amount of $561,420.
•April and May 2021, Council approved Change Order’s No. 2 and No. 3
which included a one-year term extension, and a 5% increase in
compensation, and annual maintenance for the SilverRock Park Event
Site, total contract amount of $721,291
•Change Order No. 4 (Attachment 1) requests a one-year extension
through June 30, 2023, a 7% increase in compensation, and additional
maintenance areas including the SilverRock retention basin and the
X-Park, for a total contract amount of $878,221.
FISCAL IMPACT
The total contract cost for fiscal year 2022/23 would be $878,221 and includes
a 7% increase of $50,490 to the 2021/22 compensation amount, additional
maintenance areas for the retention basin of $59,760, and the X-Park of
$25,290, and additional overseeding at $20,760. The annual cost is allocated
CONSENT CALENDAR ITEM NO. 4
165
between Parks (101-3005-60112), Landscape and Lighting Assessment
District 89-1 (215-7004-60112), Library (202-3004-60112), and Museum
(202-3006-60112) funds. These costs are currently included within the
proposed 2022/23 City operating budget.
Total Contract
2019/20 Initial Contract $ 658,260
Change Order No 1: $ (96,840)
Change Order No 2: $ 26,750
Change Order No 3: $ 133,121
Change Order No 4: $ 156,930
2022/23 Contract Amount $ 878,221
BACKGROUND/ANALYSIS
Park landscape maintenance service provides for daily cleaning and weekly
maintenance of all landscaped areas located around civic facilities and within
City parks, trails, natural areas, and retention basins.
Change Order No. 4 proposes a one-year term extension, a 7% increase of
$50,490 in compensation to the 2021/22 contract sum, additional
maintenance areas for the retention basin $59,760; and X-Park $25,920;
and overseeding at $20,760; total contract amount $878,221.
Staff recommends this contract extension based on the contractor’s
performance, and response times to address issues in the parks.
ALTERNATIVES
Council may direct staff to prepare new bid documents and specifications to
advertise for Citywide park landscape services. However, that may cause a
delay in services.
Prepared by: Dianne Hansen, Management Analyst, Parks/Landscape
Approved by: Bryan McKinney, Public Works Director/City Engineer
Attachment: 1. Change Order No. 4
166