2024-25 Vintage Electric - Amendment No. 3 - On-Call Electrical ServicesMEMORANDUM
DATE: December 17, 2024
TO: Jon McMillen, City Manager
FROM: Dianne Hansen, Maintenance & Operations Superintendent
Cv Qunfra
CALIFORNIA -
RE: Vintage Electric - On -Call Electrical Services Amendment 3
Please list the Contracting Party / Vendor Name, 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 December 17, 2024 Consent Item 3
❑ City Manager's signing authority provided under the City's Purchasing & Contracting Policy
[Resolution No. 2023-008] for budget expenditures of $50,000 or less.
❑ City Manager's signing authority provided under the City's Personnel Policy Section 3.2 for
temporary employment positions.
❑ 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):
❑ Bid ❑✓ RFP ❑ RFQ ❑ 3 written informal bids
.❑ Sole Source ❑ Select Source ❑ Cooperative Procurement
Reauestina department shall check and attach the items below as appropriate:
❑ Agreement payment will be charged to Account No.: Various CIP & Maintenance Accounts
❑✓ Agreement term: Start Date 07/01 /2024 End Date 06/30/2025
❑✓ Amount of Agreement, Amendment, Change Order, etc.: $ 150,000k increase = 300k FY 24/25
REMINDER: Signing authorities listed above are applicable on the acacrreaate Agreement amount, not individual
Amendments or Change Orders!
NOTE:
Insurance certificates as required by the Agreement for Risk Manager approval
Approved by: Oscar Mojica Date: 12/20/2024
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 700 is required pursuant
FPPC regulation 18701(2)
Business License No. LIC 0109400 Expires: 1/31/2025
Requisition for a Purchase Order has been prepared (Agreements over $5,000)
AMENDMENT NO. 3 TO AGREEMENT FOR CONTRACT
SERVICES WITH VINTAGE ELECTRIC
This Amendment No. 3 ("Amendment No. 3") to Agreement for Contract
Services ("Agreement") with Vintage Electric is made and entered into as of the 17th
day of December 2024 ("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, on or about June 30, 2023, the City and Contracting Party
executed 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; and
• Amend Section 3.4 Term of the Agreement to extend the term for two
additional years through June 30, 2025 (Extended Term).
WHEREAS, the City and Contracting Party mutually agree to execute
Amendment No. 3 to:
• Amend Section 2.1 Contract Sum of the Agreement by increasing
compensation by $150,000, for a total not to exceed amount of $300,000
per FY, effective FY 2024/25, as identified in Exhibit B, attached hereto
and made a part hereof; and
NOW THEREFORE, in consideration of the mutual covenant herein contained,
the parties agree as follows:
AMENDMENT NO. 3
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 Nine Hundred
Thousand ($900,000) for the life of the Agreement, encompassing the initial
and any extended terms (the "Contract Sum"), except as provided in Section
1.7:
2. "Exhibit B" — Schedule of Compensation is amended as listed in "Exhibit B",
attached hereto and incorporated by this reference.
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 for Contract Services on the respective dates set
forth below.
CITY OF LA QUINTA,
A California municipal corporation,
and charter city
SIGNED IN COUNTERPART
JON MCMILLEN, City Manager
Date:
ATTEST:
SIGNED IN COUNTERPART
MONIKA RADEVA, City Clerk
APPROVED AS TO FORM:
SIGNED IN COUNTERPART
WILLIAM H. IHRKE, City Attorney
VINTAGE ELECTRIC
a California Corporation
JAMES t6URJE, President
iL
Date: 2. ( `�i�
IN WITNESS WHEREOF, the City and Consultant have executed this
Amendment No. 3 to the Agreement for Contract Services on the respective dates set
forth below.
CITY OF LA QUINTA,
A California municipal corporation,
and charter city
JON g�', fTLLEN, City Manager
ATTEST:
4t
MONIKA RAD VA, My Clerk
M-1071WIXTIN31001101V AI
WILLIAM H. IHRKE, City Attorney
VINTAGE ELECTRIC
a California Corporation
SIGNED IN COUNTERPART
JAMES TOURJE, President
Date:
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 $900,000, ("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 Term (July 1, 2020 — June 30, 2021) $200,000
Extended Term (July 1, 2021 — June 30, 2022) $100,000
Extended Term (July 1, 2022 — June 30, 2023) $150,000
Extended Term (July 1, 2023 — June 30, 2024) $150,000
Extended Term (July 1, 2024 - June 30, 2025) $300,000
Total not to exceed amount: $900,000
CONSENT CALENDAR ITEM NO. 3
City of La Quinta
CITY COUNCIL MEETING: December 17, 2024
STAFF REPORT
AGENDA TITLE: APPROVE AMENDMENT NO. 3 TO AGREEMENT FOR
CONTRACT SERVICES WITH VINTAGE ELECTRIC FOR ON -CALL ELECTRICAL
SERVICES
RECOMMENDATION
Approve Amendment No. 3 to Agreement for Contract Services with Vintage Electric for On -
Call Electrical Services to increase the contract spending authority up to $300,000 in
fiscal year 2024/25; and authorize the City Manager to execute the amendment.
EXECU i i v r- 1V11V1AKY
• Public Works projects, Building, Landscape and Street Maintenance activities
often require electrical services, which necessitate the use of certified
electricians.
• In 2020, the City contracted with Vintage Electric (Vintage) to provide these
services based on the competitive Request for Proposals (RFP) process.
• Several public works maintenance and capital improvement projects require
electrical services and have utilized the majority of the existing $150,000 contract
authority for fiscal year (FY) 2024/25.
• Staff requests increased contract spending authority from $150,000 to $300,000
for 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), and
the Capital Improvement Project (CIP) technical account for these services (401-0000-
60108). If approved, the revised total amount that can be paid to Vintage for FY 2024/25
would increase from $150,000 to not to exceed amount of $300,000 for on -call electrical
services.
The following is the proposed contract amount for the remaining contract term:
Initial Term (July 1, 2020 — June 30, 2021) $200,000
Extended Term (July 1, 2021 — June 30, 2022) $100,000
Extended Term (July 1, 2022 — June 30, 2023) $150,000
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Extended Term (July 1, 2023 — June 30, 2024) $150,000
Extended Term (July 1, 2024 — June 30, 2025) $300,000
Total not to exceed amount: $900,000
BACKGROUND/ANALYSIS
The City contracts with Vintage to provide on -call electrical services for projects that
necessitate certified electricians; the contractor was selected through the competitive RFP
process completed in March 2020, and Council approved a one-year agreement in June
2020.
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.
In June, 2023, Council approved Amendment No 2 to the agreement which allowed
contract spending authority of $150,000, and extended the term through FY 2024/25.
Vintage is utilized for construction of public works capital improvement projects, and
electrical maintenance in streets, and landscape maintenance projects. Due to increased
costs of prevailing wages and materials, staff requests increased contract spending authority
from $150,000 to $300,000 to complete ongoing projects.
If approved, proposed Amendment No. 3 (Attachment 1) would allow staff to continue to
utilize Vintage for on -call electrical services for a "not to exceed" amount of $300,000 for
FY 2024/25.
AL i ERNATIVES
Council may elect not to approve the amendment.
Prepared by: Dianne Hansen, Maintenance & Operations Superintendent
Approved by: Bryan McKinney, Public Works Director/City Engineer
Attachment: 1. Amendment No. 3 to Agreement for On -Call Electrical Services
with Vintage
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