2025-27 PWLC II, Inc - Lands Maint Refurbishment On-Call - Amendment 1 - Project 2022-15 PW Maint ServicesMEMORANDUM
DATE: February 20, 2025
TO: Jon McMillen, City Manager
FROM: Dianne Hansen, M&O Superintendent
Cv Qa�tra
CALIFORNIA
RE: PWLC, Inc., On -Call Public Works Maintenance Services, Amendment No 1
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 February 18, 2025 Consent 4
❑ 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.
R
.❑
.❑
NOTE.
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 W] 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.: 215-7004-60691; 101-3005-60691
Agreement term: Start Date February 18, 2025 End Date June 30, 2027
Amount of Agreement, Amendment, Change Order, etc
$ 700,000/term of the agreement
z. Signing authorities listed above are applicable on the acrgregate Agreement amount, not individual
Amendments or Change Orders!
Insurance certificates as required by the Agreement for Risk Manager approval
Approved by: Oscar Mojica Date: 2/20/2025
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. 1013876 Expires: 04/30/2025
Requisition for a Purchase Order has been prepared (Agreements over $5,000)
AMENDMENT NO. 1 TO AGREEMENT FOR CONTRACT SERVICES
WITH PWLC II, INC.
This Amendment No. 1 ("Amendment No. 1") to Agreement for Contract Services
("Agreement") with PWLC, Inc. is made and entered into as of the 18'" day of February,
2025 ("Effective Date") by and between the CITY OF LA QUINTA ("City"), a California
municipal corporation and PWLC II, Inc. ("Contracting Party").
RECITALS
WHEREAS, on or about May 1, 2022, the City and Contracting Party entered into
an Agreement to provide On -Call Public Works Maintenance Services. The term of the
Agreement expires on June 30, 2025; and
WHEREAS, the City utilizes Contracting Party for tree removal, weed abatement,
and landscape maintenance improvement projects, in City parks, medians, parkways and
retention areas; and
WHEREAS, the City and Contracting Party mutually agree to amend Section 2.1
Contract Sum and Exhibit B — Schedule of Compensation of the Agreement to increase
spending authority from $200,000 to a total not to exceed amount of $300,000 for fiscal
year 2024/25 only. Contract Sum shall remain unchanged, at $200,000 per fiscal year
under the Initial and Extended Term.
WHEREAS, pursuant to Section 3.4 Term, the City and Contacting party mutually
agree to extend the term of the Agreement for an additional two -years from July 1, 2025
to June 30, 2027 ("Extended Term"); 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:
1. Section 2.1 Contract Sum is amended to read as follows:
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 years 2022/23 and 2023/24; Three -Hundred Thousand Dollars
($300,000) for fiscal year 2024/25 only; and the Extended Term will remain at a total
amount not to exceed of Two -Hundred Thousand Dollars ($200,000) per fiscal year. (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.
3. Section 3.4 Term is amended to read as follows:
3.4 Term. Unless earlier terminated in accordance with the provisions of Article
8.0 of this Agreement, the term of this Agreement shall commence on May 1, 2022, and
terminate on or before June 30, 2025 ("Initial Term"). This Agreement is being extended
for an additional two-year term from July 1, 2025 through June 30, 2027 ("Extended
Term"). This Agreement may not be extended any further.
In all other respects, the original Agreement shall remain in effect.
IN WITNESS WHEREOF, the City and Contracting Party have executed this
Amendment No. 1 to the Agreement on the respective dates set forth below.
CITY OF LA QUINTA
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
PWLC II, INC
PAUL RAOIEN, President
Dated: 02/18/2025
2. Exhibit B — Schedule of Compensation is amended as listed in "Exhibit B," attached
hereto and incorporated by this reference.
3. Section 3.4 Term is amended to read as follows:
3.4 Term. Unless earlier terminated in accordance with the provisions of Article
8.0 of this Agreement, the term of this Agreement shall commence on May 1, 2022, and
terminate on or before June 30, 2025 ("Initial Term"). This Agreement is being extended
for an additional two-year term from July 1, 2025 through June 30, 2027 ("Extended
Term"). This Agreement may not be extended any further.
In all other respects, the original Agreement shall remain in effect.
IN WITNESS WHEREOF, the City and Contracting Party have executed this
Amendment No. 1 to the Agreement on the respective dates set forth below.
CITY OF LA QUINTA
a California municipal corporation
t
JQN-k
1
cMILLEN, City Manager
City of La Quinta, California
Dated:
ATTEST:
MONIKA RADEVA, City Clerk
City of La Quinta, California
APPROVED AS TO FORM:
r
WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
PWLC II, INC
SIGNED IN COUNTERPART
PAUL RASMUSSEN, President
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 Two -Hundred Thousand Dollars ($200,000)
for fiscal years 2022/23 and 2023/24; Three -Hundred Thousand Dollars ($300,000) for
fiscal year 2024/25 only; and the Extended Term will remain at a total not to exceed
amount of Two -Hundred Thousand Dollars ($200,000) per fiscal year ("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.
"Not to exceed" Year 1 (FY2022/23)
"Not to exceed" Year 2 (FY2023/24)
"Not to exceed" Year 3 (FY2024/25)
"Not to exceed" Year 4 (FY2025/26)
"Not to exceed" Year 5 (FY2026/27)
Initial Term:
$200,000.00
$200,000.00
$300,000.00
Extended Term:
$200,000.00
$200,000.00
CONSENT CALENDAR ITEM NO. 4
City of La Quinta
CITY COUNCIL MEETING' February 18, 2025
STAFF REPORT
AGENDA TITLE: APPROVE AMENDMENT NO. 1 TO AGREEMENT FOR CONTRACT
SERVICES WITH PWLC II, INC. FOR ON -CALL PUBLIC WORKS MAINTENANCE
SERVICES
RECOMMENDATION
Approve Amendment No. 1 to Agreement for Contract Services with PWLC Inc, II. for on -
call public works maintenance services to (1) increase the spending authority forfiscal year
2024/25 from $200,000 to $300,000, (2) extend the term for two additional years through
June 30, 2027; and authorize the City Manager to execute the amendment.
EXECUTIVE SUMMARY
• Per the Purchasing Policy, combined amounts paid to vendors/contractors over
$50,000 must be approved by the City Council.
• In June 2022, PWLC II, Inc., (PWLC) was awarded an agreement for On -Call Public
Works Maintenance Services (On -Call Services) to provide a variety of landscape
maintenance services in city parks, medians and parkways.
• Amendment No. 1 proposes to increase the contract spending authority in fiscal
year (FY) 2024/25 from $200,000 to $300,000. The compensation will remain as
originally approved for the Extended Term.
FISCAL 11VI VAU i
Funds are available in the FY 2024/25 budget in various maintenance accounts (101-3005;
101-3008; 215-7004; 101-2002; 202-3004; 202-3006-60691; and 501-0000-71103) and will
be charged to the appropriate account depending on services rendered. If approved, the
total amount that can be paid to PWLC for FY 2024/25 would increase from $200,000 to
$300,000 for maintenance services. Extended terms for the life of the Agreement would
remain at $200,000 per FY.
BACKGROUND/ANALYSIS
In June 2022, PWLC was awarded an agreement for On -Call Services with an annual
spending authority up to $200,000 for a three-year term, with the option to renew for an
additional two years.
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PWLC provides quality work, competitive pricing, and will bid prevailing wage projects. They
have performed a wide range of maintenance services that include leveling sports fields, tree
removals, weed abatement, and storm cleanup. Staff will continue to seek quotes from other
vendors to compare costs and ensure competitive pricing and quality services.
The Purchasing Policy requires Council approval for purchases and/or contracts over
$50,000. To date in FY 2024/25 the City has utilized PWLC to level sports fields at Colonel
Mitchell Paige, weed abatement, and palm and tree removal services totaling over $50,000.
The City annually prunes the palm trees located in the easement areas along Eisenhower
Drive, from Calle Tampico to Calle Durango, and on Avenida Obregon, from the cul-de-sac in
the Yucatan Cove to Calle Nogales. These palms were planted by Riverside County prior to
the City's incorporation and are estimated to be 70 to 90 years old, some have visibly weak
trunk structures, and some have rotted at the base. Thus, the City recommends removal of
the palms. PWLC provided the lowest price per palm for removal, staff requests approval to
increase the annual spending authority for PWLC from $200,000 to $300,000 for FY 2024/25
for these services.
If approved, Amendment No. 1 (Attachment 1) would allow staff to continue to utilize PWLC
for maintenance services on an as -needed basis for a not to exceed amount of $300,000
for FY 2024/25, and $200,000 annually for the extended two-year term.
kLTERNATIVES
Council may deny this request or direct staff to seek Council approval for any future work
with PWLC, however, staff does not recommend this as it could adversely affect work
schedules.
Prepared by: Dianne Hansen, Maintenance & Operations Superintendent
Approved by: Bryan McKinney, P.E., Public Works Director/City Engineer
Attachment: 1. Amendment No. 1 to Agreement for On -Call Maintenance
Services with PWLC II, INC.
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