2025-26 Vintage Associates - Ch Ord 1 - SRR Landscape Maint Project 2023-31MEMORANDUM
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DATE: May 9, 2025 -
TO: Jon McMillen, City Manager
FROM: Dianne Hansen, M&O Superintendent
RE: Vintage Associates, Inc., SRR Landscape Maintenance and On -Call Services;
Project No 2023-31
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.
J✓I
Authority to execute this agreement is based upon:
Approved by City Council on April 15, 2025
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 appIyj
Bid ] I RFP '✓I RFQ i I 3 written informal bids
Sole Source J L Select Source u Cooperative Procurement
Requesting department shall check and attach the items below as appropriate:
215-7004-60691; 101-3005-60691; 3008-60691;201-7003-
Agreement payment will be charged to Account No.:
Agreement term: Start Date July 1, 2025 End Date
June 30, 2026
✓n Amount of Agreement, Amendment, Change Order, etc.: $ 307'270
REMINDER: Signing authorities listed above are applicable on the aggregate Agreement amount,
not individual Amendments or Change Orders!
✓n Insurance certificates as required by the Agreement for Risk Manager approval
Approved by: Monika Radeva - myCOI compliant Date: May 9, 2025
Bonds (originals) as required by the Agreement (Performance, Payment, etc.)
nConflict 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. 0003446 Expires: 02/28/2026
J✓I Requisition for a Purchase Order has been prepared (Agreements over $5,000)
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- — GEM of the DESERT —
Sheet 1 of 1
AGREEMENT: SILVERROCK LANDSCAPE MAINTENANCE SERVICE
PROJECT NO. 2023-31
CONTRACTOR: VINTAGE ASSOCIATES, INC.
CHANGE ORDER NO. 1
*******************************************************************************************************************
Pursuant to the terms of the original Agreement for Contract Services, you are hereby directed to make
the herein described changes or do the following described work not included in the plans and
specifications for this Agreement. Unless otherwise stated all work shall conform to the terms, general
conditions, and special provisions of the original Agreement.
DESCRIPTION OF CHANGE
1. As provided in Section 1240 - the Contract sum is amended as follows: the total agreement
amount of $299,776 is increased to $307,270 which includes a 2.5% increase of $7,494 based
on the Riverside County 2025 Consumer Price Index.
2. As provided in Section 2000, 2.0, Contract Terms; the City and Contractor agree to extend the
term of the contract for a one-year extension, commencing on July 1, 2025, thru June 30, 2026.
*******************************************************************************************************************
Contract for FY 2024/25
$ 299,776
Change Order No. 1 for FY 2025/26
(includes 2.5% CPI annual increase)
$ 307,270
Revised Agreement Total
$ 607,046
******************************************************************************************************************************
ON -CALL SERVICES SPENDING AUTHORITY
On -call services is not guaranteed, and must be requested and
approved by the Contract Officer in advance. Work may include,
but is not limited to modification to the irrigation system,
replacement of trees, shrubs, ground cover, accident damage, vandalism repair, weed abatement,
storm debris cleanup, irrigation repair and assessments, landscape of field improvements, etc. for
services outside the scope of the contract.
Valid for FY 2024/25
(approved 6/18/24)
$ 300,000
Valid for FY 2025/26
(approved 4/15/25)
$ 200,000
*******************************************************************************************************************
By reason of this change order the time of completion is adjusted as follows: -365- days added/deleted
to contract time. The start date for these services shall be: July 1, 2025
*******************************************************************************************************************
Submitted By: acerre --
Approved By:
Jon McMillen, City Manager
Date: 05/09/25
Date:
05/09/2025
*******************************************************************************************************************
We, the undersigned Contractor, have given careful consideration to the change proposed and
hereby agree, if this proposal is approved, that we will provide all equipment, furnish all materials,
perform all labor, except as may be noted above, and perform all services necessary to complete the
above specified work, and hereby accept as full payment the amount shown above, which includes all
direct and indirect overhead expenses for any delays.
Accepted By:
Title: CEO
Print Name: Kyle Gritters Print Company: VINTAGE ASSOCIATES, INC
CONSENT CALENDAR ITEM NO. 15
City of La Quinta
CITY COUNCIL MEETING: May 6, 2025
STAFF REPORT
AGENDA TITLE: RECEIVE AND FILE CHANGE ORDER NO. 1 TO CONTRACT WITH
VINTAGE ASSOCIATES, INC FOR SILVERROCK LANDSCAPE MAINTENANCE
PROJECT NO. 2023-31 AND ON -CALL MAINTENANCE SERVICES FOR FISCAL
YEAR 2025/26 AND RELATED COMPENSATION; AND AUTHORIZE THE PUBLIC
WORKS DEPARTMENT TO UTILIZE THIS VENDOR AS SELECT SOURCE FOR
ON -CALL MAINTENANCE SERVICES
RECOMMENDATION
Receive and file Change Order No. 1 to contract with Vintage Associates, Inc. for
SilverRock Landscape Maintenance Services Project No. 2023-31 and on -call
maintenance services for fiscal year 2025/26 and related compensation; and authorize the
Public Works Department to utilize Vintage Associates, Inc. as a select source for on -call
maintenance services.
EXECUTIVE SUMMARY
• The City contracts landscape maintenance services (LMS) for public parks, medians,
parkways, and retention basins throughout the City. Section 1240 of the contract also
allows for extra work for landscape renovation and improvements on an on -call, as
needed basis.
• On June 18, 2024, following a Request for Qualifications (RFQ) competitive selection
process, Vintage Associates, Inc. (Vintage) was awarded a contract for SilverRock
(SRR) landscape maintenance services based on their qualifications and experience;
and approved for additional spending authority of up to $200,000 in fiscal year (FY)
2024/25.
• On April 15, 2025, Council approved additional spending authority for Vintage of up to
$150,000 in FY 2025/26 for on -call landscape maintenance services, on an as
needed basis.
FISCAL iivirMt,1
On June 18, 2024, Council approved a 3-year contract with Vintage, to be executed as 1-
year terms based on satisfactory performance by the contractor, a 5% contingency, and
additional spending authority for on -call services for FY 2024/25 as detailed in the table
below. To date, $106,048 has been expended for on -call LMS services at city -owned
properties for removal of dead trees, plant replacement, and weed abatement at city -owned
properties.
251
On April 15, 2025, Council approved additional spending authority for Vintage of up to
$200,000 in FY 2025/26 for on -call LMS at city -owned properties, on an as needed basis.
Funds will be budgeted in FY 2025/26 and will be expended against various accounts based
on the type of work being performed (L&L 215-7004-60691 and 215-7004-60673; and Parks
101-3005-60691 for landscape maintenance, renovation, weed abatement, tree removal, and
storm damage cleanup of city -owned property).
On -call services is not guaranteed work, however, utilizing the same contractor as a select
source for extra work would ensure continuity and consistency of of landscape maintenance
and improvements in areas with aged and deferred landscape maintenance. Work may
generally include modification to the irrigation system, replacement of trees, shrubs, ground
cover, accident damage, vandalism repair, weed abatement, storm debris cleanup, irrigation
repair and assessments, landscape of field improvements, etc.
Parks Landscape Maintenance Services
FY
Approved Budget - 6/18/2024
Actuals
2024/25
Annual Maint_ Servicesz $299.776
Contingency (FYs 2024/25 - 2026/27): $ 45.716
Total: $345,492
$299.776 Contract
$299,776 Total
2025/26
Annual Maint. Services: $299,776
Contingency (FYs 2024/25-2026127 rer,E, : $ 38.222
Total: $337,998
$299.776 Change Order 1
$ 7,494 CPI cot;ated 2.5% rncrease)
$307,270 Total
2026/27
Annual Maint Services: $299,776
Contingency (FYs 2024/25-2026/27 remarrrnal: TBD
Total: Contingency TBD + $299,776
$299,776 Change Order 2
TBD FY increase to be negotiated
$299,776 + TBD FY increase
Parks Landscape Maintenance Services
FY
Approved Budget
Actuals to Date
2024r'25
Additional Spending Authority: $300.000
iapproved 6/18/241
$106,048
2025),26
Additional Spending Authority: $200.000
appro�ed 4/1525)
TBD
2026/27
Additional Spending Authority: TBD
TBD
*Actuals to date as of April 30, 2025
Annual LMS cost are allocated between 3 fund accounts and will be included in FY 2025/26
budget as follows:
Fund Account
FY 2025/26
Park Fund (101-3005-60112)
$174,430
L&L Fund (215-7004-60112)
$ 63,087
SilverRock Perimeter (215-7004-60143)
$ 69,753
Change Order No. 1 Total:
$307,270
252
BACKGROUND/ANALYSIS
The City contracts landscape maintenance for daily, weekly, and monthly maintenance of
landscaped areas located within City parks, retention basins, and parkways. The purpose of
the SRR LMS is to increase service levels at the SRR Park and landscape improvements at
the parkways located on Avenue 52 and Jefferson Street.
On April 2, 2024, an RFQ was posted for SRR LMS and on -call maintenance services;
5 proposals were received; and the selection committee recommended contracting with
Vintage based on their qualifications and experience. Section 1240 of the contract
specifically allows for extra work for landscape renovation and improvements on an on -call,
as needed basis.
On June 18, 2024, Council awarded a contract for SRR LMS to Vintage and approved the
above listed budget which included a 5% contingency and additional spending authority for
on -call services for FY 2024/25 of up to $300,000.
Additional spending authority for potential on -call services must be approved by Council
each FY and staff provides an update on extra work completed for the prior FY.
On April 15, 2025, staff provided an update of the on -call services completed in FY 2024/25
for SRR LMS.
On April 15, 2025, Council approved additional spending authority for Vintage of up to
$200,000 in FY 2025/26 for on -call landscape maintenance services, on an as needed basis,
for replacement of dead plant materials; weed abatement at City properties such as vacant
lots on Main St., wall off Adams St. at the CVWD and IID sites; Avenue 50, east of
Jefferson St. non -landscaped median; sidewalk areas citywide; etc.
On -call services is not guaranteed work, however, utilizing the same contractor as a select
source for extra work would ensure continuity and consistency of landscape maintenance
and improvements in areas with aged and deferred landscape maintenance. Work may
include modification to the irrigation system, replacement of trees, shrubs, ground cover,
accident damage, vandalism repair, weed abatement, storm debris cleanup, irrigation repair
and assessments, landscape of field improvements, etc. Further, staff will continue to seek
quotes from other vendors, when applicable per the Purchasing Policy, to ensure quality of
services and competitive pricing.
In accordance with the contract terms, per Section 1240, subsection (C), the City may
authorize a maximum increase per FY based on the local Consumer Price Index (CPI) for
Riverside, San Bernardino, and Ontario, which for 2024/25 (April to April) was 2.53%
Change Order No. 1 with Vintage, included as Attachment 1, extends the term of the
contract for FY 2025/26, increases compensation by 2.5% for the term duration in
accordance with the contract terms, and reflects the additional spending authority of
$200,000 for FY 2025/26.
253
ALTERNATIVES
As the contract, related budget, and additional spending authority have been previously
approved by Council, staff does not recommend an alternative.
Prepared by: Monika Radeva, City Clerk
Dianne Hansen, Maintenance & Operations Superintendent
Approved by: Bryan McKinney, Public Works Director/City Engineer
Attachment: 1. Change Order No. 1 with Vintage
254
CONSENT CALENDAR ITEM NO. 7
City of La Quinta
CITY COUNCIL MEETING April 15, 2025
STAFF REPORT
AGENDA TITLE: APPROVE ADDITIONAL CONTRACT SPENDING AUTHORITY FOR
CITY CONTRACTED VENDORS IN FISCAL YEAR 2025/26 FOR ADDITIONAL WORK
AND SERVICES OUTSIDE OF THE PROJECTS' SCOPE OF WORK
RECOMMENDATION
Approve additional contract spending authority for city contracted vendors in fiscal year
2025/26 for additional work and services outside of the projects' scope of work.
EXECUTIVE SUMMARY
• The City contracts maintenance services for its parks, civic facilities, median
landscapes and retention areas.
• In fiscal year (FY) 2024/25, Council awarded the following maintenance contracts
and granted staff authority for two 1-year renewals upon satisfactory performance
by the vendors:
a) Desert Concepts Construction, Inc. (Desert Concepts) — Citywide Landscape
Maintenance within the Landscape and Lighting Assessment District 89-1(L&L)
Project No. 2023-28;
b) Desert Concepts — Park Landscape Maintenance Services Project No. 2023-
30;
c) Horizon Lighting, Inc. (Horizon) — Citywide Lighting Maintenance Project No.
2023-29; and
d) Vintage Associates, Inc. (Vintage) — SilverRock Park and Perimeter Landscape
Maintenance Project No. 2023-31.
• City contracts allow for extra work on an on -call, as needed basis, and for contracted
vendors to be utilized as a select source for additional work outside of the scope of
the contracts. Council must approve the amount of additional spending authority
each fiscal year for potential extra work and services.
FISCAL IMPAC i
Staff seeks Council approval for additional spending authority for extra work and on -call
services, beyond the contracts' scope of work, for FY 2025/26 for each vendor, as follows:
77
a) Desert Concepts — $300,000 for Project No. 2023-28
b) Desert Concepts — $300,000 for Project No. 2023-30
c) Horizon — $150,000 for Project No. 2023-29
d) Vintage — $200,000 for Project No. 2023-31
Funds will be budgeted in FY 2025/26 accordingly in the following accounts — Parks (101-
3005-60112), Landscape and Lighting Assessment District 89-1(L&L) (215-7004-60112)
and (215-7004-60104), Library (202-3004-60112), and Museum (202-3006-60112) funds;
and costs will be charge in increments as needed to the appropriate maintenance service
account(s). These costs are currently included within the proposed FY 2025/26 City
operating budget.
BACKGROUND/ANALYSIS
The City contracts maintenance services for its parks, civic facilities, median landscapes
and retention basins. On June 18, 2024, following Request for Qualifications (RFC))
competitive selection processes, Council awarded the following contracts and granted
staff authority for two 1-year renewals upon satisfactory performance by the vendors:
a) Desert Concepts — Citywide Landscape Maintenance within the Landscape and
Lighting Assessment District 89-1(L&) Project No. 2023-28;
b) Desert Concepts — Park Landscape Maintenance Servies d Project No. 2023-30;
c) Horizon — Citywide Lighting Maintenance Project No. 2023-29; and
d) Vintage — SilverRock Park and Perimeter Landscape Maintenance Project No.
2023-31.
As of this writing, all vendors are performing satisfactory in accordance with their
respective contracts and staff will be extending the terms through FY 2025/26.
On -call services are not guaranteed work, however, utilizing the same contractor as a
select source for extra work would ensure continuity and consistency of maintenance and
improvements at City property not located within the contracted maintenance areas. This
work may include landscape improvements, weed abatement, storm cleanup, and
electrical repairs and/or replacement of electrical components.
Additional spending authority for potential extra work and on -call services must be
approved by Council each fiscal year. Staff provides an update on extra work completed
each year; in FY 2024/25 extra work and on -call services included:
a) Desert Concepts for Project No. 2023-28 — L&L landscape maintenance services
for extra work included plant replacement on Miles Avenue, Adams Street, Calle
Tampico, Eisenhower Drive, the Village Streets, and landscape restoration of
median islands on Highway 111 from Washington Street to Jefferson Street and is
continuing on Avenue 52 from the entrance to SilverRock to Jefferson Street.
78
b) Desert Concepts for Project No. 2023-30 — Parks Landscape Maintenance extra
work included leveling sports fields, plant and tree replacement at Civic Center
Campus, the Bear Creek Trail, memorial tree installations, turf improvements at
Seasons and Pioneer dog parks.
c) Horizon for Project No. 2023-29 — L&L Lighting maintenance services included on -
call electrical services at city parks.
d) Vintage for Project No. 2023-31 — SilverRock Park and Perimeter Landscape
Maintenance services for extra work and on -call services included removal of dead
trees, plant replacement and weed abatement of city owned properties.
Staff seeks Council approval of the additional spending authority for FY 2025/26 based
on the extra work and services completed in FY 2024/25; and for both unanticipated and
anticipated work to be performed in FY 2025/26
ALTERNATIVES
a) Council may elect to modify the requested additional spending authority.
b) Council may elect not to approve this request; however, in an effort to ensure
continuity, quality, and timely delivery of services, staff does not recommend this
alternative.
Prepared by:
Approved by:
Dianne Hansen, Maintenance & Operations Superintendent
Bryan McKinney, Public Works Director/City Engineer
79