2025-26 Desert Concepts Constr - Parks Landscape Maint Project 2023-30 - Change Order No. 1MEMORANDUM
DATE: May 12, 2025
TO: Jon McMillen, City Manager
FROM :Dianne Hansen, M&O Superintendent
RE: Desert Concepts Construction, Inc., Parks Landscape Maintenance and On -Call
Services; Project No 2023-30
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.
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Authority to execute this agreement is based upon:
Approved by City Council on April 15, 2025 - Consent 7; May 6, 2025 - Consent 16
City Manager's signing authority provided under the City's Purchasing Police
[Resolution No. 2023-008] 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. 2023-008] for budget expenditures of $15,000 and
$5,000, respectively, or less.
Q Bid
,Q Sole Source
Procurement Method (one must apply):
1-1 RFP
✓I RFQ
Select Source
3 written informal bids
Cooperative Procurement
Reauestina department shall check and attach the items below as appropriate:
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Agreement payment will be charged to Account No.: 215-7004-60691; 101-300ii
Agreement term: Start Date July 1, 2025 End Date June 30, 2026
Amount of Agreement, Amendment, Change Order, etc.: $1,209,500 per year
REMINDER: Signing authorities listed above are applicable on the acgaregate Agreement amount,
not individual Amendments or Change Orders!
Insurance certificates as required by the Agreement for Risk Manager approval
Approved by: myCOl compliant Date: 5/12/2025
Bonds (originals) as required by the Agreement (Performance, Payment, etc.)
Conflict of Interest Form 700 Statement of Economic Interests from Consultant(s)
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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. 0006902 Expires: 1/31/2026
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Requisition for a Purchase Order has been prepared (Agreements over $5,000)
- — GEM of the DESERT —
Sheet 1 of 1
AGREEMENT: CITYWIDE PARK LANDSCAPE MAINTENTANCE SERVICE
PROJECT NO. 2023-30
CONTRACTOR: DESERT CONCEPTS CONSTRUCTION, 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 $1,180,000 is increased to $1,209,500 which includes a 2.5% increase of $29,500.
2. As provided in Section 2000, 2.0, Contract Terms; the City and Contractor agree to extend the
term of the contract for the first one-year extension, commencing on July 1, 2025, through June
30, 2026.
*******************************************************************************************************************
Contract for FY 2024/25
$ 1,180,000
Change Order No. 1 for FY 2025/26
(includes 2.5% CPI annual increase)
$ 1 209,500
Revised Agreement Total
$ 2,389,500
******************************************************************************************************************************
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 landscape restoration with modification to the
irrigation system, replacement of trees, shrubs, ground cover,
accident damage, vandalism repair, weed abatement, storm debris cleanup, irrigation repair and
assessments, 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)
$ 300,000
*******************************************************************************************************************
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: Z7�r— qY&gal Date: 05/12/25
A roved By°� Jon McMillen, City Manager Date: May 12, 2025
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***********************AA AAA**********k**k*******irk************************ AAA/ ************************************
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 overhe. -xp -nses for any delays.
Accepted By: Title: President
Print Name: Ju io stro Print Company: DESERT CONCEPTS CONSTRUCTION, INC
CONSENT CALENDAR ITEM NO. 16
City of La Quinta
CITY COUNCIL MEETING: May 6, 2025
STAFF REPORT
AGENDA TITLE: RECEIVE AND FILE CHANGE ORDER NO. 1 TO CONTRACT WITH
DESERT CONCEPTS CONSTRUCTION, INC FOR PARK LANDSCAPE
MAINTENANCE SERVICES PROJECT NO. 2023-30 AND ON -CALL LANDSCAPE
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 Desert Concepts Construction, Inc.
for Park Landscape Maintenance Services Project No. 2023-30 and on -call landscape
maintenance services for fiscal year 2025/26 and related compensation; and authorize
the Public Works Department to utilize Desert Concepts Construction, Inc. as a select
source for on -call landscape maintenance services.
EXECUTIVE SUMMARY
• The City contracts landscape maintenance services (LMS) for its parks, civic
facilities, and retention areas. 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, Desert Concepts Construction, Inc. (Desert Concepts) was
awarded a contract for citywide parks LMS based on their qualifications and
experience; and approved for additional spending authority of up to $300,000 in
fiscal year (FY) 2024/25.
• On April 15, 2025, Council approved additional spending authority for Desert
Concepts of up to $300,000 in FY 2025/26 for on -call landscape maintenance
services, on an as needed basis.
FISCAL iiviriL i
On June 18, 2024, Council approved a 3-year contract with Desert Concepts, 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, $151,995 has been expended for leveling sports
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fields, plant and tree replacement in City parks, memorial tree installations, landscape
improvements at Civic Center Campus, the Bear Creek Trail, and turf improvements at
Seasons and Pioneer dog parks.
On April 15, 2025, Council approved additional spending authority for Desert Concepts
of up to $300,000 in FY 2025/26 for on -call services, on an as needed basis, for extra
landscape maintenance and renovation work for citywide parks. 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; Fire Stations 101-2002-60112; Museum 202-
3006-60112; Library 202-3004-60112; Parks 101-3005-60691 for weed abatement, and
landscape renovation on City 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 maintenance and
improvements in areas with aged and deferred landscape maintenance. Work may
generally include modifications to the irrigation system, replacement of trees, shrubs,
ground cover, accident damage, vandalism repair, weed abatement, storm debris
cleanup, irrigation repair and assessments, etc.
Parks Landscape Maintenance Services
FY
Approved Budget - 6118/2024
Actuals
2024 25
Annual Maint. Services. S1.180.000
Contingency (FYs 2024/25 - 2026/271: $ 179.950
Total: $1,359,950
$1.180.000 Contract
$1,180,000 Total
2025/26
Annual Maint. Services: S1.180.000
Contingency (FYs 2024/25-202&2/ .:.,., S 179.950
Total: $1,359,950
$1.180,000 Change Order 1
$ 29,500 CPI . _.ot,atea at 2, 5% incrrac
$1,209,500 Total
2026,27
Annual Maint Services: $1,180.000
Contingency (cv<- 202,.25.2026%27 m,a,,,,„,,,?- TBD
Total: Contingency TBD + $1.180,000
$1,180,000 Change Order 2
TBD FY increase to be negotiated
$1.180,00 + TBD FY increase
Parks Landscape Maintenance Services
FY
Approved Budget
Actuals to Date
2024/25
Additional Spending Authority $300.000 i
appro.'ed 6/18✓24)
$151,995'
2025/26
Additional Spending Authority $300.000
tapproved 4/15/25)
TBD
2026/27
Additional Spending Authority TBD
TBD
* Actuals to date as of April 30, 2025
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Annual LMS costs are allocated between 4 fund accounts and will be included in
FY 2025/26 budget as follows:
Fund Account
FY 2025/26
Park Fund (101-3005-60112)
$ 975,397
L&L Fund (215-7004-60112)
$ 178,781
Museum Fund (202-3006-60112)
$ 21,279
Library Fund (202-3004-60112)
$ 34,043
Change Order No. 1 Total:
$ 1,209,500
BACKGROUND/ANALYSIS
Parks LMS provides daily cleaning and weekly maintenance of all landscaped areas
located around civic facilities and within City parks, trails, natural areas, and retention
basins.
On April 2, 2024, an RFQ was posted for LMS and on -call landscape maintenance
services; 3 proposals were received; and the selection committee recommended
contracting with Desert Concepts 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 LMS for citywide parks to Desert
Concepts 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 for FY 2024/25 on -call services for LMS
included leveling sports fields, plant and tree replacement in City parks, memorial tree
installations, landscape improvements at Civic Center Campus, the Bear Creek Trail, and
turf improvements at Seasons and Pioneer dog parks.
On April 15, 2025, Council approved additional spending authority for Desert Concepts
of up to $300,000 in FY 2025/26 for on -call services, on an as needed basis, for landscape
improvements at various locations citywide, including but not limited to Washington
Street. parkway at Point Happy residential development to St. Francis of Assisi; center
medians improvements along Washington Street, Avenues 48 and 50, and Adams Street;
unanticipated services due to car accidents in the medians, replacement of dead plant
materials; 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 maintenance and
improvements in areas with aged and deferred landscape maintenance. Work may
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generally include landscape restoration with modifications to the irrigation system,
replacement of trees, shrubs, ground cover, accident damage, vandalism repair, weed
abatement, storm debris cleanup, irrigation repair and assessments, 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 Desert Concepts, 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
$300,000 for FY 2025/26.
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 Desert Concepts
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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
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:
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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 (RFQ)
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.
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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
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