2025-26 Desert Concepts Constr - L&L Landscape Maint Project 2023-28 - Change Order No. 2•
MEMORANDUM
Cv adifra
CALIFORNIA
DATE: May 13, 2025
TO: Jon McMillen,City Manager
FROM: Dianne Hansen, M&O Superintendent
RE: Desert Concepts, PN 2023-28 L&L Landscape Maintenance
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.
✓
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Authority to execute this agreement is based upon:
Approved by City Council on May 6, 2025
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.
Bid
Sole Source
Procurement Method (one must apply):
RFP I I RFQ
Select Source
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3 written informal bids
Cooperative Procurement
Requesting department shall check and attach the items below as appropriate:
215-7ooa-sos91;101-2002-60112;202-3006-60112;202-3004-60112
Agreement payment will be charged to Account No.:
Agreement term:
Start Date 07/01 /2025
Amount of Agreement, Amendment, Change Order, etc.:
End Date
06/30/2026
$1,416,631 FY 2025/26
REMINDER: Signing authorities listed above are applicable on the aggregate Agreement amount, not individual
Amendments or Change Orders!
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Insurance certificates as required by the Agreement for Risk Manager approval
Approved by: myC01 compliant (MR)
Date: 5/14/2025
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. LIC-00060902
Expires: 01 /31 /2026
Requisition for a Purchase Order has been prepared (Agreements over $5,000)
78495 Calle Tampico I to Quinta, California 92253 1760.777.7000 I www.laquintaca,gov
- — GEM of the DESERT —
Sheet 1 of 1
AGREEMENT: CITYWIDE LANDSCAPE MAINTENANCE SERVICES, LANDSCAPE AND
LIGHTING DISTRICT 89-1
PROJECT NO. 2023-28
CONTRACTOR: DESERT CONCEPTS CONSTRUCTION, INC.
CHANGE ORDER NO. 2
*******************************************************************************************************************
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. Contract sum is amended as follows: the total contract amount is comprised of (1) FY 2024/25
total of $1,385,533 [(a) L&L AD 89-1 landscape maintenance (LMS) of $1,380,000, and (b)
increase of $5,533, prorated for 10 months, via Change Order 1 to include maintenance of Vista
Coraline retention basin and center median island]; and (2) FY 2025/26 total of $1,416,631 [(a)
L&L AD 89-1 LMS of $1,380,000, (b) Vista Coralina Ln additional areas for $8,299, (c) reduction
of ($6,375) due to a palm trees removal, and (d) CPI increase of 2.5% of $34,707 per Section
1240, subsection (C).
2. As provided in Section 2000, 2.0, contract terms; the City and Contractor agree to extend the
term of the contract for the second one-year extension, commencing on July 1, 2025, through
June 30, 2026.
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Contract for FY 2024/25 L&L AD 89-1 landscape maintenance
$ 1,380,000
Change Order No. 1 for FY 2024/25 (effective 11/1/2024, prorated 10 months)
To include Vista Coralina Ln. retention basin & center median island
$ 5,533
Change Order No. 2 for FY 2025/26
$1,416,631
L&L AD 89-1 landscape maintenance
$1,380,000
Vista Coralina Ln retention basin & center median island
$ 8,299
Palm trees removal annual maintenance reduction
$ (6,375)
CPI 2.5%
$ 34,707
Revised Agreement Total
$ 2,802,164
**AAAAA*AAAAAAAAAAA**AAAAAAAAAAA********AAAAAAA***********AAAA*************************************AAAAA**********AAAA********
ON -CALL SERVICES SPENDING AUTHORITY
On -call services is not guaranteed work, 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
****AAAA************************************ *************************************A A A AAA A****A AA AA********
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: Z) YVa^'z
Approved B
Date: 05/13/25
Jon McMillen, City Manager Date: 5/15/2025
AAA****AA A A****A A A k*****A AAAk*Airk**************************************************************************ir*******
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 over expenses for any delays.
Accepted By: Title: President
Print Name: J lio C. = o Print Company: DESERT CONCEPTS CONSTRUCTION, INC
CONSENT CALENDAR ITEM NO. 17
City of La Quinta
CITY COUNCIL MEETING May 6, 2025
STAFF REPORT
AGENDA TITLL: RECEIVE AND FILE CHANGE ORDER NO. 2 TO CONTRACT WITH
DESERT CONCEPTS CONSTRUCTION, INC FOR CITYWIDE LANDSCAPE
MAINTENANCE WITHIN THE LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT
89-1 PROJECT NO. 2023-28 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. 2 to contract with Desert Concepts Construction, Inc. for
Citywide Landscape Maintenance Services within the Landscape and Lighting Assessment
District 89-1 Project No. 2023-28 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 public medians,
parkways, retention basins, and fire stations 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, Desert Concepts Construction, Inc. (Desert Concepts) was awarded a contract
for LMS for the Landscape and Lighting Assessment District 89-1 (L&L) 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 for FY 2025/26 for on -call LMS, on an as needed basis.
FISCAL IMPAC1
On June 18, 2025, 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, $222,543 has been expended for plant replacement on Miles Avenue, Adams Street,
Calle Tampico, Eisenhower Drive, the Village Streets, and landscape restoration of median
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islands on Highway 111 from Washington Street to Jefferson Street, and is continuing on
Avenue 52 from the entrance to SilverRock Park to Jefferson Street.
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 outside of the L&L areas. 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 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.
Landscape & Lighting Assessment District 89-1
Maintenance Services
FY
Approved Budget - 6/1812024
Actuals
2024;25
Annual Maint. Services. $1,380,000
Contingency ( FYs 2024:25 - 2026/2n : $ 210.450
Total: $1,590,450
$1,380,000 Contract
$ 5,533 Change Order 1 x
. f a 24 ^r-r1F!t '.' _'8 c r'a. a c:ot ororated 10 -c' ate!
$1,385,533 Total
2025/26
Annual Maint. Services: $1,380,000
Contingency rFYs2024/25-2026127remainrnc:: $ 204,917
Total: $1,584,917
$1,380,000 Change Order 2
$ 8.299 Vista Coralina (12 months)
$ (6,375) Palm Trees Removal
$ 34.707 7recot(ated 2.5% increase)
$1,416,631 Total
20261'27
Annual Maint. Services: $1,380,000
Contingency 'FYs2024/25-2026/27remarnrncl: TBD
Total: Contingency TBD + $1,380,000
$1,380.000 Change Order 3
$ 8.299 Vista Coralina (12 months)
$ (6,375) Palm Trees Removal
TBD FY increase to be negotiated
S1,381,924 + TBD FY increase
Landscape & Lighting Assessment District 89-1
Maintenance Services
FY
Approved Budget
Actuals to Date
2024.2,-�
`
Additional Spending Authority: $300,000
i'appro..ed Ci t6/24)
$222.543'
202526
Additional Spending Authority- $300.000
approved 4/15/25 )
TBD
2026/27
Additional Spending Authority TBD
TBD
* Actuals to date as of April 30, 2025
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Annual L&L AD 89-1 LSM cost are allocated between 2 fund accounts and will be included in
FY 2025/26 budget as follows:
Fund Account
FY 2025/26
L&L (215-7004-60112)
$ 1,355,131
Fire Stations (101-2002-60112)
$ 61,500
Change Order No. 2 Total:
$ 1,416,631
BACKGROUND/ANALYSIS
The City contracts citywide LMS within the L&L for daily, weekly and monthly maintenance of all
landscaped areas located within the City's rights -of -way and Fire Stations.
On April 2, 2024, an RFQ was posted for L&L 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 L&L LMS to Desert Concepts for the L&L
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.
Change Order No. 1 was executed effective November 1, 2024, to add maintenance of Vista
Coralina Land retention basin and center median island for a total not to exceed amount of
$5,533 in FY 2024/25, prorated for 10 months. This work will be permanently included in the
annual scope of work for this contract going forward at a not to exceed annual amount of
$8,299.
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 that FY 2024/2 on -call services for LMS 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.
On April 15, 2025, Council approved additional spending authority for Desert Concepts for up to
$300,000 in FY 2025/26 for on -call services, on an as needed basis, which are anticipated to
include field improvements at the Sprots Complex (infields and outfields); La Quinta Park
landscape improvements at the parking lot, perimeter landscape, and leveling the infields at the
baseball fields; assistance with installation of safety fill at various playgrounds; unanticipated
services related to vandalism repair, replacement of dead plant materials; etc.
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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 landscape restoration with modifications to the irrigation system, replacement of trees,
shrubs, ground cover, accident damage, vandalism repair, weed abatement, storm debris
cleanup, and irrigation repair and assessments. 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 addition, due to removal of palm trees on Eisenhower Drive, Avenida Obregon and
Montezuma in 2024, there will be an annual maintenance cost reduction of $6,375 effective FY
2025/26.
In accordance with the contract terms, per Section 1240, subsection (C), the City may
negotiate, and 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. 2 with Desert Concepts, included as Attachment 1:
a) Extends the term of the contract for FY 2025/26,
b) Reduces compensation by $6,375 effective FY 2025/26 due to the removal of a number
of palm trees,
c) Increases compensation by 2.5% for the term duration in accordance with the contract
terms, and
d) Reflects the additional spending authority of $300,000 for FY 2025/26.
ALTERNATIVE
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. 2 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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