2025-28 Palms to Pines Printing Amendment 1 - Promotional MaterialsMEMORANDUM
CALIFORNIA -
DATE: March 4, 2026------------
TO: Jon McMillen, City Manager
FROM: Marcie Graham, Marketing Manager
RE: Palms to Pines Printing Amendment No. 1 for FY 2025/26 through 2027/28
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.
Authoritv to execute this aareement is based uaon:
❑✓ Approved by City Council on March 3, 2026 C7
❑ 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 a
❑ Bid RFP ❑ RFQ 17 3 written informal bids
❑ Sole Source ❑ Select Source F-1 Cooperative Procurement
Requesting department shall check and attach the items below as appropriate:
❑✓ Agreement payment will be charged to Account No.: 101-3007-60134 (primary)
Agreement term: Start Date 3/3/2026
Amount of Agreement, Amendment, Change Order, etc.
End Date 6/30/2028
$135,000 per fiscal year
REMINDER: Signing authorities listed above are applicable on the apprepate Agreement amount, not individual
Amendments or Change Orders!
Insurance certificates as required by the Agreement for Risk Manager approval
Approved by: Olivia Rodriguez; myCO1 exp. 6/18/2026 Date: 3/4/2026
.❑
NOTE.
1rJ
i
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.
Expires:
Requisition for a Purchase Order has been prepared (Agreements over $5,000)
AMENDMENT NO. 1 TO AGREEMENT FOR CONTRACT SERVICES
WITH PALMS TO PINES PRINTING
This Amendment No. 1 ("Amendment 1") to Agreement for Contract Services
("Agreement") is made and entered into as of the 3rd day of March, 2026, ("Effective
Date") by and between the City of La Quinta ("City"), a California Municipal Corporation
and Charter City organized under the Constitution and laws of the State of California with
its principal place of business at 78495 Calle Tampico, La Quinta, California 92253, and
Palms to Pines Printing, a California Limited Liability Corporation, with a place of business
at P.O. Box 2827, Palm Desert, CA 92261 ("Contracting Party").
RECITALS
WHEREAS, on or about April 30, 2025, the City and Contracting Party entered into
an Agreement to provide promotional, printing, and product services, for a total not to
exceed amount of $75,000 per fiscal year, effective July 1, 2025, through June 30, 2028,
with the option to extend the term for 4 additional fiscal years upon mutual agreement by
both parties; and
WHEREAS, the City and Contracting Party mutually agree to amend Section 2.1
Contract Sum and related Exhibit B of the Agreement to increase compensation by
$60,000 per fiscal year, for a total not to exceed amount of $135,000.
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 revised "Exhibit B" (the
"Schedule of Compensation") in a total amount not to exceed One Hundred Thirty -Five
Thousand Dollars ($135,000) per fiscal year, 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 herein by this reference.
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
JOWMcMILLEN, City Manager
City of La Quinta, California
Dated: S A -4A7,65)
ATTEST:
MONIKA RA EVA, ity Clerk
City of La Quinta, California
APPROVED AS TO FORM:
n
WILL AM H. IHRKE, City kttorney
City of La Quinta, California
PALMS TO PINES PRINTING
FREDERICK ARMSTRONG
SIGNED IN COUNTERPART
Frederick Armstrong, Owner
Dated:
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
PALMS TO PINES PRINTING
FREDERICK ARMSTRONG
Frederick Armstrong, Owner
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 One Hundred Thirty -Five Thousand Dollars ($135,000)
per fiscal year, for the life of the agreement, encompassing the Initial and any Extended
terms ("Contract Sum"). The Contract Sum shall be paid to Contracting Party Palms to
Pines Printing in conformance with Section 2.4 of the Agreement.
CONSENT CALENDAR ITEM NO. 7
City of La Quinta
CITY COUNCIL MEETIN( March 3, 2026
STAFF REPORT
AGENDA TITLE: APPROVE AMENDMENT NO. 1 TO AGREEMENT FOR CONTRACT
SERVICES WITH PALMS TO PINES PRINTING FOR PROMOTIONAL AND PRINTING
SERVICES TO INCREASE COMPENSATION UP TO $135,000 PER FISCAL YEAR
RECOMMENDATION
Approve Amendment No. 1 to Agreement for Contract Services with Palms to Pines
Printing for promotional and printing services to increase compensation up to $135,000
per fiscal year; and authorize the City Manager to execute the amendment.
EXECUTIVE SUMMAR)
• Per the City's purchasing policy, amounts paid to vendors/contractors over
$50,000 require Council approval.
• In March 2025, the City obtained 3 informal bids for promotional and printing
services, and Palms to Pines offered the best value for their services based on
competitive pricing, quality products and sevices, and reliability.
• Amendment No. 1 (Attachment 1) proposes to increase compensation by $60,000
per fiscal year for a total not to increase amount of $135,000.
Proposed Amendment No. 1, if approved, will increase the compensation by $60,000 per
fiscal year, for a total not to exceed compensation of $135,000. Funds are available and
budgeted for fiscal year 2025-26 in the accounts listed below to accommodate for
promotional items, staff uniforms, and printed materials citywide; and funds will be
budgeted accordingly for future fiscal years.
• Markeing 101-3007-60461 — Promotional Items
• Community Services 101-3003-60149 — Event Specific Requested Items
• Wellness Center 101-3003-60420 —Staff uniforms
• Recycling 221-0000-60127 — Miscellaeous Items
• Public Safety 101-6005-60406 — HOA Safety Kits
• Design & Development 101-6003-60690 — Staff uniforms & Custom Public Hearing
Envelopes
• Citywide Printing & Promotional Items 101-3007-60410 & 101-3007-60134 —
Envelopes, business cards, badges, name plaques, letterhead
93
BACKGROUND/ANALYSIS
The City of La Quinta has historically utilized various vendors for promotional and printing
services, and has contracted with Palms to Pines since 2020. In fiscal year 2024-25
expenditures with this vendor were approximately $61,000.
In March 2025, the City obtained 3 informal bids, and Palms to Pines remained the best
value provider for these services based on competitive pricing, quality products and
sevices, reliability, and adherence to the City's brand standards.
On April 15, 2025, Council approved an Agreement for Contract Services with Palms to
Pines from July 1, 2025, through June 30, 2028, with the ability to extend the term for 4
additional years, and an annual compensation of $75,000 per fiscal year.
Subsequently, staff identified that departments citywide, including Marketing, utilize this
vendor, which coupled with an increase in requests for promotional items, custom prints,
staff apparel, and the rising cost of such goods, cumulative purchases from multiple
departments have fully utilized the $75,000 authorized expense allowance pursuant to
the ageement with this vendor for current fiscal year 2025-26. Going forward, all orders
with this vendor will be coordinated and tracked through Marketing to ensure consistency
of items with the City's branding policy and compliance with the approved budget
allocation.
To ensure continuity of service, proposed is Amendment No. 1 requesting to increase the
compensation by an additional $60,000 per fiscal year, for a total not to exceed amount
of $135, 000.
ALTERNATIVES
Council may elect to deny the proposed Amendment No. 1 with Palms to Pines, however,
to ensure continuity of services staff does not recommend this alternative.
Prepared by: Marcie Graham, Marketing Manager
Approved by: Jon McMillen, City Manager
Attachment: 1. Amendment No. 1 to Agreement with Palms to Pines Printing