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Home My WebLink About2026-27 Vintage Associates - Ch Ord 2 - SRR Landscape Maint Project 2023-31MEMORANDUM CALIFORNIA - DATE: June 19, 2026------------ 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; CCO#2 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 June 16, 2026 C11 ❑ 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 apply): ❑ Bid RFP 17 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.: 101-3005-60112; 215-7004-60112;215-7004;60146 Agreement term: Start Date July 1, 2026 End Date June 30, 2027 Amount of Agreement, Amendment, Change Order, etc.: $ 316,488; $200,000 On -Call 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: Oscar Mojica (MyCOI) Date: 6/22/2026 .❑ NOTE: 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. LIC-0003446 Expires: 02/27/2027 Requisition for a Purchase Order has been prepared (Agreements over $5,000) ta QaNtra -- GEM ofthe DESERT — Sheet 1 of 2 AGREEMENT: SILVERROCK LANDSCAPE MAINTENANCE SERVICE PROJECT NO. 2023-31 CONTRACTOR: VINTAGE ASSOCIATES, INC. CHANGE ORDER NO. 2 ******************************************************************************************************************* Pursuant to the terms of the original Contract, 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 Contract. Unless otherwise stated all work shall conform to the terms, general conditions, and special provisions of the original Contract. DESCRIPTION OF CHANGE As provided in Section 1240(C) — the Contract sum is amended as follows: the total agreement amount of $307,270 is increased to $316,488 which includes a 3% increase of $9,218 based on the Consumer Price Index for Riverside -San Bernardino County, and Ontario. 2. As provided in Section 1240(B) — the City and Contractor agree to extend the term of the contract for the second 1-year extension, commencing on July 1, 2026, through June 30, 2027. ******************************************************************************************************************* Contract for FY 2024/25 $ 299,776 Change Order No. 1 for FY 2025/26 includes compounded 2.5% CPI annual increase $ 3073270 Change Order No. 2 for FY 2026/27 includes compounded 3% CPI annual increase $ 316,488 Revised Agreement Total $ 923,534 ****************************************************************************************************************************** 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. FY 2024/25 $ 300,000 (approved 6118124) FY 2025/26 $ 200,000 (approved 4115125) FYs 2026/27 — 2030/31 $ 200,000 (approved 6116126) ******************************************************************************************************************* 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, 2026 ******************************************************************************************************************* Submitted By: Date: Approved By: Jon McMillen, City Manager 06/ 19/26 Date: )ZZ IZ6 Z o 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. 11 City of La Quinta CITY COUNCIL MEETING: June 16, 2026 STAFF REPORT AGENDA TITLE: APPROVE CONTRACT WITH VINTAGE ASSOCIATES, INC. FOR SILVERROCK LANDSCAPE MAINTENANCE SERVICES, PROJECT NO. 2023-31, THROUGH FISCAL YEAR 2030/31; AND AUTHORIZE THE PUBLIC WORKS DEPARTMENT TO UTILIZE THIS VENDOR AS SELECT SOURCE FOR ON -CALL LANDSCAPE MAINTENANCE SERVICES RECOMMENDATION Approve contract with Vintage Associates, Inc. for SilverRock Landscape Maintenance Services, Project No. 2023-31, through fiscal year 203O/31, and authorize the City Manager to execute the contract / change orders; and authorize the Public Works Department to utilize this vendor as a select source for on -call landscape maintenance services for up to $200,000, effective fiscal year 2026/27 through 2030/31. 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 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, Council awarded a 3-year contract to Vintage Associates, Inc. (Vintage) for SilverRock (SRR) LMS based on their qualifications and experience, effective fiscal year (FY) 2024/25, to be executed as 1-year terms based on satisfactory performance by Vintage; the contract can be extended for up to 6 additional years, through FY 2030/31. • Staff seeks Council approval for the remainder of the available contract term, from FY 2027/28 through FY 2030/31. • Staff utilizes Vintage, as a select source throughout the duration of the contract, for additional LMS that are not included in the scope of the contracted SRR LMS on an on - call, as -needed basis, in accordance with Council -approved additional spending authority. FISCAL IMPACT On June 18, 2024, Council approved a 3-year contract with Vintage, effective FY 2024/25, to be executed as 1-year terms based on satisfactory performance by the contractor, and a 5% contingency, compounded year -over -year, to be used towards negotiating future annual compensation increases, not to exceed the lesser of 5% or the annual Consumer Price Index (CPI) for Riverside, San Bernardino, and Ontario. Staff seeks Council approval for the 235 remainder of the available contract term, from FY 2027-28 through FY 2030-31, and a not to exceed 5% contingency for the additional terms, compounded year -over -year, as detailed in the table below. Fiscal Year SilverRock Park Landscape Maintenance Services Estimated Costs Actual Costs FY 2024/25 $299,776 $299,776 FY 2025/26 (Change Order 1 — included compounded 2.5% CPI = $7,494) $299,776 $307,270 FY 2026/27 (Change Order 2 - includes compounded 3% CPI = $9,218) $299,776 $316,488 Contingency at 5% (compounded year -over -year for CPI per Section 1240) $ 45,716 - (Approved 6/18/2024) Total: $945,044 $923,534 Proposed Extended Term FY 2027/28 $316,488 TBD FY 2028/29 $316,488 TBD FY 2029/30 $316,488 TBD FY 2030/31 $316,488 TBD Contingency at 5% (compounded year -over -year for CPI per Section 1240) $ 63,300 - Total: $1,329,252 TBD Grand Total: $2,274,296 TBD Costs for each FY will be budgeted pursuant to the contract and are allocated between the following 3 fund accounts — Park Fund 101-7004-60112, L&L 215-7004-60112, and SRR Parkways 215-7004-60146. 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 landscape maintenance and improvements in areas with aged and deferred landscaping. 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. Council approved additional spending authority for Vintage for FYs 2024/25 (June 18, 2024) and 2025/26 (April 15, 2025) for on -call LMS, beyond the contract's scope of work, at city - owned properties, on as needed basis. Staff requests Council approval for additional spending authority up to $200,000 for on -call LMS effective FY 2026/27 through FY 2030/31, which is the remaining term of the contract, should it remain in effect, as detailed in the table below. Any unused spending authority would remain available and carryover each FY until expended or until the agreement expires, whichever occurs first. Fiscal Year On -Call Services Approved Spending Authority Actual Expenditures FY 2024/25 $300,000 $106,048 FY 2025/26 (*as of 6/10/2026) $200,000 $ 33,699* FY 2026/27 through FY 2030/31 $200,000 - Funds will be budgeted each FY for the remaining on -call spending authority pursuant to Council's approval, and charged in increments as needed against various accounts based on the type of work being performed (L&L 215-7004-60691 and 215-7004-60673; and Parks 101- 236 3005-60691) for landscape maintenance, renovation, weed abatement, tree removal, and storm damage clean-up of city -owned properties. BACKGROUND/ANALYSIS The City contracts LSM 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 Event 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 LMS; 5 proposals were received; and the selection committee recommended contracting with Vintage based on their qualifications and experience. On June 18, 2024, Council awarded a 3-year contract to Vintage for SRR LMS, starting FY 2024/25 through FY 2026/27, to be executed as 1-year terms based on satisfactory performance by Vintage. Staff seeks Council approval for the remainder of the available contract term, from FY 2027/28 through FY 2030/31. In accordance with the contract terms, per section 1240, subsection (C), the City may authorize a maximum increase per FY, to be negotiated not to exceed the lesser of 5% or the annual CPI for Riverside, San Bernardino, and Ontario. In May 2025, staff executed Change Order No. 1 extending the initial term for 1 additional year, through FY 2025/26, and increased compensation by 2.5%. Staff will execute Change Order No. 2, included as Attachment 1, before the end of this FY to extend the term for 1 additional year, through FY 2026/27, and increase compensation by 3%. Section 1240 of the contract specifically allows for extra work for landscape renovation and improvements on an on -call, as needed basis. Staff utilizes Vintage, as a select source throughout the duration of the contract, for additional LMS that are not included in the scope of the contracted SRR LMS on an on -call, as -needed basis, in accordance with Council -approved additional spending authority. Council approved additional spending authority for Vintage for FYs 2024/25 and 2025/26 for on -call LMS, beyond the contract's scope of work, at city -owned properties, on as needed basis, which are detailed in the table above under the Fiscal Impact section of this report. Staff requests Council approval for additional spending authority of up to $200,000 for on -call LMS effective FY 2026/27 through FY 2030/31, which is the remaining term of the contract, should it remain in effect. Any unused spending authority would remain available and carryover each FY until expended or until the agreement expires, whichever occurs first. ALTERNATIVE: Council may elect not to approve extending the contract and related compensation. Prepared by: Dianne Hansen, Maintenance & Operations Superintendent Approved by: Tony Ulloa, Public Works Deputy Director Attachment: 1. Change Order No. 2 with Vintage 237