2021-22 Vintage Associates Change Order 3 - Park Landscape Maint Project 2018-32MEMORANDUM
DATE:
TO:
FROM:
RE:
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.
Authority to execute this agreement is based upon:
___ Approved by City Council on ___________________________________________
___ 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 apply):
___ Bid ___ RFP ___ 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.: _____________________
Agreement term: Start Date ________________ End Date ________________
___ Amount of Agreement, Amendment, Change Order, etc.: $____________________
REMINDER: Signing authorities listed above are applicable on the aggregate Agreement amount,
not individual Amendments or Change Orders!
___ Insurance certificates as required by the Agreement for Risk Manager approval
Approved by: ______________________________ Date: _______________
___ 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. __________________; Expires: __________________
___ Requisition for a Purchase Order has been prepared (Agreements over $5,000)
April 1, 2021
Jon McMillen, City Manager
Dianne Hansen, Management Analyst
Project No 2018-32; Citywide Park Landscape Maintenance, Vintage Associates, Inc.
May 18, 2021
✔101-7004-60189; 101-3005-
07/01/2021 06/30/2022
721,291
Nichole Romane 5/24/2021
0003446 1/31/2022
Jon McMillen, City Manager May 24, 2021
City of La Quinta
CITY COUNCIL MEETING: May 18, 2021
STAFF REPORT
AGENDA TITLE: APPROVE CHANGE ORDER NO. 3 TO CONTRACT WITH
VINTAGE ASSOCIATES, INC. FOR PARK LANDSCAPE MAINTENANCE SERVICES
PROJECT NO. 2018-32 FOR A ONE-YEAR TERM EXTENSION AND RELATED
COMPENSATION
RECOMMENDATION
Approve Contract Change Order No. 3 with Vintage Associates, Inc. for a
one-year term extension through June 30, 2022 and a 5% increase in
compensation, in an amount not to exceed $721,291 for fiscal year 2021/22,
to provide Park Landscape Maintenance Services Project No. 2018-32; and
authorize the City Manager to execute the change order.
EXECUTIVE SUMMARY
•The City Contracts landscape maintenance services for its parks, civic
facilities, and retention areas.
•On May 21, 2019, City Council awarded the Parks Landscape
Maintenance Services Contract to Vintage Associates, Inc. (Vintage),
total contract amount $658,260.
•On May 19, 2020, City Council approved Change Order No. 1 (CCO#1),
which included a one-year term extension and a 15% compensation
decrease.
•On April 20, 2021, City Council approved Change Order No. 2 (CCO#2)
to include additional service area for the SilverRock Park Venue Site.
•Change Order No. 3 (CCO#3) (Attachment 1) requests a one-year term
extension, a 5% increase in compensation, and annual maintenance for
the SilverRock Park Event Site (Event Site).
FISCAL IMPACT
The total contract cost for Fiscal Year 2021/22 would be $721,291 and includes
a 5% increase of $28,071 to the 2020/21 compensation amount, the balance
of the cost for annual maintenance for the Event Site of $101,650, and
additional overseeding at $3,400. The annual cost is allocated between Parks
(101-3005-60112), Landscape and Lighting Assessment District 89-1
(215-7004-60112), the Library (202-3004-60112), and Museum
CONSENT CALENDAR ITEM NO. 12
173
(202-3006-60112) funds. These costs are currently included within the
proposed 2021/22 City operating budget.
Total Contract
2019/20 Initial Contract $ 658,260
Change Order No 1: $ (96,840)
Change Order No 2: $ 26,750
Change Order No 3: $ 133,121
2021/22 Contract Amount $ 721,291
BACKGROUND/ANALYSIS
Park landscape maintenance service provides for daily cleaning and weekly
maintenance of all landscaped areas located around civic facilities and within
City parks, trails, natural areas, and retention basins.
On May 21, 2019 Council awarded the Citywide Parks Maintenance Services
Contract to Vintage for fiscal year 2019/20 for a total not to exceed amount
of $658,260.
On May 19, 2020 Council approved CCO#1 which proposed a one-year term
extension, additional service area at $2,160, and a 15% contract reduction of
($99,000), total contract amount $561,420.
On April 20, 2021 Council approved CCO#2 in the amount of $26,750 which
included landscape maintenance services for the SilverRock Venue Site thru
June 30, 2021, total contract amount $588,170.
CCO#3 proposes a one-year term extension, a 5% increase of $28,071 in
compensation to the 2020/21 FY contract sum, the remaining balance of
$101,650 from CCO#2 for annual maintenance for the Event Site, and
additional overseeding at $3,400 for Adams Park and retention basin, total
contract amount $721,291.
ALTERNATIVES
Council may direct staff to prepare new bid documents and specifications to
advertise for Citywide park landscape services. However, that may cause a
delay in services.
Prepared by: Dianne Hansen, Management Analyst, Parks/Landscape
Approved by: Bryan McKinney, Public Works/Engineering Director
Attachment: 1. Change Order No. 3
174