2022-23 PWLC II, Inc Change Order 5 - L&L AD 89-1 Lands Maint Project 2018-30MEMORANDUM
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)
June 8, 2022
Jon McMillen, City Manager
Dianne Hansen, Management Analyst
Project No 2018-30; Citywide Landscape Maintenance Services, Landscape & Lighting
District 89-1; PWLC II, Inc.
June 7, 2022
✔215-7004-60189; 101-2002-
07/01/2022 06/30/2023
721,010
On-File LF - LM Exp 3/2023 6/9/2022
0103876 4/30/2023
City of La Quinta
CITY COUNCIL MEETING: June 7, 2022
STAFF REPORT
AGENDA TITLE: APPROVE CHANGE ORDER NO. 5 TO CONTRACT WITH
PWLC II, INC. FOR CITYWIDE LANDSCAPE MAINTENANCE SERVICES PROJECT
NO. 2018-30 FOR A ONE-YEAR TERM EXTENSION AND RELATED
COMPENSATION
RECOMMENDATION
Approve Contract Change Order No. 5 with PWLC II, Inc. for a one-year term
extension through June 30, 2023, and a 7% increase in compensation, in an
amount not to exceed $721,010 for fiscal year 2022/23, to provide Citywide
Landscape Maintenance Services Project No. 2018-30; and authorize the City
Manager to execute the change order.
EXECUTIVE SUMMARY
•The City contracts landscape maintenance services for all public medians,
parkways and retention areas throughout the City.
•PWLC II, Inc. has provided citywide landscape maintenance services for
the Landscape and Lighting Assessment District 89-1 (L&L) since 2019,
following a request for qualifications and proposal.
•Change Order No. 5 (Attachment 1) requests a one-year term extension,
a 7% increase in compensation, and winter overseeding at Fire Stations
70 and 93, for a total contract amount of $721,010 for fiscal year (FY)
2022/23.
FISCAL IMPACT
The total contract cost for FY 2022/23 would be $721,010, which includes a 7%
increase of $47,079 from FY 2021/22 compensation and the cost of
overseeding Fire Stations 70 and 93 for $1,375. The annual cost is allocated
between L&L (215-7004-60112) and Fire Station funds (101-2002-60112).
These costs are currently included in FY 2022/23 proposed operating budget.
CONSENT CALENDAR ITEM NO. 7
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FY Compensation FY Total
Compensation
Initial Contract 2019/20 $ 687,059 $ 687,059
Change Order No. 1 – change of areas 2020 ($ 4) $ 687,055
Change Order No. 2 – 15% decrease 2020/21 ($ 90,713) $ 596,342
Change Order No. 3 – additional
service maintenance areas
2020/21 $ 14,094 $ 610,436
Change Order No. 4 – 5% increase 2021/22 $ 62,120 $ 672,556
Change Order No. 5 – 7% increase &
Fire Stations 70 & 93 winter overseeding
2022/23 $ 47,079
$ 1,375
$ 721,010
The L&L operates in a deficit and is annually subsidized by the General Fund.
The current subsidy projected for the 2022/23 budget is $1,257,964.
BACKGROUND/ANALYSIS
The L&L provides landscape and lighting maintenance services citywide. This
includes all public medians, parkways, and retention areas. These services are
necessary for roadway safety, water retention, and visual aesthetics.
On April 11, 2019, a request for qualifications and proposal was advertised to
provide citywide landscape maintenance services for the L&L; four proposals
were received; and the contract was awarded to PWLC II, Inc. on May 21,
2019, based on their experience and qualifications.
In February 2020, the City executed Change Order No. 1 to include additional
maintenance areas, and removal of areas. In June 2020, the City executed
Change Order No. 2 for a one-year term extension for FY 2020/21, and a 15%
compensation decrease due to the COVID-19 pandemic. In December 2020,
the City executed Change Order No. 3 which included additional maintenance
areas. In May 2021, the City executed Change Order No. 4 for a one-year term
extension for FY 2021/22, a 5% increase in compensation and additional
service areas.
Change Order No. 5 proposes a one-year term extension for FY 2022/23, which
includes a 7% increase in compensation of $47,079 due to increased labor,
materials and fuel costs, and $1,375 for winter over-seeding at Fire Stations 70
and 93, for a total contract amount $721,010. Based on the contractor’s
performance and response time to correct issues, staff recommends Council
approval of Change Order No. 5.
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ALTERNATIVES
Direct staff to prepare new bid documents and specifications to advertise the
Citywide Landscape Maintenance Service Contract for 2022/23.
Prepared by: Dianne Hansen, Management Analyst, Parks/Landscape
Approved by: Bryan McKinney, Public Works Director/City Engineer
Attachment: 1. Contract Change Order No.5
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