2023-24 Vintage Associates Change Order 5 - Park Landscape Maint Project 2018-32MEMORANDUM ta Qa�&a
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DATE: June 7, 2023
TO: Jon McMillen, City Manager
FROM: Dianne Hansen, Management Analyst
RE: Vintage Associates, Inc. - Change Order No. 5 - Citywide Park Landscape Maintenance
Project No 2018-32
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 June 6, 2023
F-1_ 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 avoly):
❑_ Bid F✓ . RFP F-1 RFQ E_ 3 written informal bids
QSole Source 1:1 Select Source Cooperative Procurement
Reauestina department shall check and attach the items below as auurouriate:
�✓ _ Agreement payment will be charged to Account No.: 101-7004-60189; 101-3000
❑✓u Agreement term: Start Date 07/01/2023 End Date 06/30/2024
1r L Amount of Agreement, Amendment, Change Order, etc.: $1,024,827
REMINDER; Signing authorities listed above are applicable on the aggregate Agreement amount,
not individual Amendments or Change Orders!
❑✓
MM
Insurance certificates as required by the Agreement for Risk Manager approval
Approved by: Laurie McGinley Date: 6/7/2023
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. 0003446 Expires: 1 /31 /2024
�_ Requisition for a Purchase Order has been prepared (Agreements over $5,000)
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GEM fthe DESERT - --
AGREEMENT: CITYWIDE PARK LANDSCAPE MAINTENTANCE SERVICE
CONTRACTOR: VINTAGE ASSOCIATES, INC.
ATTACHMENT 1
Sheet 1 of 1
PROJECT NO. 2018-32
CHANGE ORDER NO. 5
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.
■.. rCRIPTION ra.r..■a�r OF rrr C0 EMEA..
DESANGE r.rrr■N 0 F 0 N M 9 M M..r.r.rrrrrrrrrrrrrrrr.rrrr.rrrrrrrrrrr■errrrrrrrra
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1. As provided in Section 1240 - the Contract sum is amended as follows: the total agreement amount of
$878,221 is increased to $1,024,827 which includes a 7% increase of $61,475, and additional service
areas to include the interior maintenance of the X-Park $7,680.
2. Section 3000; 7.0 Turfgrass, C. Winter Over -seeding, revised to Winter over -seeding will only occur at
Civic Center Campus, Adams park and retention basin, Fritz Burns, La Quinta Park picnic area, three
dog parks, the YMCA, Monticello park, and Seasons retention basin. Additional overseeding at Pioneer,
Velasco, Eisenhower, the X-Park, and the Bear Creek Trail. $16,681. The sports fields at the Sports
Complex and Colonel Mitchell Paige $60,770. Total additional overseeding $77,451.
3. As provided in Section 2000, 2.0, Contract Terms; the City and Contractor agree to extend the term of
the contract for the fourth and final one-year extension, commencing on July 1, 2023 thru June 30, 2024.
Previous Agreement Amount Through Change
Order No. 4
$ 878,221
Add This Change Order
$
61,475
Add This Change Order
$
7,680
j Add This Change Order
$
77,451
j Revised Agreement Total
$
1,024,827
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: 07/01 /2023
Submitted By:
Approved By:
Date: 06/07/2023
.ion McMillen, City Manaqer Date:
We, th6- 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. 12
City of La Quinta
CITY COUNCIL MEETING: June 6, 2023
STAFF REPORT
AGENDA TITLE: APPROVE CHANGE ORDER NO. 5 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 Change Order No. 5 to contract with Vintage Associates, Inc. for Park
Landscape Maintenance Services Project No. 2018-32 for a one-year term extension and
increase in annual compensation, in an amount not to exceed $1,024,827 for fiscal year
2023/24; and authorize the City Manager to execute the change order.
t.ctCUTIVE SUMMARY
• The City contracts landscape maintenance services for its parks, civic facilities,
and retention areas.
Vintage Associates, Inc. (Vintage) has provided landscape maintenance services
since 2019, following a request for qualifications and proposal.
• Change Order No. 5 (Attachment 1) requests the final one-year extension through
June 30, 2024, a 7% increase in compensation, and additional overseeding, for a
total contract amount of $1,024,827.
FISCAL IMPACT
The total contract cost for fiscal year 2023/24 would be $1,024,827 which includes a 7%
increase of $61,475 to the compensation amount, additional maintenance areas include
the interior of the X-Park for $7,680, and additional overseeding at $77,451. The annual
cost is allocated between Parks (101-3005-60112), Landscape and Lighting Assessment
District 89-1 (215-7004-60112), Library (202-3004-60112), and Museum (202-3006-
60112) funds. These costs are currently included within the proposed 2023/24 City
operating budget.
FY Terms
Change Order
FY Total
Compensation
Initial Contract
2019/20
$
658,260
Change Order No 1:
2020/21
$
(96,840)
$
561,420
Change Order No 2:
2020/21
$
26,750
$
588,170
Change Order No 3:
2021 /22
$
133,121
$
721,291
Change Order No 4:
2022/23
$
156,930
$
878,221
Change Order No 5:
2023/24
$
146,606
$
1,024,827
155
BACKGROUND/ANALYSIS
Park landscape maintenance service provides daily cleaning and weekly maintenance of
all landscaped areas located around civic facilities and within City parks, trails, natural
areas, and retention basins.
On April 24, 2019, a request for qualifications and proposals was advertised to provide
landscape maintenance services for Citywide parks; six proposals were received; and the
contract was awarded to Vintage on May 21, 2019, based on their experience and
qualifications.
In May 2020, the City executed Change Order No. 1, which included a 15% decrease in
compensation, and a one-year term extension. In April and May 2021, the City executed
Change Order's No. 2 and 3, which included a 5% increase in compensation, a one-year
term extension and additional maintenance areas for the SilverRock Event Site. In May
2022, the City executed Change Order No. 4, which included a 7% increase in
compensation, and additional maintenance areas for the SilverRock retention basin and
the exterior of the X-Park.
Change Order No. 5 proposes the fourth and final one-year term extension for the
2023/24 fiscal year; a 7% increase in compensation of $61,475 due to increased labor,
fuel, and materials costs; additional maintenance areas for the interior of the X-Park of
$7,680; and overseeding at $77,451 for winter overseeding at the Bear Creek Trail,
Pioneer, Velasco, and Eisenhower parks, the Sports Complex and the fields at Colonel
Mitchell Paige, for a total not to exceed amount of $1,024,827 for FY 2023/24.
Staff recommends Council approval of this contract extension based on the contractor's
performance and response times to address issues in the parks.
ALTERNATIVES
Council may direct staff to prepare new bid documents and specifications to advertise for
Citywide park landscape maintenance services. However, that would cause a delay in
services.
Prepared by: Dianne Hansen, Management Analyst, Parks/Landscape
Approved by: Bryan McKinney, Public Works Director/City Engineer
Attachment: 1. Change Order No. 5
156