2023-25 Palms to Pines Printing Amendment 2 - Promotional MaterialsMEMORANDUM a,Q"&a
CALIFORNIA
DATE: 6.7.2023 _z
TO: Jon McMillen, City Manager
FROM: Marcie Graham, Marketing Manager
RE: Palms to Pines Printing Amendment 2 - promotional items for Fiscal Year 2023/24 through
2024/25
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:
IV] Approved by City Council on 6.6.2023 Consent 9
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 apply):
❑_ Bid 1-1 RFP n RFQ Z. 3 written informal bids
QSole Source 11 Select Source Cooperative Procurement
Reauestina department shall check and attach the items below as appropriate:
�✓ _ Agreement payment will be charged to Account No.: 101-3007-60134
❑✓u Agreement term: Start Date 7.1.2023 End Date 6.30.2025
Fv L Amount of Agreement, Amendment, Change Order, etc.: $ 75,000 per FY
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: On File LF (LM) Date: 6/12/2023
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)
LJ_
Business License No.
Expires:
Requisition for a Purchase Order has been prepared (Agreements over $5,000)
ATTACHMENT 1
AMENDMENT NO. 2 TO AGREEMENT FOR CONTRACT SERVICES
WITH PALMS TO PINES PRINTING
This Amendment No. 2 ("Amendment No. 2") to Agreement for Contract Services
("Agreement") is made and entered into as of the 6th day of June, 2023 ("Effective Date")
by and between the CITY OF LA QUINTA ("City"), a California municipal corporation, and
PALMS TO PINES PRINTING AND PROMOTIONAL PRODUCTS ("Contracting Party").
RECITALS
WHEREAS, on or about July 1, 2021, City executed an Agreement with
Contracting Party to provide promotional and printing services to the City, for a total not
to exceed amount of $49,000. The term of the Agreement expired June 30, 2022 ("Initial
Term"); and
WHEREAS, on or about July 1, 2022, the City and Contracting party executed
Amendment No. 1 to the Agreement extending the Term with one additional year, from
July 1, 2022, to June 30, 2023 ("Extended Term"), and increased the Contract Sum for
fiscal year 2022/23 to not to exceed amount of $75,000; and
WHEREAS, the City and Contracting Party mutually agree to extend the Term of
the Agreement for two additional years, from July 1, 2023 through June 30, 2025
("Extended Term"); and
WHEREAS, the City and Contracting Party mutually agree to amend Section 2.1
Contract Sum of the Agreement not to exceed amount of $75,000 per fiscal year for fiscal
years 2023/24 and 2024/25.
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:
Section 2.1 — Contract Sum. For the Services rendered pursuant to this Agreement,
Contracting Party shall be compensated in accordance with "Exhibit B" (the "Schedule of
Compensation") in a total amount not to exceed Forty -Nine Thousand Dollars ($49,000)
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for fiscal year 2021/22, and Seventy -Five Thousand Dollars ($75,000.00) per year for
fiscal years 2022/23 throught 2024/25 (the "Contract Sum") except as provided in Section
1.7. The method of compensation set forth in the Schedule of Compensation may include
a lump sum payment upon completion, payment in accordance with the percentage of
completion of the Services, payment for time and materials based upon Contracting
Party's rate schedule, but not exceeding the Contract Sum, or such other reasonable
methods as may be specified in the Schedule of Compensation. The Contract Sum shall
include the attendance of Contracting Party at all project meetings reasonably deemed
necessary by City; Contracting Party shall not be entitled to any additional compensation
for attending said meetings. Compensation may include reimbursement for actual and
necessary expenditures for reproduction costs, transportation expense, telephone
expense, and similar costs and expenses when and if specified in the Schedule of
Compensation. Regardless of the methods of compensation set forth in the Schedule of
Compensation, Contracting Party's overall compensation shall not exceed the Contract
Sum, except as provided in Section 1.7 of this Agreement.
2. Section 3.4 — Term is amended to read as follows:
Section 3.4 — Term. Unless earlier terminated in accordance with the provisions in Article
8.0 of this Agreement, the term of this agreement shall commence on July 1, 2021, and
terminate on June 30, 2022 ("Initial Term"). This Agreement was extended via
Amendment No. 1 for one additional year from July 1, 2022, through June 30, 2023, and
via Amendment No. 2 for two additional years from July 1, 2023, through June 30, 2025
("Extended Terms"). This Agreement may not be extended.
In all other respects, the Agreement shall remain in full force and effect.
IN WITNESS WHEREOF, the City and Consultant have executed this Amendment
No. 1 on the respective dates set forth below.
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CITY OF LA QUINTA,
a California municipal corporation,
and charter city
]on , City Manager
Date:
ATTEST:
Monika Radeva, ClCi r
APPROVED AS TO FORM:
William H. Ihrke, City Attorney
PALMS TO PINES PRINTING
Fred Armstrong, President
Date: o�
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 Forty -Nine Thousand Dollars ($49,000) for
fiscal year 2021/22, and Seventy -Five Thousand Dollars ($75,000) per year for fiscal
years 2022/23 through 2024/25 ("Contract Sum"). The Contract Sum shall be paid to
Contracting Party in payments made based on items ordered and in an amount
identified in Contracting Party's schedule of compensation for the work tasks
performed and properly invoiced by Contracting Party in conformance with Section 2.2 of
the Agreement.
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CONSENT CALENDAR ITEM NO. 9
City of La Quinta
CITY COUNCIL MEETING: June 6, 2023
STAFF REPORT
AGENDA TITLE: APPROVE AMENDMENT NO. 2 TO AGREEMENT FOR CONTRACT
SERVICES WITH PALMS TO PINES PRINTING, FOR PROMOTIONAL AND PRINTING
SERVICES, TO EXTEND THE TERM THROUGH FISCAL YEAR 2024/25 AND
AUTHORIZE RELATED COMPENSATION
RECOMMENDATION
Approve Amendment No. 2 to Agreement for Contract Services with Palms to Pines
Printing, for promotional and printing services, for a compensation amount of $75,000 per
fiscal year and to extend the term through fiscal year 2024/25; and authorize the City
Manager to execute the Amendment.
EXECUTIVE SUMMARY
• Per the City's purchasing policy, amounts paid to vendors/contractors over $50,000
require Council approval.
• In 2020, the City obtained three informal bids and contracted with Palms to Pines for
promotional and printing services based on cost efficiency.
Amendment No. 2 (Attachment 1) to the Agreement for Contract Services
(Agreement) proposes to extend the term of the Agreement for two additional years
through fiscal year (FY) 2024/25, to accommodate citywide usage of Palms to Pines
for separate promotional items and printing needs.
FISCAL IMPACT
If approved, Amendment No. 2 proposes an extension in term for 2 years, for a total not to
exceed amount up to $75,000 per FY to accommodate for promotional items and printed
materials citywide. Funds will be budgeted for FY 2024/25 in accordance with the
Agreement terms. The costs are allocated between the accounts listed below:
• Marketing 101-3007-60461
• Community Resources 101-3003-60149
• Wellness Center 101-3002-60420
• Recycling 221-0000-60127
• Human Resources 101-2001-60109
• Code Compliance 101-6004-60400
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• City Wide Printing 101-3007-60410
BACKGROUND/ANALYSIS
The City utilized various companies to purchase printed material, promotional items, and
apparel. After research and bid submittals in 2020, Palms to Pines Printing offered the best
value for the price point and was contracted to provide promotional and printing services
citywide.
Proposed Amendment No. 2 to the Agreement with Palms to Pines Printing would extend
the term through FY 2024/25 with compensation of up to $75,000 per fiscal year to
accommodate citywide purchasing of promotional items and printing.
Staff continues to review quotes on products and Palms to Pines remains the lowest price
on each product while staying on brand. Additionally, staff will continue to review alternative
vendors for additional promotional and printing needs.
ALTERNATIVES
Staff does not recommend an alternative.
Prepared by: Marcie Graham, Marketing Manager
Approved by: Gilbert Villalpando, Director
Attachment: 1. Amendment No. 2 to Agreement for Contract Services with Palms to Pines
Printing
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