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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Lemuel P. Randolph, Director Subject: RESOLUTION AWARDING A
PURCHASE AGREEMENT TO R. P.
. LANDSCAPE AND IRRIGATION FOR
Dept: Parks, RecreatIon & LANDSCAPE MAINTENANCE SERVICE.
Community Services-Dept. G\NAl
Date: June 8, 2004 OR\
MICC Meeting Date: July 6, 2004
Synopsis of Previous Council Action:
11-17-03 - Mayor and Common Council approved reorganization for the Parks, Recreation and
Community Services DepartInent that included moving of two Park Maintenance Workers
positions from the Cemetery Division to the Parks Division.
Recommended Motion:
Adopt Resolution
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Signature
Contact person: Dan Ustation
Phone:
885-6484
Supporting data attached:
Staff Rl:I)ort
Ward:
FUNDING REQUIREMENTS: Amount: $47,088.00
Source: (Acct. No.) 106-441-5506
(Acct. Description) Landscape Contracts
Finance:
Council Notes:
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Agenda Item No. ~
11vlDLl
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
Resolution awarding a Purchase Agreement to R. P. Landscape and Irrigation for landscape
maintenance service.
Background:
On November 17, 2003 Mayor and Common Council approved the reorganization for the Parks,
Recreation and Community Services Department that included moving two Park Maintenance
Workers positions from the Cemetery Division to the Parks Division. The plan designed for this
move was to include contracting out the maintenance of the cemetery grounds.
The proposed Purchase Agreement is for landscape maintenance contract services for Pioneer
Memorial Cemetery for a period of twelve (12) months. It is to be utilized in daily operations by
the Parks, Recreation and Community Services Department.
The specifications for landscape services include weekly lawn mowing, edging, trimming and
blowing, bi-weekly trimming of grave markers and upright monuments, monthly trimming of
hedges and day of service pickup of litter and debris and emptying of trash receptacles. Graffitti
removal and daily watering will remain the responsibility of cemetery maintenance staff. Gopher
control will be accomplished under a separate purchase order with a local vendor
The Parks, Recreation and Community Services Department prepared the appropriate
specifications and the Purchasing Division of the Finance Department published and furnished
contract documents to our suppliers. Bids were publicly opened and declared on May 11,2004.
The following is a sununary of bids received.
Bid Landscape &
Companv Location Bid Landscape Bid Rodent Control Rodent Control
R P Landscape San Bernardino $47,088 $ 7,200 $54,288
CLS Landscape Chino $50,400 $ 4,3]4 $57,354
Azteca Ontario $54,000 $12,000 $66,000
L. Barrics & Assoc. San Dimas $66,000 $ 6,000 $72,000
Excel Landscape Corona No Bid No Bid No Bid
Elite Landscape San Bernardino No Bid No Bid No Bid
Schubert Landscape San Bernardino No Bid No Bid No Bid
A total of 31 Landscape Vendors were solicited to bid this contract. Out of the 31 vendors, we received 4 Bids, 3
No Bids, and 24 No Response. Out of the 24 No Response, 9 were local businesses in San Bernardino.
Financial Impact:
Contract cost funded under the 2004-05 Cemetery Budget 106 441 5506
Recommendation:
Adopt Resolution awarding contract to RP Landscape of San Bernardino in the amount of
$47,088 for landscape maintenance services at Pioneer Cemetery.
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING THE MAYOR OR HER DESIGNEE TO
ISSUE A PURCHASE ORDER TO R. P. LANDSCAPE AND IRRIGATION FOR
LANDSCAPE MAINTENANCE SERVICE FOR THE CEMETERY, FOR A PERIOD
OF TWELVE (12) MONTHS IN ACCORDANCE WITH BID SPECIFICATION F-04-
048 WITH AN OPTION OF TWO ADDITIONAL SINGLE YEAR RENEWALS.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. That R. P. Landscape is the lowest and best responsible bidder for the
furnishing and delivery of landscape maintenance services for the period of twelve (12) months
beginning July 1,2004 and terminating on June 30, 2005, in accordance with Bid Specification
F-04-048 with an option of two additional single year renewals, for a total amount of
$47,088.00, and as such, the City is authorized to issue a purchase order with R. P. Landscape;
pursuant to this determination, the issuance of a purchase order by the Purchasing Manager to
R. P. Landscape in the amount of $47,088 is hereby authorized; and all other quotations
therefore are hereby rejected.
SECTION 2. The purchase order shall reference this Resolution No. 2004- , and
'", for landscape services at Pioneer Cemetery not to
shall read, "P.O. No.
exceed $47,088;' and shall incorporate the terms and conditions of bid specification F-04-048,
which is on file in the City Clerk's office.
SECTION 3. The authorization to issue the above referenced purchase order is
rescinded ifnot issued within sixty (60) days of the passage of this resolution.
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING THE MAYOR OR HER DESIGNEE TO
ISSUE A PURCHASE ORDER TO R. P. LANDSCAPE AND IRRIGATION FOR
LANDSCAPE MAINTENANCE SERVICE FOR THE CEMETERY, FOR A PERIOD
OF TWELVE (12) MONTHS IN ACCORDANCE WITH BID SPECIFICATION F-04-
048 WITH AN OPTION OF TWO ADDITIONAL SINGLE YEAR RENEWALS.
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
and Common Council of the City of San Bernardino at a
meeting thereof, held
, 2004, by the following vote, to wit:
day of
on the
Council Members:
AYES
NAYS
ABSTAIN ABSENT
ESTRADA
LIEN LONGVILLE
MCGINNIS
DERRY
KELLEY
JOHNSON
MCCAMMACK
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this
day of
2004.
Judith Valles, Mayor
City of San Bernardino
Approved as to
Form and legal content:
JAMES F. PENMAN,
City Attorney