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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Date: June 26, 2002
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Subject: RESOLUTION OF THE MAYOR
AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE
ISSUANCE OF A PURCHASE ORDER TO W.
WOOD AND ASSOCIATES FOR TURF
MANAGEMENT AND FIELD RESTORATION
AT THE SAN BERNARDINO SOCCER
COMPLEX.
From: Lemuel P. Randolph, Director
Dept: Parks, Recreation and Community
Services Department
MICC Meeting Date: July 1, 2002
Synopsis of Previous Council Action:
Closed Session Action on 2/19/02 - CYSA Soccer Foundation
Closed Session Action on 3/04/02 - CYSA Soccer Foundation
April 1, 2002 - Council approved Resolution 2002-10 I to ratify the issuance of a purchase order
to W. Woods & Assoc. in the amount not to exceed $27,000 for comprehensive
irrigation repair and turf management ofthe CYSA soccer fields and increased the
parks supply budget in the amount of $48,000.
Recommended Motion:
I. Adopt Resolution.
2. Authorize the Director of Finance to carry over $48,000 from the Parks FY 01-02 budget in
account number 001-382-5111 to the Parks FY 02-03 bud~ccounts 001-382-5506 and
001-382-5111. ~~/ ~~
Signature
Contact person: T p.ml1p.l P R.nr1nlph
Supporting data attached: staff report & resolution
Phone: 384-5030
Ward: 6
FUNDING REQUIREMENTS:
Amount: $48,000
Source: Carry over from FY 01-02 to FY 02-03
(Accl. Description)
Finance:
Council Notes:
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Agenda Item No. :J..t.J
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino authorizing the
issuance of a purchase order to W. Wood and Associates for turf management and field
restoration at the San Bernardino Soccer Complex.
Background:
At the April I, 2002, Council meeting, action was taken to approve an increase in the Parks,
Recreation and Community Services Department budget in the amount of $75,000 for services
related to the maintenance of the San Bernardino Soccer Complex. As part of this same Council
action a purchase order to W. Wood and Associates in an amount not to exceed $27,000 was
approved for comprehensive irrigation repair and turf management services. This purchase order
provided funding for weekly landscape services including mowing, edging, irrigation inspections
and repair from the period March I through June 30, 2002. The work provided by W. Wood and
Associates under this purchase order has resulted in significant improvement in turf conditions at
the complex.
The remaining $48,000 was to provide for comprehensive restoration of fields 13-17, as well as
fund any unforeseen repairs that may arise during the balance ofFY 01-02. However, in FY 01-
02 none of the $48,000 was used due to the contractor having to spend all their effort and time on
irrigation repairs and basic turf management. Based on the unsettled issues related to the
ongoing operation of the complex and the City's obligation to ensure protection of a significant
city asset, it is requested that the unexpended $48,000 in FY 01-02 be carried over to FY 02-03
to continue the weekly turf maintenance and begin the full restoration of fields 13-17. Based on
the substantial experience of W. Wood and Associates, staff is recommending that they be
selected to continue this work in FY 02-03. Initially a purchase order covering the period of July
1,2002 through September 30, 2002 in the amount of $25,000 would be issued to W. Wood for
the following items:
The following services will be provided for $5000 per month:
. Mowing of fields 1 through 17
. Weekly weeding and cultivating of planters
. Weekly irrigation inspections
. Trimming of trees less than 15' in height
The following services will be provided for $10000:
. Labor and equipment associated with spreading 20 truck loads of sand
. Cost associated with spreading topper covering 25,000 sq. ft.
The remaining $23,000 will be put into the Parks FY 02-03 budget to be used to purchase
material and supplies related to the repair of fields 13-17 and for any unforeseen repairs that may
arise. These funds could be used to increase the purchase order to W. Wood and Associates.
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This purchase order will only address the field restoration needs of fields 13-17. At a subsequent
Common Council meeting staff will request a purchase order for necessary field restoration of
the other 12 fields. Based on the previous staff report, this additional restoration work will be
funded from the $150,000 originally budgeted in Development Services for the Soccer Complex
parking lot.
Financial Impact:
A total of $48,000 is unexpended and available in FY 01-02 to be carried over into FY 02-03 for
the items discussed above. Staff requests that these funds be carried over into the Parks FY 02-
03 budget and that they are approved to be used to issue a purchase order to W. Wood and
purchase supplies as needed for the continued weekly turf maintenance and restoration of fields
13-17 at the soccer complex.
Recommendation:
3. Adopt resolution.
4. Authorize the Director of Finance to carry over $48,000 from the Parks FY 01-02 budget in
account number 001-382-5111 to the Parks FY 02-03 budget in accounts 001-382-5506 and
001-382-5111.
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RESOLUTION NO.
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE ISSUANCE OF A PURCHASE ORDER TO W.
WOOD AND ASSOCIATES FOR TURF MANAGEMENT AND FIELD RESTORATION
AT THE SAN BERNARDINO SOCCER COMPLEX.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. The Mayor and Common Council of the City of San Bernardino hereby
authorizes the Director of Finance to issue a purchase order to W. Wood and Associates in an
initial amount of $25,000 and has authority to increase the purchase order up to $48,000 for turf
management and field restoration at the San Bernardino Soccer Complex.
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE ISSUANCE OF A PURCHASE ORDER TO W.
2 WOOD AND ASSOCIATES FOR TURF MANAGEMENT AND FIELD RESTORATION
AT THE SAN BERNARDINO SOCCER COMPLEX.
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I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
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meetin
,2002, by the following vote, to wit
ABSTAIN ABSENT
CITY CLERK
The foregoing Resolution is hereby approved this
day of
,2002.
JUDITH V ALLES, Mayor
City of San Bernardino
Approved as to form and
legal content:
JAMES F. PENMAN,
City Attorney
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** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): '1- \ - 0 d- Item # ;)-4 Resolution # d(f.J;;; - dd:;;J..
Vote: Ayes 1-'\ Nays ~ Abstain ..y Absent e-'
Change to motion to amend original documents: -
Reso. # On Attachments: - Contract term: -
Note on Resolution of Attachment stored separately: -===--
Direct City Clerk to (circle 1): PUBLISH, POST, RECORD W/COUNTY
NullNoid After: -
By: -
Date Sent to Mayor: /") ~ :3 -0 ~
Date of Mayor's Signature: ')-3 ~ ;).
Date of Clerk/CDC Signature: 1\-3 --a.;:L...
Reso. Log Updated: /
Seal Impressed: ,/"
Date Memo/Letter Sent for Signature:
60 Day Reminder Letter Sent on 30th day:
90 Day Reminder Letter Sent on 45th day:
-
See Attached:
See Attached:
--
See Attached:
Date Returned: -
Request for Council Action & Staff Report Attached: Yes L
Updated Prior Resolutions (Other Than Below): Yes
Updated CITY Personnel Folders (6413, 6429, 6433,10584,10585,12634): Yes
Updated CDC Personnel Folders (5557): Yes
Updated Traffic Folders (3985,8234,655,92-389): Yes
No By
No ~ By
No / By
No / By
N07 B
Copies Distributed to:
City Attorney 0"
Parks & Rec. IY'
Code Compliance Dev. Services
Police Public Services Water
EDA
Finance
.r
MIS
Others:
Notes:
BEFORE FILING, REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term. etc.)
Ready to File:,f)-y'\
Date: 1')-6 -0 :;l-
Revised 01/12/01