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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Date: August 19, 2002
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Subject. RESOLUTION AWARDING A PURCHASE ORDER
. TO R. P. LANDSCAPE FOR PARK LAWN MOWING
SERVICES AT SEVEN (7) PARK LOCATIONS FOR
A PERIOD OF TWELVE (12) MONTHS, WITH TWO
ONE YEAR RENEWAL OPTIONS, IN
ACCORDANCE WITH BID SPECIFICATION F-03-
002, AL GUHIN PARK, ANNE SHIRRELLS PARK,
BLAIR PARK, DELMANN HEIGHTS PARK,
HUDSON PARK, LITTLEFIELD SHULTIS PARK,
AND SPIECHER PARK.
From: Lemuel P. Randolph, Director
Dept:
Parks, Recreation &
Community Services Dept.
Synopsis of Previous Council Action:
May 7, 2001 - Council approved Resolution 2001-86 for the Park Mowing Services with
TruGreen Landcare for the same seven (7) park facilities.
Recommended motion:
Adopt Resolution
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Contact person:
Ed Moore
Phone: 384-5130
Supporting data attached:
Staff Report & Resolution
Ward: Various
FUNDING REQUIREMENTS:
Amount: $52,479 (For 12 months)
Source: (Accl. No,) 001-382-5506
(Accl. Description) Landscape Contracts
Finance:~ /JC'/cJf ~t:~
Council Notes:
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Agenda Item No.
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subiect:
Resolution awarding a Purchase Order to R. P. Landscape for Park Lawn Mowing Services at
seven (7) park locations for a period of twelve (12) months, with two one year renewal options,
in accordance with bid specification F-03-002, Al Guhin Park, Anne Shirrells Park, Blair Park,
Delmann Heights Park, Hudson Park, Littlefield Shultis Park, and Spiecher Park.
Backl!round:
F 03-002
The proposed purchase order is for Contract Lawn Mowing Services and all "trim mowing" or
string trimming of turf around trees, benches, trash receptacles, light posts, buildings, etc. for the
above locations for a period of twelve (12) months to be utilized in weekly and bi-weekly
operations by the Parks, Recreation and Community Services Department. All sites will be
serviced once a week from April I to October 31 and serviced bi-weekly from November I to
March 31.
The Park, Recreation and Community Services Department prepared the appropriate
specifications and the purchasing division of the finance department published and furnished
contract bid documents to ten (10) vendors and the Chamber of Commerce. Contract bid
documents were advertised in the Sun Newspaper and the City Web Page, bids were publicly
opened and declared on June 25, 2002. The following is a summary of the only two bids
received.
Companv
City
R. P. Landscape
Mariposa Horticulture Enterprises, Inc.
San Bernardino
Irwindale
Twelve (12) month bid
(lncludinl! Tax)
$52,479.00
$67,280.00
The department's estimate for this bid was $63,000. Specifications as bid have been reviewed
by the Superintendent of Parks, who checked references and background of the contractor and
determined that the bid of R. P. Landscape meets specifications and requirements. It is therefore
recommended that the bid be accepted for contract for a period of October I, 2002 through
September 30, 2003, plus two single year options.
Account #001-382-5506
Total Twelve (12) month amount
(Plus two single year options)
Al GuhinPark
Anne Shirrells Park
Blair Park
Delmann Heights Park
Hudson Park
Littlefield Shultis Park
Spiecher Park
Grand Total
Actual
$ 4,095
$ 7,308
$12,096
$ 7,245
$ 5,355
$ 8,505
$ 7,875
$52,479
Budgeted
$ 4,900
$ 8,800
$14,500
$ 8,700
$ 6,400
$10,200
$ 9,500
$63,000
Financial Impact:
Funds in the amount of $63,000 were budgeted in Account No. 001-382-5506 for FY 2002/2003.
Recommendation:
Adopt Resolution
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RESOLUTION NO.
RESOLUTION AWARDING A PURCHASE ORDER TO R.P. LANDSCAPE FOR
PARK LAWN MOWING SERVICES AT SEVEN (7) PARK LOCATIONS FOR A PERIOD
OF TWELVE (12) MONTHS, WITH TWO ONE YEAR RENEWAL OPTIONS, IN
ACCORDANCE WITH BID SPECIFICATION F-03-002, AL GUHIN PARK, ANNE
SHIRRELLS PARK, BLAIR PARK, DELMANN HEIGHTS PARK, HUDSON PARK,
LITTLEFIELD SHULTIS PARK, AND SPEC HER PARK.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COMMON
COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS:
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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 October 1, 2002 and terminating on September 30, 2003, for a total amount not to
exceed $52,479:00 in accordance with Bid Specification F-03-002, plus two single year options,
and, as such, the City is authorized to issue a standard 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 an amount not to exceed $52,479.00 is hereby authorized; and all other
quotations therefore are hereby rejected.
SECTION 2. The Purchase Order shall incorporate by reference this Resolution No. 2002-
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_, Bid Specification F-03-002, and shall also include the following language:
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The seven (7) parks and respective landscape maintenance costs covered by this Purchase
Order are as follows:
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Al Guhin Park up to $ 4,095
20 Anne Shirrells Park up to $ 7,308
Blair Park up to $12,096
21 Delmann Heights Park up to $ 7,245
Hudson Park up to $ 5,355
22 Littlefield Shultis Park up to $ 8,505
Spiecher Park un to ~ 7 87~
?' Grand Total
-~ up to 52,479
24 SECTION 3. The authorization to execute the above referenced agreement is rescinded
25 if the parties to the agreement fail to execute it within sixty (60) days of the passage of this
26 resolution.
27 11/
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RESOLUTION AWARDING A PURCHASE ORDER TO R. P. LANDSCAPE
1 FOR PARK LAWN MOWING SERVICES AT SEVEN (7) PARK LOCATIONS FOR A
2 PERIOD OF TWELVE (12) MONTHS, WITH TWO ONE YEAR RENEWAL OPTIONS,
IN ACCORDANCE WITH BID SPECIFICATION F-03-002, AL GUHIN PARK, ANNE
3 SHIRRELLS PARK, BLAIR PARK, DELMANN HEIGHTS PARK, HUDSON PARK,
LITTLEFIELD SHUL TIS PARK, AND SPIECHER PARK.
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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 on the day of , 2002, by the following vote to wit:
COUNCIL MEMBERS
AYES
ABSENT
NAYS
ABSTAIN
ESTRADA
10 LIEN
11
12
13
14
15
16
MC GINNIS
DERRY
SUAREZ
ANDERSON
Me CAMMACK
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Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this
day of
,2002.
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23 Approved as to form
And Legal content:
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JUDITH VALLES, MAYOR
City of San Bernardino
James F. Penman
City Attorney
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By:
o -19-02 dlp-Purchase Agreement Lawn Mowing Services
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** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): <1\- Z3-oz. Item # II.:>
Vote: Ayes 1- '\ Nays-&
2('0'2. - -303
Resolution #
Abstain kr
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 I): PUBLISH, POST, RECORD W /COUNTY
Date Sent to Mayor: q -2 it -Oz
Date of Mayor's Signature: <1-;;;5-0:;)
Date of Clerk/CDC Signature: C( -dfe, 0.).-
NullNoid After: 100 0'1:' J II-ZZ-(12.
By:
Reso. Log Updated: V
Seal Impressed: ,,--
Date Memo/Letter Sent for Signature:
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60 Day Reminder Letter Sent 011 3611> da) .
90 Day Reminder Letter Sent 011 45th day:
See Attached:
See Attached:
See Anachc~ ~
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personllel Folders (6413, 6429, 6433,10584,10585,12634):
Updated CDC Persollllel Folders (5557):
Updated Traffic Folders (3985, 8234, 655, 92-389):
Copies Distribllted to:
City Attorney y'
Parks & Rec. ./
Code Compliance
Dev. Services
Public Services
Water
Police
Notes:
Date Returned: -
YesL No By '\
Yes No -.L- By
Yes No-L By
Yes No~ By
Yes No JI' By
EDA
Finance
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MIS
Others:
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: 11IL-
Date: q/'7IJO;-
Revised 01112/0 I