HomeMy WebLinkAbout21-Parks and Recreation
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Kevin Hawkins, Director
Dept: Parks, Recreation &
Community Services Dept.
Date: January 15,2008
Subject: Resolution authorizing a three-
month extension of Contracts and the
issuance of purchase orders to Golden West
Landscape Contractor for the landscape
maintenance of Assessment District Areas
HA", "B", "C", "0" and "H"; and ratifying
any action taken between February 1,2008,
and the date that this Resolution is adopted.
MlCC Meeting Date: February 4, 2008
Synopsis of Previous Council Action:
Assessment Rolls are approved annually.
February 22, 2005 - Resolution Nos. 2005-48 (Area "G") and 2005-49 (Area "H") adopted,
awarding Contracts to Golden West Landscape Contractor for landscape
maintenance of Assessment District Areas "G" and "H".
January 23, 2006 - Resolution Nos. 2006-18 (Area A); 2006-19 (Area B); and, 2005-20
(Area C) adopted, awarding Contract to Golden West Landscape
Contractor for landscape maintenance of Assessment District Areas "A",
"B" and "C".
Recommended Motion:
Adopt Resolution.
Signature
Contact person:
Jim Gondos
Phone:
5031
Supporting data attached:
FUNDING REQUIREMENTS:
Council Notes:
yes Ward: 3,4,5&6
Amount: Not to exceed $104,087 from various
Assessment District Funds.
Source: (Acct. No.) Fund 254
(At'". npC::l'Mptinn) V~rinnllO: Ac;.!c:pc:<::rnpnt nidril"'tc:
Finance:
Agenda Item No.
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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 a
three-month extension of Contracts and the issuance of purchase orders to Golden West
Landscape Contractor for the landscape maintenance of Assessment District Areas "A", "B",
"C", "G" and "H"; and ratifying any action taken between February 1,2008, and the date that
this Resolution is adopted.
Background:
Assessment Districts are formed to provide funding for the ongoing maintenance of the
landscaping in the designated areas, typically new subdivisions. Districts that are in close
proximity to each other are grouped into contract areas for efficiency and to form projects of
sufficient size to insure bids are competitive and contractors have adequate work to justify
bidding on an area.
In an ongoing effort to improve the quality of service at contract sites, staff is in the process of
revising the landscape maintenance request for proposal documents. It is anticipated that an
additional three months will give the department the time required to finalize the changes and
go out to bid for services, with a request for Council action to award bids at the second meeting
in April.
At the Council meeting on January 23, 2006, Council authorized contract award to Golden
West Landscape Contractor for Landscape Maintenance Assessment District Areas "A", "B"
and "C". The term of the contract was for one year, with two one-year renewal options. The
first one-year renewal option was exercised, incorporating a 4% increase in the basic bid price,
and extending the term through January 31, 2008. The contractor has expressed a willingness
to extend the contract term for three months, from February 1,2008 through April 30, 2008, at
the same price as the previous year.
On February 22, 2005, Council approved Resolution Nos. 2005-48 (Area "G") and 2005-49
(Area "H"), awarding contracts to Golden West Landscape Contractor for one year, with two
additional one-year terms. The two one-year options have been exercised; therefore, the
contracts will expire on January 31, 2008. The contractor indicated the he is willing to extend
these two Contracts for an additional three month term at the same cost to the City as the
previous year.
Staff recommends adoption of the attached Resolution, which extends the term of Contracts
with Golden West Landscape Contractors for Landscape Maintenance District Areas "A", "B",
"C", "G" and "H" for three months at the same rate as the prior option year for each contract.
Golden West Landscape Contractor also has the annual Contracts for Areas "0", "E", "F" and
"I" which are all under $25,000. These Contracts will also be extended for three months,
allowing the department to go through the improved bid process for those Areas, as well.
Since the effective date of the Agreement is February 1,2008, the Resolution ratifies any
landscape maintenance activities performed between February 1,2008, and the date that the
Resolution is adopted.
Financial Impact:
The total cost associated with the requested three-month extension of the Contracts with
Golden West Landscape Contractor is a not-to-exceed amount of $1 04,087, which will be
reimbursed through the annual assessment rolls for the various Assessment Districts. Cost
distribution by Area for the three-month Contract extension is as follows: Area "A" - $35,533;
Area "B" - $31,241; Area "c" - $17,270; Area "G" - $8,075; and Area "H" - $11,968.
Recommendation:
Adopt Resolution.
02-/
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RESOLUTION NO.
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING A THREE-MONTH EXTENSION OF
CONTRACTS AND THE ISSUANCE OF PURCHASE ORDERS TO GOLDEN WEST
LANDSCAPE CONTRACTOR FOR mE LANDSCAPE MAINTENANCE OF
ASSESSMENT DISTRICT AREAS "A", "B", "C", "G", AND "H", AND RATIFYING
ANY ACTION TAKEN BETWEEN FEBRUARY 1,2008, AND THE DATE THAT THIS
RESOLUTION IS ADOPTED.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. That Golden West Landscape Contractor has been providing contract
landscape maintenance services at the Assessment Districts identified in Areas "A", "B", "C",
"0", and HH"; and
SECTION 2. That the City Manager is authorized to execute documents, labeled
Exhibits "A", "B", "C", "G" and "H" and incorporated herein as though set forth at length,
extending the contracts for a period of three months, from February 1,2008 though April 30,
2008; and
SECTION 3. That the Director of Finance or his/her designee is authorized to issue
purchase orders to Golden West Landscape Contractor in the following not-to-exceed amounts:
Area "A" - $35 533. Area "B" - $31 241. Area "C" - $ 17270. Area "G" - $8 075. and Area
, , , , , , , ,
"H" - $11,968; and
SECTION 4. That the effective date is February 1,2008; therefore, any action taken
between February 1,2008, and the date that this Resolution is adopted is hereby ratified.
SECTION 3. The authorization to execute the above documents extending the
Contracts with Golden West Landscape Contractor for an additional three-months is rescinded
ifit is not executed by both parties within sixty (60) day of the passage of this Resolution.
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING A THREE-MONTH EXTENSION OF
CONTRACTS AND THE ISSUANCE OF PURCHASE ORDERS TO GOLDEN WEST
LANDSCAPE CONTRACTOR FOR THE LANDSCAPE MAINTENANCE OF
ASSESSMENT DISTRICT AREAS "A", "B", "C", "G", AND "H", AND RATIFYING
ANY ACTION TAKEN BETWEEN FEBRUARY 1,2008, AND THE DATE THAT THIS
RESOLUTION IS ADOPTED.
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 , 2008, by the following
vote, to wit:
AYES
NAYS
ABSTAIN ABSENT
Council Members:
ESTRADA
BAXTER
BRINKER
DERRY
KELLEY
JOHNSON
MCCAMMACK
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this
day of
2008.
PanickJ. Monis, Mayor
City of San Bernardino
Approved as to form:
James F. Penman, City Attorney
TO: City of San Bernardino
Parks, Recreation & Community Services Department
547 N. Sierra Way
San Bernardino, CA 92410
exhibit · A"
RE: Extension of Agreement for Landscape Maintenance Services for:
Contract Area "A" - Assessment District Nos.:
976.991.997.1017.1025.1028.1030.1031.1032.1035 (Zone 1 & 21. 1037.
1039. and 1043 (Zone 1 & 2}
Please check one of the boxes below:
D
II We agree to a three-month extension of our agreement with the City of
San Bernardino for the maintenance of landscaping within the above
mentioned Assessment District(s). The extension period will be from
February 1. 2008 throuah ADril30. 2008.
I I We further understand that all other terms as stated in the original
agreement will apply for the renewal period.
D II We DO NOT wish to renew the contract.
Contractor: Golden West Landscape Contractor
2160 Kern Street
San Bernardino, CA 92407
By:
Print Name
Signature
Date
APPROVED AS TO FORl
Accepted: City of San Bernardino
By:
James F. Penman,
City Attorney
Kevin Hawkins, Director
Parks, Recreation and Community Services
BY:~;?~
o
TO: City of San Bernardino
Parks, Recreation & Community Services Department
547 N. Sierra Way
San Bernardino, CA 92410
RE: Extension of Agreement for Landscape Maintenance Services for:
Contract Area "B" - Assessment District Nos.:
951.952.1002. 1019. 1040. and 1046
Please check one of the boxes below:
D
II We agree to a three-month extension of our agreement with the City of
San Bernardino for the maintenance of landscaping within the above
mentioned Assessment District(s). The extension period will be from
February 1. 2008 throuah April 30. 2008.
I I We further understand that all other terms as stated in the original
agreement will apply for the renewal period.
D II We DO NOT wish to renew the contract.
Contractor: Golden West Landscape Contractor
2160 Kern Street
San Bernardino, CA 92407
By:
Print Name
Signature
Date
Accepted:
City of San Bernardino
APPROVED AS TO FORM:
Kevin Hawkins, Director
Parks, Recreation and Community Services
Janv:.::: F. P;;:nman,
City Attorney
By:
By:
TO: City of San Bernardino
Parks, Recreation & Community Services Department
547 N. Sierra Way
San Bernardino, CA 92410
RE: Extension of Agreement for Landscape Maintenance Services for:
Contract Area "C" - Assessment District No. 959
Please check one of the boxes below:
D
II We agree to a three-month extension of our agreement with the City of
San Bernardino for the maintenance of landscaping within the above
mentioned Assessment District(s). The extension period will be from
February 1. 2008 throuah April 30. 2008.
I I We further understand that all other terms as stated in the original
agreement will apply for the renewal period.
D II We DO NOT wish to renew the contract.
Contractor: Golden West Landscape Contractor
2160 Kern Street
San Bernardino, CA 92407
By:
Print Name
Signature
Date
Accepted:
City of San Bernardino
By:
APPROVED AS TO FORM:
Kevin Hawkins, Director
Parks, Recreation and Community Services
James F. Pellman.
City Attorney
By:
TO: City of San Bernardino
Parks, Recreation & Community Services Department
547 N. Sierra Way
San Bemardino, CA 92410
RE: Extension of Agreement for Landscape Maintenance Services for:
Contract Area "G" - Assessment District Nos.:
974.975.981.986.989. 1001. 1007. 1012. and 1020
Please check one of the boxes below:
D
II We agree to a three-month extension of our agreement with the City of
San Bernardino for the maintenance of landscaping within the above
mentioned Assessment District(s). The extension period will be from
February 1.2008 throuah April 30. 2008.
I I We further understand that all other terms as stated in the original
agreement will apply for the renewal period.
D II We DO NOT wish to renew the contract.
Contractor: Golden West Landscape Contractor
2160 Kern Street
San Bernardino, CA 92407
By:
Print Name
Signature
Date
A::'PROVED AS TO FORM:
Accepted: City of San Bernardino
James F. Penman,
By: City Attorney
Kevin Hawkins, Director
Parks, Recreation and Community Services
By:
TO: City of San Bernardino
Parks, Recreation & Community Services Department
547 N. Sierra Way
San Bernardino, CA 92410
RE: Extension of Agreement for Landscape Maintenance Services for:
Contract Area "H" - Assessment District Nos.:
956.968.1016.1023. and 1027
Please check one of the boxes below:
D
II We agree to a three-month extension of our agreement with the City of
San Bernardino for the maintenance of landscaping within the above
mentioned Assessment District(s). The extension period will be from
February 1. 2008 throuah April 30. 2008.
I I We further understand that all other terms as stated in the original
agreement will apply for the renewal period.
D II We DO NOT wish to renew the contract.
Contractor: Golden West Landscape Contractor
2160 Kern Street
San Bernardino, CA 92407
By:
Print Name
Signature
Date
Accepted: City of San Bernardino
APPROVED AS to FORM:
By:
Kevin Hawkins, Director James F. Penman,
City Attorney
Parks, Recreation and Community Services
By:
TO: City of San Bernardino
Parks, Recreation & Community Services Department
547 N. Sierra Way
San Bernardino, CA 92410
RE: Extension of Agreement for Landscape Maintenance Services for:
Contract Area "A" - Assessment District Nos.:
976.991.997.1017.1025.1028.1030.1031.1032.1035 (Zone 1 & 2).1037.
1039. and 1043 (Zone 1 & 2)
Please check one of the boxes below:
D
II We agree to a three-month extension of our agreement with the City of
San Bernardino for the maintenance of landscaping within the above
mentioned Assessment District(s). The extension period will be from
February 1. 2008 throuah April 30. 2008.
I I We further understand that all other terms as stated in the original
agreement will apply for the renewal period.
D II We DO NOT wish to renew the contract.
Contractor: Golden West Landscape Contractor
2160 Kern Street
San Bernardino, CA 92407
By:
Print Name
Signature
Date
APPROVED AS TO FORM
Accepted: City of San Bernardino
By:
James F. Penman,
City Attorney
Kevin Hawkins, Director
Parks, Recreation and Community Services
.cry-~
TO: City of San Bernardino
Parks, Recreation & Community Services Department
547 N. Sierra Way
San Bernardino, CA 92410
RE: Extension of Agreement for Landscape Maintenance Services for:
Contract Area "B" - Assessment District Nos.:
951.952.1002.1019.1040. and 1046
Please check one of the boxes below:
D
II We agree to a three-month extension of our agreement with the City of
San Bernardino for the maintenance of landscaping within the above
mentioned Assessment District(s). The extension period will be from
Februarv 1. 2008 throuah April 30. 2008.
I I We further understand that all other terms as stated in the original
agreement will apply for the renewal period.
D II We DO NOT wish to renew the contract.
Contractor: Golden West Landscape Contractor
2160 Kern Street
San Bernardino, CA 92407
By:
Print Name
Signature
Date
Accepted: City of San Bernardino
APPROVED AS TO FORM:
Kevin Hawkins, Director
Parks, Recreation and Community Services
James F. Penman,
City Attorney
By:
Dr 7.1--
TO: City of San Bernardino
Parks, Recreation & Community Services Department
547 N. Sierra Way
San Bernardino, CA 92410
RE: Extension of Agreement for Landscape Maintenance Services for:
Contract Area "e" - Assessment District No. 959
Please check one of the boxes below:
D
II We agree to a three-month extension of our agreement with the City of
San Bernardino for the maintenance of landscaping within the above
mentioned Assessment District(s). The extension period will be from
February 1. 2008 throuah April 30. 2008.
I I We further understand that all other terms as stated in the original
agreement will apply for the renewal period.
D II We DO NOT wish to renew the contract.
Contractor: Golden West Landscape Contractor
2160 Kern Street
San Bernardino, CA 92407
By:
Print Name
Signature
Date
Accepted:
City of San Bernardino
By:
APPROVED AS TO FORM:
Kevin Hawkins, Director
Parks, Recreation and Community Services
James F. Penman,
City Attorney
TO: City of San Bernardino
Parks, Recreation & Community Services Department
547 N. Sierra Way
San Bernardino, CA 92410
RE: Extension of Agreement for Landscape Maintenance Services for:
Contract Area "G" - Assessment District Nos.:
974.975.981.986.989. 1001. 1007. 1012. and 1020
Please check one of the boxes below:
D
II We agree to a three-month extension of our agreement with the City of
San Bernardino for the maintenance of landscaping within the above
mentioned Assessment District(s). The extension period will be from
February 1. 2008 throuah ADril30. 2008.
I I We further understand that all other terms as stated in the original
agreement will apply for the renewal period.
D II We DO NOT wish to renew the contract.
Contractor: Golden West Landscape Contractor
2160 Kern Street
San Bernardino, CA 92407
By:
Print Name
Signature
Date
A:'PROVED AS TO FORM:
Accepted: City of San Bernardino
James F. Penman,
By: City Attorney
Kevin Hawkins, Director
Parks, Recreation and Community Services
TO: City of San Bernardino
Parks, Recreation & Community Services Department
547 N. Sierra Way
San Bernardino, CA 92410
RE: Extension of Agreement for Landscape Maintenance Services for:
Contract Area "H" - Assessment District Nos.:
956.968.1016.1023. and 1027
Please check one of the boxes below:
D
II We agree to a three-month extension of our agreement with the City of
San Bernardino for the maintenance of landscaping within the above
mentioned Assessment District(s). The extension period will be from
February 1. 2008 throuah April 30. 2008.
I I We further understand that all other terms as stated in the original
agreement will apply for the renewal period.
D II We DO NOT wish to renew the contract.
Contractor: Golden West Landscape Contractor
2160 Kern Street
San Bernardino, CA 92407
By:
Print Name
Signature
Date
Accepted: City of San Bernardino
APPROVED AS TO FORM:
By:
Kevin Hawkins, Director James F. PenmaD,
City Attorney
Parks, Recreation and Community Services
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