HomeMy WebLinkAbout23-Purchasing
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CI'fY OF SAN _RNGlblNG .. R.QUEST FOR COUNCIL ACTION
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From: De~n R. Meech, purChaSing~...t)M\luflilt. Landscape Maintenance Contract (Annual)
Dept: . Purchasing \9&9 ~1 \9 flM Z. 31.
Date: May I, 1989 Bid: F-90-03
Synopsis of rr.ioua Council action:
None
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Recommended motion:
Adopt Resolution
Dean R. Meech
Contact person: ll1l'd H _ Corl ~l' r SAni or RIIlIAr
Supporting dIIta .lb..hed: Yes
Phone: 3R4-~nR~
WIl'CI:
N/A
FUNDING REQUIREMENTS:
~ount: $57.876.00
SOurce: (Acct. No.1 001-382-53150
(Acct. DescriDtionl
prn~~UinnRLtr/'~ ~~rvi~~c .
Fin...: ~
Council Now:
711-0212
Agenda Item No ~ ~.
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CITY OF SAN BBRNADINO - REQUEST IG:I COUNCIL ACTION
STAFF REPORT
F-90-03
The proposed purchase is for the Landscape maintenance Contract; small
areas through out the City. This service is to be utilized in daily
operations .by .the Parks, Recreation and Community Services Department.
At the request of the department, appropriate specifications were
prepared, published and furnished to area suppliers. Bids were publicly
opened and declared on March 28, 1989.
The fOllowing is a summary of Bids received:
COMPANY
TOTAL BID (INCLUDING TAX)
Roquet Paving
Fortune Gardening & Landscaping
Mentone Turf Supply
Larry Bourbonnais Company
*L.Barrios & Associates Inc
No Bid
No Bid
$55,776.00
$96,012.00
$57,876.00
Eighty-six (B6) vendors supplying this service were solicited. There
were five (5)responses, two (2) no bids and three (3) valid bids.
Specifications as bid have been reviewed with the Director of Parks,
Recreation and Community Services who does not concur with the lowest
bi d. The low bi dder, Mentone Turf, has been i dentifi ed by the Parks
Department as not performing satisfactorily in the current contract
period of one year. The Parks Department recommends not accepting the
lowest bidder on this particular bid (see attached pariSimemo #8904-208
dated April 13, 1989).
The Purchasing Agent feels the departments deserve the level of quality
required to meet their Objectives. Therefore, the Purchasing Agent
concurs with the departments arguments (because of their administration
of this vendor in the past). It is therefore recommended that the second
low bidder l. Barrios & Assoc. Inc. be accepted for co.ntract. The
equipment funding is in the 1989/90 budget.
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nn e amos,
Director of Parks, Recreation
and Community Development
75-0264
C I T Y
OF SAN BERNARDI
INTEROFFICE MEMORANDUM
8904-208
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"'Y OF S"" Pr.o"ARDI"
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TO: DEAN MEECH, PURCHASING AGENT
FROM: ANNIE F. RAMOS, DIRECTOR OF PARKS, RECREXTION AND
COMMUlUTY SERVICES
'10
SUBJECT: SPECIFICATION 1F-e9-03 - 16 LOCATION CONTRACT
DATE:
APRIL 13, 1989
STEVE KUPSAK, PARK PROJECTS COORDINATOR
COPIES:
-------------------------------------------------------------
As per your recent request, we are sending you our
recommendation of ~ awarding Mentone TUrf the 89-90
landscape maintenance contract for said areas. The Parks,
aecreation and Community Services Department strongly feels
that the maintenance contract can be better performed by the
next highest bidder.
OUr justification for said recommendation is based SOlely on
performance levels of Mentone TUrf during current contract
year for said areas. These levels are sporadic, below par in
scope, and strain our department's man hour. requirements for
supervision of said contract.
OUr documentation for said recommendation is as follows:
1. Specifications found in boiler plate of said contract -
attached and highlighted.
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2. General and technical specifications of said contract -
attached and highlighted.
3. Reference to memo with attachments sent to. you February
16, 1989. Said memo covers actual performance levels.
4. Copy of recent photograph showing a sprinkler needing
repair for 11 days on Kendall Drive.
5. Copy of recent complaint received from a neighbor living
on Pine and WaShington. The water was stuck on mo.t of the
day flooding her rear yard. Landscape Inspector, George
Pallante, had to shut it off at approximately 3:00 PM.
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I~FFICE MEMOQUDtJM:
SPBCIFICATIOIJ 'F~03 -
April 13, 1989
Page 2
8904-208
16 LOCATION CONTRACT
Ala our dOCUlllentation shows, it is imperative that our
..intenance contract not be awarded to Mentone TUrf.
'eel free to call me at 384-5030 if you have any questions.
~i.~
ANNIE F. RAMOS
Director of Parks, Recreation
and Community Services
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FURNISHING AND DEUVERlNG OF
LANDSCAPE MAINTENANCE CONTRACT
FOR
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THE CITY OF SAN BERNARDINO, CALIFORNIA
NOTICE TO BIDDERS
It II not tblI IIIteDt to ruII out or ellmlDate any pIOIJIectlw blclder or _ufacturer. If... pnIdact yoalD..... to ... ... Mt
....,ay wIda ... 1plICIfk.-... .. writUII, you .. DubuCtold to attIdI to y.- bid ........ I .. p<,lrre ......... ad
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. the bidder IbaII DOt purpoaaIy bid eq~1It of I ....r quality, which
. '....... .....tiaa fiom tblI ~, tbe blclder CaD futDIIh equlpallDt which wID_ply with tbI ......-.
1pICi"''''''
It. II tblI IIIteDt of .... apecIfIcatlolll to cowr tblI furnllhlDa IIICI deUwrllla to tblI City of SIIIIlenwdiDo complete
equlpmeat IWIlly for _ lIIIcI fuOy equipped IS .....lIIafter mentioned, with a Wew to obtalnlDl tblI bast reaultl and tblI IIIIIIt
lICCIptIbla equipment for IInIce to tblI City of San Bemardlllo. TbeIe apeclflcatlcma cowr ....... requirImeota .. to tblI
type of -wuctlon to which the llama IDUIt conform, ....ther wllh certain dahlia .. to ftDiIh, eqlllpllllDt and IppII...'lII
'With which tblI IUCCIIIfuI bidder mUlt COlIform. Minor details of conatructlon IIICI materlala, wha.. DOt otberwlae apeclftad,
lie laft to tblI dilcretion of tblI _ufacturer, who IbaII be IOIeIy ..1IpCIIIIib1a for tblI daIip .d CllIllItnIlltio of III featurea.
The equipment IbaII be tblI .lalelt type to Iult Ihe natu.. of the IInIce which tblI eqlllpllllllt muat perform If ICOIpt8d. .
GENERAL SPEClFlCAnONS
I. Each bid IbaII be iD ICCOrdance wllh Speclflcadon No. F' -qn-n~ . AD apeclftCltiaalIle mlIIImum. BIddm lie
expected to meet or e_d ...... apec:lftc:aOO..1S wrItteD, bidder lbaIIattaeh to bid pIOpOIIlI _pIew detailed ItemlzltioD
and explllladoD for IICbIllCl awry davilOOn or varladon from tblI. apeclficatlona. CondldoDll bIdt, or tImaa which tab
exception to tblI lpec:lftc:adona, may be COIIIide..d nOD1lI1pOIIIIw IIICI may be rejected.
2. The ClI, of San Bemardlllo _rwa the rilht to ICCllpl or IlI.Iect any and III bldt and to award I ~ to the blddar
who bast meetl City IlIquiremeDta. ThIa may iDcIucIe waI_ of milIor irIlIpIarItIaI or dilcrepandn, or lIOIICOIIformlty to
apeclftcationa III IpproprIate drcumatlJ\cll. Purchue IIWl be on . bait bUY baaiI after d. ~ of III ..- .../1
,factorl, 1IIc1uc11111. but not limited to, WlIl'IaauIahIp, ~_lIlbillIY of putalllCl .nIce, ~ ...... of -"'ICtUm'. /
mpollliblUty .d ..cora, d....DlDly IIIG KIIOWII operational _14 of product, pdee of product lIIIcI IUItabI1Ity lIIIcI .. i
confOrmity to Clly needa and req1lilllmenta. i
3. The City of San Bemardlno IlII1MI Ihe rilht to purchaaa molll or lea than lhe qUlRtltlea lpeclfied, at unit pdcea bid.
4. BIcIa IbaII be firm offen,aubJect to ICCllpllDce or rejection within forty.llw (45) da)'l of tblI openllla tblIl8Of.
5. No bidder ahtD be ICCllptab\e who II not a IlIputab" _ufacturer or daaler of auch ltema .. IlIbmIttad for bid
CODIId.radon.
6. AD matarllll, workmanlhlp and fInlah entarlnllnlo tblI conatructlon of t'" equipment mUlt be of tblI belt of theIe
mpectM klndl and muat oODform to tblI dwacter of tblI .qulpllllDt and tblI .rvice for which It illIIteacIed to be _
IIICI ahtD be produced by _ of cunent _ufacturlnl proce.... "Seconda", factory IlIjem and aubllllllclard aooda lie Dot
acceptable.
7. Each blddar ahtD aubmlt with his bid a copy of his propoled product lpeclficatlolla, compIate detIned drIwInp, and
otbllr delcripdw matler In aufflclent detaU to clearly dncrlbe tblI equipment, matedala IIICI putt offel8d.
8. Maaufacturer IIICI/or contractor ahaIl dafend any IIICI a11lU1tlllld _ IIIli1billty for any lIIIcIlII cIaIma made .......
tblI CIty of SID Bemardlllo, or aay of Ita offlcla\a or ...nta for tblI _ of any pateoted ..-. deftiw or article fonailla I
part ohqulpment or., Item fumIthed under tblI contract.
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ltpeCU)l\1IOII No. r -1IU-U3 : ;
II. ,; tor lI!.... AIIyddna an ...l)' to caQ. te the work JlI1IIlIIIYIhaII be performed by W ClOIItrIc:tor, wbethIIr IpICIftcaDy
r " , "' III . _tract 01 lICIt. AD .~'- of . IpIcIlc8tIou.....be ..Ill IIllIlaterprtted u ~ a wboJe .. DOt
" . l!I .. .......- ofiadltktual peril, &ad wbatewr IIIp1C1f1ed Ia _ IICtloa ahaII be IlOllItJUed u appaym, to aD ...,.....
22. .,..Oty..,... BenIardIao _.... tile II&ht to _pt 01 Njact ay ad all bids. .-"
23. IlacIIliJddet III&Y ItfpuIate III 11II bid JIRIIQ&I a pe__ prcIIIlpt payment dIIc:ouat to be taJrea by. CIty la .
-- CIty -- payn.d to ..uactor wItlda ... (10) wv_ day. of "0I1pt oflUtadallllll appnmI ofla... For.
~... ., tIdI PfO'IIIoG, payawat lI....d to be IIIIdI 00 . daM ollllllllaa of the City check.
24. ..,.aDfaquld...eprdlaatldabldto Dean R. Meech. Purchasing Agent
(714) 384-5085.
25. No bid wID be _ptalile uaIeIIlt II mIde 011 the propoal form fumllhed by the City heNIa. Dellwr aD bids, IIped
IIllI aaIed, to the oft1ce of the Purchulna Alent, 250 Wnt Clultu Street, Sill Ilemardtao, CaUforala 92408 with the
IpIClfIcatJoa title IIllI n1lllllier ....Iy mubd on the CIlItIIde of the ....lope. All bldl IIIIIIt be ..OIlwd Ia the oft1ce of the
Pwc:hulat Alent by 10:00 I.m. Tuesday. March 28. 1989 who.. It aaId place IIIId time aaId bid. win be
publicly opeaed, .xamIaed IIllI declared. Ally bid IlIIY be withdrawn prior to the Ilio.. ac:heduled tlma for the oJllllfnl of
liIda. Any bid reoeI..d after the tlma IIllI date apecJfied IhaII aot be CODIIdeIld.
26. TIll CIty of San IImaardIao _rw. the rlaht It It. own' dllcletloa to award aepaNtl oontl'lCtl for each catIIOI)' or
award_ _tDct for fumiablna IIllI daU"riDI of all equipment Ia all caleaodn.
27. SlIOCIIIfuJ liIdder.....be Rqullld to fumIIb, one (I) Opemon Manual, one (I) PIIta Manual for equipment liId. .
28. In IlIlim1tttaa a liId to I pubIc purcbulna body, the bidder offen and ...... thet If the bid II _pted, It wID ......
to the purc:bulna body aD rJahta, title, and IateNlt Ia and to all ca_ of action it may ha.. uader Section 4 of the Clayton
Act (U.s.c. Sec. 1 S) or UDder the Cartwrilht Act (Chapter 2, cnmmenclna with Sectfoll16700. of Part 2 of D1Wa1on 7 of the
BIIIIaea ad Prof.aIoaa Code), arIIIna from purdwe. of aoocb, matedala, or .nIce.by the liIdder for.... to the JIIII'ChaaIna
body punuant to tho bid. Such ......ment IhaII be made and be_ .ffect'" It the tlme the purchuIaa body teaden flail
payaIIllt to the liIdder.
29. lid IIaIId. No liId will be ICOIpWd un.... 1IIIIlIIde on a propoaaJ fonn furnllbed by the City. AU liIda or pIIIJlOIIIa' ,j
abaD be alpd, ....d IIllIllCCOIIIpIIIlod by a cuhJer'. check, cuh, OIr1lfted check 01 bid liood made pa)'llile to the CIty of i
... IIeIlWdIno Ia the amount of at Jeut ... pefOlDt (J O!') of the total bid. Such IIC1Idty abaD be applied to Ollie NDIItted i
to. CIty of... BemanlIao'.u BquldaWd damqn, ahould the liIdder to whom the ooatNct II awarded &lIto...... lato '.1
the _tract. An lioada I'umIahed punuant to thIa nollce muat be underwritten by II1IIIty company,..... I tatIaa In Belt'. ;
-' ..cent IaIUrIlIce aulde of "A" or lielter. , '
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30. P........ Perf__ load. The IIICCIIIIUIbldder wID be RqulNd to fumlah a cuhIar'. chack, cuh, cerdfIecI cback or';
faithful performance bond made payable to the City of'" Bemardlno Ia the lmount of ftfty percent (SOl') of the total bid ;
to IaIUII the _tractor'. f<W performaoce of the _tract. SaId .urety ahaU be aulijact to the appnmI of the CIty of ~
... Bemardlao, lioadl ahaU be fa acoordance with Ordmo_ No. 821, Sectloa 24OO,IIllI the corporatloll"'uIaa aaId liCIIId }
abaD haw &Iula, In Beat'. moat ..cent laIUNnce auJde of "A" or lietter.' i 1
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.cCIFICATlON NO. F-90-03
GENERAL SPECIFICATIONS
9
1. MINIfIIH REjUIREMENTS
EACH BID SHALL BE IN ACCORDANCE WITH SPECIFICATION NO. .
ALL SPECIFICATIONS ARE MINIMUM. BIDDERS ARE EXPECTED to MEET OR ~ED
THESE SPECIFICATIONS AS WRITTEN. AND BIDDER SHALL ATTACH TO BID PROPOSAL
A COMPLETE DETAILED ITEMIZATION AND EXPLANATION OF SERVICES OFFERED.
INCLUDING EACH AND EVERY DEVIATION OR VARIATION FROM THESE SPECIFICATIONS.
CONDITIONAL BIDS. OR THOSE WHICH TAKE EXCEPTION TO THE SPECIFICATIONS.
MAY BE CONSIDERED NONRESPONSIVE AND MAY BE REJECTED.
2. ACCEPTANCE OF BIDS
THE CITY OF SAN BERNARDINO ~F~FRVES THF RT~UT .Tn 4rr~DT nR RFJF~T ANY AND~
ALL- BIDS AND TO AWARD A CONTRACT TO THE BIDDER WHO BEST MEETS CITY REQUIRE-
~NTS. THIS MAY INCLUDE WAIVER OF MINOR IRREGULARITIES OR DISCREPANCIES.
OR NONCONFORMITY TO SPECIFICATIONS IN APPROPRIATE CIRCUMSTANCES. ~~~fT7
~CF ~~4LL BE ON A A~ST mlY RASIS AFTER DUE CONSIDERATION OF ALL ~liMl
f.,ACTORS.
3. guANTITY DEVIATION
THE CITY OF SAN BERNARDINO RESERVES THE RIGHT TO DEVIATE AS TO QUANTITY
OF SERVIES SPECIFIED. SHOULD CHANGES AFFECT THE COST OF. OR THE TIME
REQUIRED FOR PERFORMANCE OF THE SERVICES. AND EQUITABLE ADJUSTMENT IN
THE PRICE OR DELIVERY OR BOTH SHALL BE MADE.
4. FIRM OFFER
BIDS SHALL BE FIRM OFFERS. SUBJECT TO ACCEPTANCE OR REJECTION WITHIN
SIXTY (60) DAYS OF THE OPENING THEREOF.
5. REPUTABLE BIDDERS
.......--
NO BIDDER SHALL BE ACCEPTABLE WHO IS NOT A ~PUTABLE PROVIDER OF SERVICES
AS SUBMITTED FOR BID CONSIDERATION. -
6. INSPECTION AND ACCEPTANCE OF SERVICES
THE SERVICES FURNISHED SHALL BE EXACTLY AS SPECIFIED IN THESE SPECIFICATIONS.
~- FRFF FROM ALL DEFECTS IN BIDDER'S PERFORMANCE~ AND EXCEPT AS OTHERWISE
PROVIDED IN THESE SPECIFtCATIONS. ~HALL BE SUBJECT TO INSPECTION AND
TEST BY CITY AT ALL TIMES AND PLACES. IF. PRIOR TO FINAL ACCEPTANCE.
./ ANY S S ARE F TV Y
~~ T~. IRE BIDDER TO CORRECT THEM WITHOUT CHARGE. OR IRE
nrrrVERY OF SERVICES AT A REDUCTION IN PRICE WHICH IS EQUITABLE UNDER
THE CIRCUMSTANCES. IF BIDDER IS UNABLE OR REFUSES TO CORRECT SUCH ITEMS
fiITHIN A TIME DEEMED REASONABLE BY CITY. CTTY iuy IIMlI 4T~RA~LY T~RMINATE
,/ AB.EME-'!l.nIll THE SUC~ESSFII.I.--BIDDER IN WHOLE OR IN PART. IN SUCH A
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RESOLUTION NO.
2 RESOLUTION OF THE CITY OF SAN BERNARDINO AWARDING A CONTRACT TO L.
BARRIOS & ASSOCIATES INC. FOR THE FURNISHING AND DELIVERY OF THE LANDSCAPE
3 MAINTENANCE CONTRACT. TO BE UTILIZED BY THE PARKS. RECREATION & COMMUNITY
SERVICE DEPARTMENT IN ACCORDANCE WITH BID SPECIFICATION F-go-03.
4
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
S BERNARDINO AS FOLLOWS:
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SECTION 1. That L. Barrios & Associates Inc. is the lowest and best
responsible bidder for the furnishing and delivery of the Landscape
. Maintenance Contract in accordance with Bid Specification F-90-03 for the
total amount of $57.876.00; pursuant to this determination. the Purchasing
Agent is hereby authorized and directed to issue a purchase order for said
Landscape Maintenance Contract to said lowest and best responsible bidder;
such award shall only be effective upon the issuance of a Purchase Order by
the Purchasing Agent; and all other quotations therefor are hereby rejected.
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
.198_. by the following vote.
to wit:
AYES:
Council Members
NAYS:
ABSENT:
City Clerk
/ / / /
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/ / / /
05-01-89
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/ / / /
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RESOLUTION OF THE CITY OF SAN aERNARDINO AWARDING A CO"TRACT TO L. BARRIOS &
ASSOCIATES INC. FOR THE FURNISHING AND DELIVERY OF THEI..ANDSCAPE MAINTENANCE
CONTRACT TO BE UTILIZED BY THE PARKS, RECREATION AND COMMUNITY SERVICE
DEPARTMENT IN ACCORDANCE WITH BID SPECIFICATION F-90-03.
The foregoing resolution is hereby approved this
day
of
,198_
Evlyn Wilcox, Mayor
City of San aernardino
Approved as to form
and legal content:
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05-02-89
-2-