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HomeMy WebLinkAbout20-Public Works O. File rO 2.122 ..Ii} CITY OF BAr.! BERNARdiNO - REQUEST FOR COUNCIL ACTION o From: Dept: Approval of Change Order No. One ROGER G. HARDGRAVE "'(\;'0. - .'I.DI<til'l. OFS'ubject: --Maintenance of Landscaping for " ... 2- 1.3 Assessment Districts No. 974, Public Works/EngineEl,~n.ro\~ -1 fi, ,., 975 and 981, per Plans No. 6998, . 7118-A and 7316 --MENTONE TU 6-01-89 SUPPLY Date: 08-05-86 Synopsis of Previous Council action: 11-05-87 06-01-87 11-02-87 11-17-87 06-06-88 Resolution No. 86-321 adopted establishing Assessment District No. 974. Resolution No. 87-8 adopted establishing Assessment District No. 975. Resolution No. 87-180 adopted awarding a contract to C & D Landscape Service for Assessment District No. 974, for the low bid price of $2,100.00. Resolution No. 87-389 adopted p.stab~ishing Assessment District No. 981. Resolution No. 87-407 adopted expanding houndaries of Assessment District No. 975. Resolution No. 88-182 adopted awarding a contract to Mentone Turf Supply, for the low bid price of $11,330, for Assessment District No. 974, 975 and 981. Recommended motion: That Change Order No. One to the contract with Nentone Turf Supply, for maintenance of landscaping in Assessment Districts No. .974, 975 and 981, in accordance with Plans No. 6998, 7118-A and 7316, be approved, to extend the contract for a period of one year, adjust the contract Unit Bid prices by 6.5%, incorporate Supplementnl Bid Items and Amend- ments to Special Provisions, into the contract, for an estimated increase in the contract price O/)f J~484.50, ~fro $11;)30.00 to $16,814.50. ~~.~ ~/V( cc: J. Robbins A. Green Ign ure J. Richardson ^. Ramos o Contact person: Supporting data attached: Roger G. Hardgrave Staff Report, CCO No. One 5025 Phone: Ward: 3 Amount: $20,999.50 (Including Incidentals) 251-648-53925, 251-649-53925, and Source: (Acct, No,) 251-655-53925 FUNDING REQUIREMENTS: 97<; & 9Rl c Council Notes: istricts No. xJ~u 974 Assessment Finance: 75.0262 Agenda Item No. .,:J...O -. - - -. CITY OF SAN BERNA~DINO - REQUEST FOca COUNCIL ACTION c STAFF REPORT Page lof 2 The Special Provisions provide that the contract may be extended for up to two (2) one-year periods, by mutual consent of the City and Contractor. Adjustments in contract prices are to be negotiated at the time of each such renewal. Contract Change Order No. One contract for a one-year period, from creases the unit bid prices by 6.5%. Department has determined that the cost area is 6.5%. extends the term of the 7-1-89 to 6-30-90, and in- The Community Development of living increase for this Routine maintenance on a repetitive schedule was included in the contract. Non-repetitive work, such as replacement of trees, ground cover and sprinkler heads, was not included in the original bid schedule. This means that these items now must be done by change order. o Certain types of plant material need to be replaced every 5 - 6 years. Some plants are removed or damaged by vandals. A schedule, of Supplemental Bid Items is incorporated into the contract by Change Order No. One. The estimated costs of the Supplemental Bid Items are: Assessment District No. II II II 974 975 981 $ 310.00 3,475.00 962.50 4,747.50 II II II TOTAL $ The supplemental items of work will only be done as directed by the supervisor from the Department of Parks, Recreation and Community Services and Director of Public Works. Therefore, the actual costs should be somewhat less than the estimated amount of $4,747.50. Various amendments to the Special Provisions are also in- corporated into the contract by Change Order No. One. Three assessment districts were combined in this contract, in order to reduce administrative effort and obtain better bid prices. The bid documents were set up with Schedules I, II, & III, in order to allow for costs to be distributed to each assessment district. o 6-01-89 ......_n?..:A J CITY OF SAN BERNAfiDINO - REQUEST FcQ COUNCIL ACTION o STAFF REPORT Page 2 of 2 Listed below is an estimate of the total cost for providing these landscape maintenance services, from 7-01-89 to 6-30-90. Maintenance Contract -- Adjusted Contract Prices 1989-90 Supplemental Bid Items Schedule I - Assessment District No. 974 (Rialto Avenue) $ 2,966.00 $ 310.00 Schedule II - Assessment District No. 975 (Mill Street) $ 2,696.00 $3,475.00 Schedule III - Assessment District No. 981 (Meridian Avenue) $ 6,405.00 $ 962.50 4,747.50 TOTALS $12,067.00 o Total Supplemental Bid Items Incidental Costs (Assessment Engineering, Publishing & Recording Fees, Supervision by Dept. of Parks & Recreation and advertising for bids, water & elec. charges) 4,185.00 TOTAL ESTIMATED PROJECT COST $20,999.50 Funds to cover the costs incurred will be upfronted by the Ci ty, and reimbursed through special assessments placed on the property tax bills, pursuant to the resolutions establishing the various districts. Supervision of the maintenance effort by the Contractor will be provided by the Department of Parks, Recreation and Com- munity Services. . ecommend that a Contract Change Order No. One be o COMMENT: o.'s 6998, 7118-A and 7316 are in $ as a 6.5% cost of living adjustment ork $4,747.5~ for amended price of $16,814.50. de ~~ S C. RICHARDSON, eputy City Administrator - 7<:._^""''' - 1 ~ o o Ooject: Plan No. MAINTENANCE OF LANDSCAPING IN ASSESSMENT DISTRICT NOS. 974, 975 AND 981 6998, 7118-A AND 7316 Date: May 15, 1989 File No. 2.122,2.123 and 2.125 ENGINEERING DIVISION DEPARTMENT OF PUBLIC WORKS CITY OF SAN BERNARDINO. CALIFORNIA CONTRACT CHANGE ORDER NO, ~ (Change necessitated because of field conditions) TO: Mentone Turf Supply P.O. Box 592 Mentone, CA 92359 Gentlemen: Q The terms and provisions of the contract documents are hereby amended as 11 ows: 1. The term of the contract is hereby extended for an additional year, between July I, 1989, to June 30, 1990, as provided in the "Notice Inviting Bids". 2. The unit bid prices are hereby increased by 6.50%, based on ccst of 1 i vi ng increases for thi s area, as shown on the attached 8i d Schedule for 1989-90. 3. The attached Price Schedule for Supplemental Items of Work, for 1989-90, is hereby incorporated into and made a part of the contract documents, at an estimated increase in the annual contract cost of $+,74-7. 50 4. The Amendments to Special Provisions No, 6998. 7118-A and 7316, for Maintenance of Landscaping in Portions of Ria!to Avenue, Mi~~ Street and Meridian Avenue, are hereby incorporated into and made a part of the contract documents. c 1l>l ....l. o o OoJect: Plan No. MAINTENANCE OF LANDSCAPING IN ASSESSMENT DISTRICT NOS. 974, 975 AND 981 6998, 7118-A AND 7316 Date: May 15, 1989 File No. 2.122, 2.123 and 2.125 ENGINEERING DIVISION DEPARTMENT OF PUBLIC WORKS CITY OF SAN BERNARDINO. CALIFORNIA CONTRACT CHANGE ORDER NO. ONE (Change necessitated because of field conditions) Total extra work cost added to contract .............................$ 5,484.50 Previous Contract Price .............................................$ Gnended Cos t Pri ce .................................................. $ 11.330.00 If" 814-. 50 Additional time to complete contract due to change order ............ \I CONTRACTOR: CITY OF SAN BERNARDINO: . ~~~e~41lJ t lo~ ( ~~ gei ~~~roved Dat ROGER G. HARDGRAVE Date Director of Public Works/City Engineer < Title: tv.;,Jf--1l- Licensed in accordance with an Act providing for the registration of Contractors. License No: ~ Classification: c.. .1..1 Approved 8y: JIM ROBBINS Acting City Administrator Date ,...., V -2- o o ,.... '-" J o o AMENDMENTS TO SPECIAL PROVISIONS NO. 6998 (SCHEDULE 1). 7118-A (SCHEDULE 2) AND 7316 (SCHEDULE 3) FOR MAINTENANCE OF LANDSCAPING IN PORTIONS OF RIALTO AVENUE. MILL STREET AND MERIDIAN AVENUE ASSESSMENT DISTRICTS NOS. 974. 975 AND 981 In the NOTICE INVITING BIDS, second page, third paragraph, Secti on 4590 of the Cali forni a Government Code is amended to Section 22300 of the California PUblic Contract Code. The "Landscape Cost Estimating" is amended from 1985 Edition to Current Edition, in the following locations: Proposal Form Page Page SP-1. paragraph 1-1.01 Page SP-l. paragraph 1-1.02. and Article I of the Agreement Section 4-1.01, "INSPECTIONS", is amended by addition of the following: The Contractor or his authorized representative shall meet on a weekly basis with the Supervisor to review the inspection form. Section 4-1.05, "TERMINATION OF CONTRACT", is amended to read as follows: Failure to perform specified items of work as provided in these Special Provisions. after receipt of two Formal Notice of Non-Compliance. will constitute good and sufficient grounds for terminating the contract. Notice of termination will be given by certified mail and will be effective 15 calendar days after receipt of said notice. Section 5-1.07 is hereby added as follows: 5-1.07 DISCRIMINATION/AFFIRMATIVE ACTION CLAUSE Contractor hereby certifies that it will not discriminate against any employee or applicant for employment because of race. color. religion. sex. martial status or national origin. o o ,.., \",.i AMENDMENTS TO May 15, 1989 Page 2 SPECI~PROVISIONS A.D. 974, 97S~D 981 Contractor shall promote affirmative action in its hiring practices and employee policies for minorities and other designated classes in accordance with Federal, State and Local laws. Such action shall include, but not be limited to, the following: Recruitment and recruitment advertising, employment, upgrading, and promotion. In addition, Contractor shall not exclude from participation under this Agreement any employee or applicant for employment on the basis of age, handicap or religion in compliance with State and Federal laws. Section 6-1.04, .PAYMENTS., is amended to read that payments wi 11 be made to the Contractor by the 10th of the month following the month the work is performed. Section 6-1.06, "FAITHFUL PERFORMANCE", is amended by addition of the following: "The necessity of sending more than two (2) formal notices to the Contractor to correct a maintenance failure anywhere wi thi n the contract area shall consti tute grounds for termi n- ation of the contract." Section 6-1.08, "MONTHLY EVALUATIONS," is amended by addition of the following: Weekly reports may constitute the monthly evaluation based upon the Supervisor's discretion. The fourth paragraph of Section 9-1.10 (A), "REPAIRS TO IRRIGATION SYSTEM," is hereby amended to read as follows: The cost of all repairs to, or replacement of, irrigation system caused by vandalism, theft, or Act of God, shall be paid for under an item for Supplemental Work. Any repairs or replacement not covered by an item of Supplemental Work, shall be paid for as Extra Work, in accordance wi th Secti on 3-3, "EXTRA WORK", of the Standard Specifications. Section 9-1.04, "SOIL FERTILIZING AND PEST CONTROL AGENTS", shall be amended by deletion of the following sentence in A. "Turf Grass", (1): Fertilizer shall contain 2, 4 - 0 and MDPP, to provide effective, safe control of common broadleaf weeds. Section 9-1.06, "IRRIGATION SYSTEM", shall be amended by changing the telephone number from 384-5063 to 384-5217. I AMENDMENTS TO May 15, 1989 Page 3 SPECI2 PROVISIONS A.D. 974, 9759ND 981 o Section 10, "SUPPLEMENTAL ITEMS OF WORK", is hereby added to the Special Provisions as follows: 10-1.01 SUPPLEMENTAL WORK -- Any supplellental work done shall be performed at the prices indicated in the "SUPPLEMENTAL ITEMS OF WORK SCHEDULE". All supplemental work performed shall be as directed by the Supervisor and Director of Public Works. 10-1. 02 REPLACEMENT OF TREES -- Replacement of trees sha 11 be done in accordance wi th Secti on 9-1.1Z, "TREE REPLACEMENT", of these Special Provisions. The unit price paid for replacing trees shall include full payment for all work involved in furnishing and planting new trees. o 10-1.03 REPLACEMENT OF TURF -- Defective turf shall be removed and replaced with sod. The sod shall be of the same type of turf removed and shall be installed as directed by the Supervisor. The unit price paid for replacing turf shall include all items of work involved in removing and placing sod. 10-1. 04 REPLACEMENT OF SHRUBS -- Replacement of shrubs shall be done in accordance with Section 9-1.05, "PLANTS", of these Special Provisions. The unit price paid for replacing shrubs shall include all items of work involved in removing and planting shrubs. 10-1.05 "REPLACEMENT OF GROUND COYER. -- Replacement of ground cover shall be done in accordance with Section 9-1.05, .PLANTS., of these Special Provisions. The unit price paid for replacing ground cover shall include all work involved in removing and planting ground cover. 10-1.06 .REPLACEMENT OF SPRINKLER HEADS" -- Replacement of the various types of sprinkler heads shall be accomplished as di rected by the Supervisor. New spri nk 1 er heads shall be the same type. size and brand as the one to be replaced. The unit price paid for replacing sprinkler h.eads shall include all items of work (including necessary repairs and/or replacement of piping) involved in restoring a sprinkler to full operation. c o o o o AMENDMENTS TO SPECIAL PROVISIONS A.D. 974, May 15, 1989 Page 4 o 975 AND 981 10-1.07 REPLACEMENT OF TIMER/CONTROLLER -- Replacement of a defective timer/contrOller shall be accomplished as directed by the Supervisor. A new timer/controller shall be of the same model and manufacturer as the one to be replaced. The unit price paid for replacing a timer/controller shall include all items of work (including necessary repairs to the underground wiring ~r foundation) involved in replacing a defective unit. , , o PAGE 1 IlEM QUANTITY 1 . 1 (2,185 sq.ft.;!:.) o o UN IT PRICE TOTA 1 (SCHE DULE 1) BID SCHE~~~~9_7a) PLAN NO. 6998 (1988 89) UN IT L.S. DESCRIPTION OF ITEMS WITH UNIT PRICE WRITTEN IN WORDS . 1~1('.' ~ I 700 ~ J o 2. 1 (1,337 sq. ft.;!:.) Lawns shall be mowed, edged, L.S. fertilhed, renovated, aeri- fied & maintained in a healthy growing condition free from weeds, pests, fungus and any foreign matter, including maintenance of the irrigation system, as outlined in the attached specifications at the lump sum price of ~~~ 't\ \) ""~ 'f'& 4. '00 \ \ &'C'50 l. S. Plants, shrubs and groundcover L.S. shall be pruned, trimmed and shaped to ornamental beauty, free from insects and fungus. Planter beds shall be well raked and cultivated free from weeds, grass and any foreign matter. All plant material shall be maintained in a healthy and vigorous state, including maintenance of the irrigation system. as outlined in the attached specifications at the lump sum price of of:L~~~~ ~,~ ~c:!) \\ :)~Y"'C.. ....61'8..eo ~ 1.065.2E- "J 3. 1 l. S. o L. S. Maintenance and pruning of Trees, at the lump sum price ~~ _I.. ( ()'I\I!. ~\I,^~""e.cl 51JC.~ O.,\Uil:cc;. ~o ~ J60!5!. o o c PAGE 2 ITU' 4. QUANTITY 1 - o UN IT EACH JI1 .. - o (SCHEDULE 1) CONT'D BID SCHEDULE rt'18'1-'1"') PLAN NO. 6998 ~i988 89) DESCR IPT ION OF ITEMS WITH UN IT UNIT PRICE WRITTEN IN WORDS PRICE TOTAL Replacement of Trees, in kind, at a price each of EACH ... "0 fl '*41 ~ TOTAL ~ FiIfJ..+u <'~t.. ~'\.-:;z.....; " 4\' 2., ~,,~ co BID (SCHEDULE 1) $ ~. j~:.. --- o o o - P~GE 3 ITEM QUANTITY 1. 1 (5,232 sq.ft.:~:.> J:iIW JJ ~ l&. o o (SCHE DUlE 2) BID SCHEDULE ''3189-90 PLAN NO. 7118-A {1988 89) UN IT DESCRIPTION OF ITEMS WITH UNIT PRICE WRITTEN IN WORDS UN IT PRICE TOTAL L.S. plants, schrubs and-groudcover L.S. shall be pruned, trimmed and shaped to ornamental beauty, free from insects and fungus. Planter beds shall be well raked and cultivated free from weeds, grass and any foreign matter. All plant material shall be maintained in a healthy and vigorous state, including maintenance of the irrigation system, as outlined in the attached specifications at the mp sum pr e of ~ ~e4~~ 2. 1 L.S. L. S. Maintenance and pruning of Tree s, a t the 1 um su pice of ~o, ~I'O~ "",e. "\J~'('6bl. &\x"c,\ O.,\,1.ax'S> 3. 2 EACH .. ,>1' . St 1- #4-~~~ 11'2,6 SG ~ TOTAL BID (SCHEDULE 2) $ 4.~~~O EACH Replacement of Trees, kind, at a price e ch . . . / - o o (SCHEDULE 3) BID SCHEDULE 1989- 90 PLAN NO. 7316 (19BB B9l o PAGE 4 ITEM QUANTITY UN IT L.S. 1. 1 (23,932 sq.ft..:!:l DESCRIPTION OF ITEMS WITH UNIT PRICE WRITTEN IN WORKS UN IT PRICE TOTAL L.S. ~ -# !tj5Gif Lawns shall be mowed, edged, fertilized, renovated, aeri- fied & maintained in a healthy growing condition free from weeds, pests, fungus and any foreign matter, including maintenance of the irrigation system, as outlined in the attached specifications at the ~!:~"~ ~~ . ~u_~....~ &1)"'" f<,UI( 00\,&.'('; o 2. 1 (l,BB2 sq.ft..:!:l L.S. L.S. Plants, schrubs and groundcover shall be pruned, trimmed and shaped to ornamenta 1 beauty, free from insects and fungus. Planter beds shall I well raked and cultivate free from weeds, grass a any foreign matter. All plant material shall be maintained in a healthy and vigorous state, including maintenance of the irrigation system, as outlined in the attached specifications at the. 1 p sum pri ce 0 ~ t 1)53Ltrf ..v ",uV\~~.Q. "'"'~'("~ F<1cJ'<" Oo\~s. 3. 1 L.S. o L. s. "41' - I~ .:tf e~6~ oJ 5 \x ""DClI~ &l('; ~ l:J , o (SCHEDULE 3) CONT'D 0 o BID SCHE DULE /989-90 PLAN NO. 7316 (1988 89) PAGE 5 4. Q UA N T IT Y 1 UN IT EACH DESCRIPTION OF ITEMS WITH UNIT PRICE WRITTEN IN WORDS UN IT PRICE TOTAL ITEM Replacement of Trees, in ~t_~f FOt,,~ 01/\& Oo\.\ax-s. EACH , !>,,€.~ 4\Qa. -if c;;) 405 ~ -;:- TOTAL BID (SCHEDULE 3) $~.~' ____ -# IclOG7 00 - /' TOTAL CONTRACT BID (SCHEDULES 1 AND 2 AND 3) $--1:1, !lJ- o NOTES: The unit price must be written in words and also shown in figures. The total price must be extended for each item of work and the total of all items inserted in the space provided. The contract will be awarded only for the total aggregate bid for Schedules 1 and 2 and 3. The provisions contained in Section 3-2, .Changes Initiated by the Agency.. of the Standard Specifications shall not apply to Replace.ent of Trees, and no adjustment shall, therefore, be made in the contract unit price for increased or decreased quantities of Tree Replace.ent. ,...., .v I - - 0 0 PRICE SCHEDULE 0 (SCHEDULE 1) SUPPLEMENTAL ITEMS OF WORK PLAN NO. 6998 (1989-90) A.D. NO. 974 DESCRIPTION OF ITEMS WITH UN IT UN IT QUANTITY UN IT UNIT PRICE WRITTEN IN WORDS PRICE TOTAL o TOTAL SUPPLEMENTAL ITEMS OF WORK (Schedule I) $ .3/0.00 o UNIT 1. 2 . o 3. 4 . 5. o QUANTITY 4 8 2 20 1 o o PRICE SCHEDULE SCHEDULE 2 SUPPLEMENTAL ITEMS OF WORK PLAN NO. 7118-A (1989-90) A.D. NO. 975 DESCRIPTION OF ITEMS WITH UNIT UNIT ?~ICE WRITTEN IN WORDS EACH Replacement of Trees, in kind, at Po r+ '1 0 n is. t:::>"" \.\. - ........ per EACH EACH Replacement of Shrubs. in kind, at ~~V~&;\.\~::~ per EACH FLAT EACH UNIT PRICE TOTAL 14/!!1!.. 11"4-99- /lle~ JJ. 00 TrlOO- f 3"~ Replacement of Pop-Up Sprinkler Heads, at "i<iJ~ \V... ,",,,,, \ \ :::2.~ per EACH EACH ., ~ 12. 'If Z40 e!:- Replacement of Timer/Controller, at. "cill'i!! J.lvvsd.-.r.:. 71;,''r"1-y .JI5~/M!... 1fs.~-:2J!5!. t")V\P n~l\~'C:"'~ ;;;;J '.;;;N per EACH Jl .ll 0 ~RICE SCHEDULE 0 SCHEDULE 2 0 SU~PLEMENTAL ITEMS OF WORK PLAN NO. 7118-A (1989-90) A.D. NO. 975 DESCRI~TIDN OF ITEMS WITH UNIT UN IT QUANTITY UN IT UNIT ~RICE WRITTEN IN \lORDS ~RICE TOTAL 6. I LUM~ SUM (4,816 SQ.FT. +/-) Additional Maintenance of Plants, Shrubs and Ground Cover in accordance with Bid Item 1, of (Schedule 2) Plan No. 711B-A, at the Lump Sum price of ruJo 'T'n Cl U !o ;;z.."'t'\c\ F cJCJr'" HcJVld..........J.. "c:-..~_ D..~\:u-o; L . S . -I2.4Clt0() II e/rO't~ TOTAL SUPPLEMENTAL ITEMS OF WORK (Schedule 2) $ 3)4.75.00 o o o UNIT QUANTITY 1. 6 2 . 100 O. 5 4. 5 5. 8 6. 2 C I I I .J... ill ~ - UN IT DESCRIPTION OF ITEMS WITH UNIT UNIT PRICE WRITTEN IN WORDS PRICE TOTAL 1!/64~ #50~ ;; ~2. ~ 11 90 eL Ii ~~ .!.!. /I. 22. 1; L:~~ e~o ,J' . -- o PRICE SCHEDULE 0 SCHEDULE 3 SUPPLEMENTAL ITEMS OF WORK PLAN NO. 7316 (1989-90) A.D. NO. 981 Replacement of Trees. in kind. at .lit Flt!ovo+'1 Onl! n..\\-::or; ""41 R!!.. EACH per EACH SQ.FT. Replacement of Turf. in kind. at a unit price of -15Ffy C&~"'~ per SQ.FT. tc1.50 Replacement of Shrubs. in kind. at .J.l 7W_Jv,. n..lla",.., ~ "/Z29- EACH per EACH Replacement of Ground Cover. in kind. at a unit price of ~..""" "'C)...\\ :::llC'c:... #/8 tit? FLAT per FLAT Replacement of Pop-Up Sprinkler Heads. at ~J"'_\\I1" ~'..\~~ f!Jc.~ per EACH EACH EACH Replacement of Rotor Type Sprinkler Heads. at iiJ.Jt'J H/J,^A~ff~ ~,~ ~ft\..\.~'C"'~ per EACH - Jll LL o o o PRICE SCHEDULE SCHEDULE 3 SUPPLEMENTAL ITEMS OF WORK PLAN NO. 7316 (1989-90) A.D. NO. 981 UN IT QUANTITY DESCRIPTION OF ITEMS WITH UNIT UNIT PRICE WRITTEN IN WORDS UN IT PRICE TOTAL TOTAL SUPPLEMENTAL ITEMS OF WORK (Schedule 3) $ 9'2.50 TOTAL SUPPLEMENTAL ITEMS OF WORK FOR (Schedules 1, 2, and 3) o $ +,74-7. so o