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File 2.1~ ~
CITY OF SAN BERNADINO - REQUEST F~ COUNCIL 'ACTION
Date:
6-01-89
. Approval of Change Order No. ONE
dlf~Ject: --Maintenance of Landscaping in
. Assessment District No. 976, per
/. 14 Plan No 7034-B ---
. . CHEROKEE LANDSCAPE SERVICES
'f!/
Jl...om:
~Pt:
Ot"C'D
ROGER G. HARDGRAVE ..... .-ADMlP.
'ZQ(\ "I.'
Public Works/Engineed:.1i.~ oJ;;,; -8 1'!~
Synopsis of Previous Council action:
08-19-86 Resolution No. 86-341 adopted establishing Assessment
District No. 976.
01-05-87 Resolution No. 87-9 adopted expanding boundaries of
Assessment District No. 976.
03-07-88 Resolution No. 88-67 adopted expanding boundaries of
Assessment District No. 976.
06-06-88 -- Resolution No. 88-179 adopted awarding a contract to
Cherokee Landscape Services for the low bid price of
$24,400.00.
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Recommended motion:
That Change Order No. One to the contract with Cherokee Landscape
Services, for maintenance of landscaping within Assessment District
No. 976, be approved; to extend the contract for a period of one
year, adjust the bid prices by 6.5% to account for inflation,
incorporate Supplemental Items of Work and Amendments to Special
Provisions, for an increase in the annual contract price of
$5,777.00, from $24,400.00 to $29,977.00.
cc:
Jim Robbins
Jim Richardson
Andy Green
Annie Ramos
Contact person:
Roqer G. Hardqrave
Staff Report,
CCO #1
Phone:
5025
Supporting data attached:
Ward:
5
FUNDING REQUIREMENTS:
Amount: $33,442
Source: (Acct. No.)
251-650-53925
Acct. Descri tion Assessment
istrict No. 976
(Pine Avenue Area)
Oncil Notes:
Finance:
... A
,
75-0262
Agenda Item No.
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CITY OF SAN BERN8DINO - REQUEST F~ COUNCIL ACTION
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STAFF REPORT
Page 1 of 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 extends the term of the
contract for a one-year period, from 7-1-89 to 6-30-90, and
increases the unit contract prices by 6.5%. The Community De-
velopment Department has determined that the cost of living
increase for this area is 6.5%.
Routine maintenance on a repetitive schedule was in-
cluded in the original contract. Non-repetitive work, such as
replacement of trees, ground cover and sprinkler heads, was not
included in the original bid schedule, which means that these
items must now be done by change order as the need arises.
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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 Items of Work, is incor-
porated into the contract by Change Order No. One. The esti-
mated cost of the Supplemental Items of Work is $4,187.00.
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 $4,187.00.
Various amendments to the Special Provisions are also
incorporated into the contracts by Change Order No. One.
Listed below is an estimate
providing these landscape maintenance
6-30-90:
of the
services,
total cost for
from 7-1-89 to
Maintenance Contract -
$ 29,977
Incidental Costs (Assessment
engineering, publishing and
recording fees, supervision by
Dept. of Parks, Rec. & Comm.
Svcs., advertising for bids, and
water & electrical charges)
3,465
TOTAL ESTIMATED ANNUAL COST
$
33,442
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Funds will be "up fronted" by the City, and reimbursed
through special assessments placed on the property tax bills,
pursuant to the resolution establishing the assessment district.
75_0'Fi.4
4.
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CITY OF SAN BE"NAioINO - REQUEST Fda COUNCIL ACTION
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STAFF REPORT
Page 2 of 2
Supervision of the maintenance effort by the Contractor
will be provided by the Department of Parks, Recreation and
Community Services.
We recommend that Change Order No. One be approved.
ntract increase is outlined as follows:
.5% Cost of Living
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Supplemental Items of Work
Total Increase
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S C. RICHARDSON,
eputy City Administrator -
Development Services
c
75.0264
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eject:
Plan No.
Maintenance of Landscaping in
Assessment Districts Nos. 976
Date:
~lay 15. 1989
7034-8
File No. 2.126
ENGINEERING DIVISION
DEPARTMENT OF PUBLIC WORKS
CITY OF SAN BERNARDINO, CALIFORNIA
CONTRACT CHANGE ORDER NO. ~
(Change necessitated because of field conditions)
TO: Cherokee Landscape Services
1014 W. Pinedale Street
Rialto, CA 92376
Gentlemen:
The
OllOWS:
1.
terms and provisions of the contract documents are hereby amended as
The term of the contract is hereby extended for an additional year.
between July 1. 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 cost of
living increases for this area, as shown on the attached Bid
Schedule for 1989-90.
3. The attached Pri ce Schedul e for Suppl emental Items of \iork. 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 $+.187-00
4.
The Amendments to Special Provisions No. 7034-B, for
of Landscaping in Portions of Pine Avenue and the
Water District and Various Other Streets, are hereby
into and made a part of the contract documents.
Maintenance
Metropolitan
incorporated
,...."
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Cf'Ject:
Plan No.
Maintenance of Landscaping in
Assessment Districts Nos. 976
7034-B
Date: May 15, 1989
File No. 2.126
ENGINEERING DIVISION
DEPARTMENT OF PUBLIC WORKS
CITY OF SAN BERNARDINO. CALIFORNIA
CONTRACT CHANGE ORDER NO. ~E
(Change necessitated because of field conditions)
Total extra work cost added to contract.............................$ 5~ 390.00
Previous Contract Price.......... ................ _................ ...$ 24,400.00
Onended Cost Pri ce .................................................. $ 2.9,790.00
Additional time to complete contract due to change order ............ ~
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CONTRACTOR:
CITY OF SAN BEHNARDINO:
~~~ePt~J ~J
s-- 2C/- f'r
Date
Approved
By:
ROGER G. HARDGRAVE Date
Director of Public Works/City Engineer
Title: CJcull/EI(:
Licensed in accordance with an Act
providing for the registration of
Contractors, License No: j29t:,<!<f
Classification: {! - z 7
Approved
By:
JIM ROBBINS
Acting City Administrator
Date
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AMENDMENTS
TO SPECIAL PROVISIONS NO. 7034-8
FOR MAINTENANCE OF LANDSCAPING IN PORTIONS OF
PINE AVENUE AND METROPOLITAN WATER DISTRICT
ASSESSMENT DISTRICT NO. 976
In the NOTICE INVITING BIDS. second page, third paragraph,
Section 4590 of the California 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:
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Proposal Form Page
Page SP-l. 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
termi nati ng the contract. Noti ce of termi nati on wi 11 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
agai nst any employee or app 1 i cant for e.ployment because of
race. color. religion. sex. martial status or national origin.
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AMENDMENTS TO
May 15, 1989
Page 2
SPECIP PROVISIONS A.D. 976
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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
1 aws. Such acti on shall i ncl ude. but not be li mi ted to. the
following: Recruit.ent and recruitment advertising.
employment. upgrading, and promotion. In addition. Contractor
shall not exclude from participation under this Agree.ent any
employee or applicant for e.ployment 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 lOth 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 mai ntenance fai 1 ure anywhere
within the contract area shall constitute grounds for termin-
ation of the contract..
Section 6-1.08, "MONTHLY EVALUATIONS," is amended by
addition of the following:
Weekly reports may constitute the .onthly evaluation based
upon the Supervisor's discretion.
The fourth paragraph of Section 9-1.10 (Al, "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 pa i d 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 MOPP. 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.
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AMENDMENTS TD SPECIAL PROVISIONS A.D. 976
May 15, 1989
Page 3
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Secti on 10, "SUPPLEMENTAL ITEMS OF WORK", is hereby added
to the Special Provisions as follows:
10-1.01 SUPPLEMENTAL WORK -- Any supplemental 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
shall be> done in accordance with Section 9-1.11, "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.
10-1.03 REPLACEMENT OF TURF -- Defective turf shall be
removed and replaced wi th sod. The sod shall be of the same
type of turf removed and shall be installed as directed by the
Supervisor.
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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-f.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 sha 11 be done in accordance wi th Secti on 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 directed by the Supervisor. New sprinkler heads shall be
the same type, size and brand as the one to be replaced.
The unit price paid for replacing sprinkler heads shall
include all items of work (including necessary repairs and/or
replacement of piping) involved in restoring> a sprinkler to
full operation.
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AMENDMENTS TO SPECIAL PROVISIONS A.D. 976
May IS, 1989
Page 4
10-1.07 WEED ABATEMENT -- Weed abatement shall be done on
the unimproved easements for landscaping in portions of Pine
Avenue and the Metropol i tan Water Di stri ct and vari ous other
Streets.
These undeveloped areas shall be treated with Round-Up per
manufacturer's 1 abel, and weed growth removed above 4". for
erosion control. Said areas are to be maintained as such for
duration of contract. Trash and litter shall be removed on a
daily basis.
The unit price paid per square foot shall include spraying
with Round-Up as needed. trimming weed growth above 4" and
removing trash and litter.
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PAGE 1
ITEM
QUANTITY
1. 1
(95,400 sq. ft..:!:.)
u
o
UN IT
L.S.
PLAN
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I
UN IT
PRICE
TOTAL
BID SCHE DULE
1989-90
NO. 7034-B (B88 89)
r
L.S.
JL 00
'If'IE) 780-
_)"7 ~.:-'~
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2. 1
(24,060 sq. ft..:!:.)
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3.
1
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L.S.
L.S.
DESCRIPTION OF ITEMS WITH
UNIT PRICE WRITTEN IN WORDS
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
lump sum price of
Tl4J~l"L i~us~
.6e.ve.Y\ ~\,)Y\d.'C"P.A.. ,l!;SJf3h+Lf-
o b\.\ ~~~
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
~~~~!:1~~~~P
no\\":L"C""~
* G390~
" ('
( ~t{ ~-
Maintenance and cleaning of L.S.
Drainage ditches and Slopes
including maintenance of
irrigation system, as outlined
in the attached specifications
at the 1 ump sum pri ce of
6 ~/.;: Thot.J5'JlI/d "D1\ree
~~;~~~:-~::"'"~'(-
c<..",
f c;c. ;:....
~5325~
)
o BID SCHEDULE 0
.989 -90
PLAN ND. 7D34-B (1000 09)
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ITEM
4.
QUANT ITY
1
UN IT
DESCRIPTION OF ITEMS WITH
UNIT PRICE WRITTEN IN WORDS
UN IT
PRICE TOTAL
,
L.S.
Maintenance and pruning of L.S.
Trees, at the lump sum price
of
" .-/ I A
L,.lt~.f: J 11CIJ5;:JIt/L A"t\.
5\)1.-\01- ~\,,~ "'Oo\\l'lI.~
~<.
l--"~Cv~--
- ' r?
At, ~
""'If ~065
5 .
10
EACH
Replacement of Trees, in
kind, at a price each of
EACH
h<h; Thrf.l.l 'Oo\\a.'t'?
t_.(
-:7' -
G
!f43OO
'I'
-n .;:
..
430
---
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TOTAL BID $ 2~/, ~ -
II e6~ 990 .00
NOTES:
The unit price must be written in words and also shown in figures. Th.
total price must be extended for each item of work and the total of al
items inserted in the space provided.
The provisions contained in Section 3-2. .Changes Initiated by thE
Agency.. of the Standard Specifications shall not apply to Replacelllenl
of Trees. and 'no adJustllent sllall. therefore. be .ade i,n the cont"acl
unit price for increased or decreased quantities of Tree Replace.ent~
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PRICE SCHEDULE
SUPPLEMENTAL ITEMS OF WORK
PLAN NO. 1034-8 (1989-90)
A.D. NO. 916
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0 PRICE SCHEDULE 0
SUPPLEMENTAL ITEMS OF WORK
0 PLAN NO. 7034-8 (1989-90)
A.D. NO. 976
DESCRIPTION OF ITEMS WITH UNIT
UN IT QUANTITY UNIT UNIT PRICE WRITTEN IN I/ORDS PRICE TOTAL
7.
4.600
SQ.FT.
Weed Abatement on Unimproved
Landscape Easements. at a
unit price of
Al.'.A. ~""""... 0;' p.. ~.~ ~.4d'
pl!...._~
1I+97~
per SQ.FT.
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TOTAL SUPPLEMENTAL ITEMS OF WORK
$ 4./87, 00
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