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CITY OF SAN BER~RDINO - REQUES'T'F&' couiiCiif ACTION
From:
Oept:
Date:
ROGER G. HARDGRAVEREC'O. _ AOl-mt. OFf$ubject:
Public Works/Enginfj~f~!li -7 nt 2' 3 \
5., 31-89
Approval of Contract Change Order
No. One Maintenance of Land-
scaping in Portions of 16th
Street, from California Street
to Muscott St., per Plan No. 6177
(1989-90) A.D. No. 953
MENTONE TURF SUPPLY
Synopsis of Previous Council action:
05-21-84-- Resolution No. 84-191 adopted awarding a contract for
maintenance of landscaping to J & R Landscaping for
the low bid price of $2,340.00.
05-20-85 -- Resolution No. 85-192 adopted awarding a contract for
maintenance of landscaping to Sandahl's Landscape and
Maintenance for the low bid price of $2,040.00.
06-02-86 -- Resolution No. 86-209 adopted awarding a contract for
maintenance of landscaping to Mentone Turf Supply for
the low bid price of $2,690.00.
06-01-87 -- Resolution No. 86-175 adopted awarding a contract for
maintenance of landscaping in Assessment District No.
953 to Mentone Turf Supply for the low bid price of
$3,228.00.
06-06-88 -- Resolution No. 88-177 adopted awarding a contract to
Mentone Turf Supply for the low bid price of $4,718.00.
Recommended motion:
That Change Order No. One to the contract with Mentone Turf Supply,
for maintenance of landscaping in Assessment District No. 953, in
accordance with Plan No. 6177 (1989-90), be approved; to extend the
contract for a period of one year, adjust the Contract Unit Bid prices
by 6.5%, incorporate Supplemental Items of Work and Amendments to
Special Provisions into the contract, for an estimated increase in the
. contr~ct price of $1,689.50, from $4,717.50 to $~6'40 7.00
cc: J~m Robb~ns (J)t ~~
Jim Richardson 1 (
Andy Green .
Annie Ramos
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Roger G. Hardgrave
Stat:!: Report &
CCO No. One
5025
Phone:
Contact person:
6
Ward:
Supporting data attached:
Amount: $12,266 (Including Incidentals)
FUNDING REQUIREMENTS:
251-624-53925
Source: (Acct. No.)
(Acct. Descriotionl Assessments
on the Parcels
~'yj~
Finance:
oouncil Notes:
75-0262
/5
Agenda Item No.
CITY OF SAN BERN2RDINO - REQUEST ~R COUNCIL ACTION
c
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 bid prices by 6.5%. The Community Development
Department has determined that the cost of living increase for
this area is 6.5%.
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 must now be
done by change order.
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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 Bid Items, is incorporated into the
contract by Change Order No. One. The estimated cost of these
supplemental items is $1,435.50.
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 cost.
Various amendments to the Special Provisions, are also
incorporated into the contract by Change Order No. One.
Listed below is an estimate of the total estimated cost
of providing these landscaping maintenance services from 7-1-89
to 6-30-90, based upon the actual low bid price.
Maintenance Contract (Original Item)
$ 5,024.00
Supplemental Bid Items
1,383.00
5,859.00
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Incidental Costs (Assessment Engi-
neering, publishing and recording
fees, supervision by Department of
Parks, Recreation & Community Svcs.
and advertising for bids, plus water
and energy costs)
TOTAL ESTIMATED COST
$ 12,266.00
5-31-89
75-0264
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CITY OF SAN SERr&RDINO - REQUEST 2R COUNCIL ACTION
o
STAFF REPORT
Page 2 of 2
Funding for the costs incurred on this project will be
provided pursuant to Resolution No. 82-159, adopted on April 19,
1982, which orders the installation and maintenance of the
landscaping. The landscaping was installed under a previous
contract. Costs for maintenance will be pre-funded by the City,
as set forth in the Resolution of Intention (Resolution No. 82-
120), and the amount reimbursed through assessments levied on all
parcels within the district for the following fiscal year.
Supervision of the maintenance effort will be provided by
the Department of Parks, Recreation and Community Services, who
has reviewed the bids and agrees to awarding a contract.
We recommend that Contract Change Order No. One be
approved.
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COMMENT: The contract is increased from the base bid of $4,717.50 to
$6,407, as outlined below:
Supplemental Items of Work (Change Order No.1)
$1 , 383. 00
Amendment to Special Provisions
(+6.5% cost of living increase)
306.50
Contract Price Increase
$1,689.50
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S C. RIC SO,
eputy City Administrator _
Development Services
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5-31-89
75-0264
o Project:
Plan No.
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MAINTENANCE OF LANDSCAPING IN
ASSESSMENT DISTRICT NO. 953
6177
Date: May 15, 1989
File No. 2.108
ENGINEERING DIVISION
DEPARTMENT OF PUBLIC WORKS
CITY OF.SAN BERNARDINO. CALIFORNIA
CONTRACT CHANGE ORDER NO. ONE
(Change necessitated because of field conditions)
TO: Mentone Turf Supply
P.O. Box 592
Mentone, CA 92359
Gentlemen:
O The terms and provisions of the contract documents are hereby amended as
follows:
1. 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.
3.
4.
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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.
The attached Price Schedule for Supplemental Items of I,ork, 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 $1,383.00
The Amendments to Special Provisions No. 6177, for Maintenance of
Landscaping in Port ions of 16th Stree t, are hereby incorpora ted
into and made a part of the contract documents.
,
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o Project:
Plan No.
MAINTENANCE OF LANDSCAPING IN
ASSESSMENT DISTRICT NO. 953
6177
Date:
File No.
May 15. 1989
2.108
ENGINEERING DIVISION
DEPARTMENT OF PUBLIC WORKS
CITY OF SAN BERNARDINO, CALIFORNIA
CONTRACT CHANGE ORDER NO. ~
(Change necessitated because of field conditions)
Total extra work cost added to contract .............................$ /.~89,5<>
Previous Contract Price.............................................$ 4,7/7.50
o Amended Cost Price..................................................$ c;,.,4-07'.CO
Additional time to complete contract due to change order ............ 0
CONTRACTOR:
CITY OF SAN BERNARDINO:
Accepted
By:
~
Approved
By:
ROGER G. HARDGRAVE Date
Director of Public Works/City Engineer
Title: OWllf:.l.-
Licensed in accordance with an Act
providing for the registration of
Contractors. License No: ~
Cl assi fi cati on: ('/1.,'"
Approved
By:
JIM ROBBINS
Acting City Administrator
Date
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AMENDMENTS
TO SPECIAL PROVISIONS NO. 6177
FOR MAINTENANCE OF LANDSCAPING IN PORTIONS OF
16TH STREET BETWEEN MEDICAL CENTER DRIVE
AND CALIFORNIA STREET
ASSESSMENT DISTRICTS NO. 953
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 19B5
Edition to Current Edition, in the following locations:
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Proposal Form Page
Page SP-1. paragraph 1-1.01
Page SP-1. 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:
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5-1.07 DISCRIMINATION/AFFIRMATIVE ACTION CLAUSE
Contractor hereby certifies that it will not discriminate
aga i nst any employee or appli cant for employment because of
race. color, religion. sex. martial status or national origin.
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. AMENDMENTS TO
May 15, 1989
Page 2
SPE~AL PROVISIONS A.D. 953
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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
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 froll 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
within the contract ~rea 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 monthly 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 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", (ll:
Fertilizer shall contain 2, 4 - 0 and MDPP, to provide
effective, safe control of comllon 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 TO
May IS, 1989
Page 3
SPE~L PROVISIONS A.D. 953
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Section 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
sha 11 be done in accordance with Secti on 9-1.10, "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.
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10-1.03 REPLACEMENT OF TURF -- Defective turf shall be
relloved 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 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.
10-1.05 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 repair to
underground wiring or foundation) involved in replacing a
defective unit.
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ITEM
QUANTITY
UN IT
1. 1
(22.200 sq. ft.;!:)
L. S.
2.
1
L.S.
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BID SCHEDULE
/~~ -90
PLAN NO. 6177 (1988 89)
DESCRIPTION OF ITEMS WITH
UNIT PRICE WRITTEN IN WORDS
UN IT
PRICE
TOTAL
Lawns shall be mowed. edged. L.S.~
fertilized. renovated. aeri-
fied & maintained in a healthy
growing condition free from
weeds. pests. fungus and any ~ A7'A./.!Z-'
foreign matter. including ~ ~ ;r
maintenance of the irrigation
system. as outlined in the
attached specifications at the
lump sum price of
Fo"", Thou:>&"", 5&..-e."" 'o\"'<IA't"~
Fou...+y OIl\L 'go\\a...,.
.
Maintenance and pruning of
Trees. at the lump sum price
~
L.S.
~~ ~,
.. /~o.oc)
3.
3
EACH
NOTES:
Replacement of Trees. in ..M. EACH
kind. at a price each of '/'" 4/"c? ~il.~V X
~\- -ffi~
~o.-+y OV'lol!.. 'C..\\i5l..~!'i:. .f le3~ .
-t;, /1. - ~ gS2..
TOTAL BID $~ 1!0oe4
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.
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PRICE SCHEDULE
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SUPPLEMENTAL ITEMS OF WORK
PLAN NO. 6177
A.D. NO. 953
UNIT
QUAIH !TY
DESCRIPTION OF ITEMS WITH
UNIT UNIT PRICE WRITTEN IN WORDS
UNIT
PRICE
TOTAL
1.
7
EACH
Replacement of Trees. in
kind. at
Eorf'j 0"& DoUa.'C'~
*4/~ *Z879.!-
per EACH
2. 200 SQ.FT. Replacement of Turf. in ki nd.
at a unit price of H 0.50 II /00 g,g,
A'F.J.y ce.",,-"t
PER SQ.FT.
0 3 . 50 EACH Replacement of Pop-Up Sprinkler
Heads. at 112~ ,,0
T"c.u.1 "'t'"_ 00 \\ a", ~ 6Z5
1=, ~.'1 c.&.'lIW'\.4w-
per EACH
4. 1 EACH Replacement of Timer/Controller.
at ~ a7/!L 1137/ !R
:=;:::~~.~ :'-:'\/"~o\\a'1
per ACH
TOTAL SUPPLEMENTAL ITEMS OF WORK
$ 1.383.00
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