HomeMy WebLinkAbout05.O- Parks, Recreation & Community Services RESOLUTION (ID#3122) DOC ID: 3122 A
E CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION
Purchase Order
From: Mickey Valdivia M/CC Meeting Date: 05/19/2014
Prepared by: Lesa Nichols, (909) 384-5233
Dept: Parks, Recreation&Community Ward(s): All
Services
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino Authorizing the
Execution of Amendment Number One to the Vendor Services Agreement with Donegan Tree
Service and Increasing Purchase Order Number 2014-000-0783 by $10,000 to $40,900 for
Expanded Tree Trimming Services to Parks, the San Bernardino Soccer Complex, and Pioneer
Memorial Cemetery. (#3122)
Current Business Registration Certificate: Yes
Financial Impact:
Account Budgeted Amount: $40,900
Account No. 001-380-0072-5505
Account Description: Other professional/contractual services
Balance as of April,2014: $36,448.00
Balance after approval of this item: $26,448.00
The Parks, Recreation, and Community Services Department is requesting an additional
encumberance of$10,000 for tree trimming services with Donegan Tree Trimming Service.
Appropriation of requested funding shall be encumbered with the Parks Maintenance Dvision.
Please note this balance does not indicate available funding. It does not include non-encumbered
reoccurring expenses or expenses incurred,but not yet processed.
Motion: Adopt the Resolution.
Synopsis of Previous Council Action:
02/18/2014: Resolution of the Mayor and Common Council of the City of San Bernardino
Authorizing the Director of Finance to Issue an Order to Increase Purchase Order
No. 2014-0000-0783 by$6,000 to $30,900 to Donegan Tree Service for the Expanded
Tree Maintenance Services to Parks, San Bernardino Soccer Complex and
Pioneer Memorial Cemetery.
Background:
The Parks,Recreation and Community Services Department(hereinafter"Parks Department")has utilized
Donegan Tree Service(hereinafter"Donegan's")on a consistent basis since 2010.For fiscal year 13/14,
the Parks Maintenance Division("Parks Maintenance")solicited quotes for tree trimming services,
removals,emergency services and stump grinding.Donegan's submitted the lowest and best quote.
Parks Maintenance obtained quotes for tree trimming, dead tree removal,stump removal,grinding,and
raising and lowering of limbs for safety and aesthetics in all city parks and the city's Pioneer Cemetery.
Updated: 5/13/2014 by Jolena E.Grider A I Packet Pg. 275
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3122
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Funding is also reserved for emergency tree removal caused by extreme weather conditions and safety
concerns to pedestrians,park users,automobiles,and buildings,etc.An annual purchase order was
entered for the Parks Maintenance Division and Pioneer Memorial Cemetery in the amount of$24,900 for
services during the period of August 1,2013 -June 30,2014.Later,the Soccer Complex initiated a
change order which received Council approval to increase the original purchase order by$6,000;thus,
increasing the purchase order to $30,900.
Parks Maintenance staff identified additional trees located at various citywide parks that may cause a
liability to the City.Therefore,there is a need for trimming,raising and lowering of tree limbs.Parks
Maintenance estimated an additional expenditure of $10,000 for tree trimming services.An additional
appropriation of$10,000 for Parks tree trimming services now requires a change order to the annual
purchase requisition.The change order for Donegan's will increase to$40,900. The change order to the
annual purchase requisition for the Department is above$25,000,Council approval is requested.
City Attorney Review:
Supporting Documents:
reso 3122 (PDF)
agrmt 3122 (PDF)
Updated:5/13/2014 by Jolena E.Grider A Packet Pg. 276
1 RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE EXECUTION OF AMENDMENT NUMBER
3 ONE TO THE VENDOR SERVICES AGREEMENT WITH DONEGAN TREE
I 4 SERVICE AND INCREASING PURCHASE ORDER NUMBER 2014-000-0783 BY
$10,000 TO $40,900 FOR EXPANDED TREE TRIMMING SERVICES TO PARKS,THE
5 SAN BERNARDINO SOCCER COMPLEX, AND PIONEER MEMORIAL
CEMETERY.
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BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
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9 SECTION 1. The City Manager is hereby authorized to execute Amendment Number L
10 One to the Vendor Services Agreement with Donegan Tree Service, attached hereto as Exhibit OL
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"A" and incorporated herein.
12 SECTION 2. That the Director of Administrative Services is hereby authorized and
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directed to increase Purchase Order 2014-0000-0933 by $10,000.00 from$30,900.00 to a
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$40,900.00. N
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SECTION 3. The authorization to execute the above referenced agreement is N
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17 rescinded if not executed by both parties within sixty (60) days of the passage of this resolution. 0
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Packet Pg.277
I
I RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE EXECUTION OF AMENDMENT NUMBER
2 ONE TO THE VENDOR SERVICES AGREEMENT WITH DONEGAN TREE
SERVICE AND INCREASING PURCHASE ORDER NUMBER 2014-000-0783 BY
3 $10,000 TO $40,900 FOR EXPANDED TREE TRIMMING SERVICES TO PARKS,THE
j 4 SAN BERNARDINO SOCCER COMPLEX, AND PIONEER MEMORIAL
CEMETERY.
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I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and '
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Common Council of the City of San Bernardino at a meeting, thereof, held on
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the day of ,2014, by the following vote to wit: y
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Council Members: AYES NAYS ABSTAIN ABSENT
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MARQUEZ a
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11 BARRIOS s
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I2 VALDIVIA a
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13 SHORETT
14 NICKEL
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a 15 JOHNSON
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16 MULVIHILL M
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17 L
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18 Georgeann Hanna, City Clerk E
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20 The foregoing resolution is hereby approved this day of ,2014.
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22 R. CAREY DAVIS,Mayor
23 City of San Bernardino
Approved as to form:
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GARY D. SAENZ, City Attorney
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Packet Pg.278
I AMENDMENT NUMBER ONE TO AGREEMENT BETWEEN
2 THE CITY OF SAN BERNARDINO AND
3 DONEGAN TREE SERVICE FOR TREE TRIMMING SERVICES
4 THIS AMENDMENT NUMBER ONE is made and entered into as of , 2014
5 by and between the CITY OF SAN BERNARDINO, a charter city ("CITY") and DONEGAN
6 TREE SERVICE ("CONTRACTOR"). In consideration of the mutual covenants and conditions
7 set forth herein,the parties agree as follows:
8 1. This Amendment is made with respect to the following facts and purposes: N
9 a. On February 18, 2014, the City and Contractor entered into that certain
10 agreement entitled "VENDOR SERVICE AGREEMENT BETWEEN THE
11 CITY OF SAN BERNARDINO AND DONEGAN TREE SERVICE FOR
t 12 TREE TRIMMING SERVICES AT CITY PARKS, PIONEER MEMORIAL L
13 CEMETERY AND THE SAN BERNARDINO SOCCER COMPLEX" 0.
14 ("Agreement") for tree trimming services. o
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15 2. Section 2a. regarding Compensation and Expenses is hereby amended to increase the N
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16 amount from $30,900.00 to $40,900.00.
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17 3. Except for the changes specifically set forth herein, all other terms and conditions of M
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18 the Agreement shall remain in full force and effect. E
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AMENDMENT NUMBER ONE TO AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND
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DONEGAN TREE SERVICE FOR TREE TRIMMING SERVICES
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I AMENDMENT NUMBER ONE TO AGREEMENT BETWEEN
2 THE CITY OF SAN BERNARDINO AND
3 DONEGAN TREE SERVICE FOR TREE TRIMMING SERVICES
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5 IN WITNESS THEREOF,the parties hereto have caused this Amendment Number One to
6 be executed by and through their respective authorized officers, as of the date first above written.
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8 CITY OF SAN BERNARDINO, DONEGAN TREE SERVICE
A Municipal Corporation
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10 DATE: DATE:
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12 BY:
Allen J. Parker, City Manager ITS: a
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14 APPROVED AS TO FORM:
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15 Gary D. Saenz, City Attorney N
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AMENDMENT NUMBER ONE TO AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND
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DONEGAN TREE SERVICE FOR TREE TRIMMING SERVICES
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