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Home My WebLink About18-Development Services w . CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: JAMES FUNK, Director Subject: Resolutions Awarding Contracts- Various Landscape Maintenance Assessment Districts (Areas "A" and B"). Dept: Development Services Date: December 22, 20030 RIG 1 N A L File No. 14.40-GEN Synopsis of Previous Council Action: MCC Date: 01/20/2004 01-07-2002 - Contracts awarded for various Landscape Maintenance Assessment Districts (all areas) Recommended Motion: ADOPT RESOLUTIONS (2) Contact person: LASZLO "Les" FOGASSY ~~ --CZ James Funk Phone: 5026 Supporting data attached: Staff Report, Summary, Ward: 5 Map, ResolutIOns FUNDING REQUIREMENTS: Amount: $145,972.28 ($145,670.40) from various Assessment UIStrlct funas, $jU I.M !rom venera! Fund) Source: (Acct. No.) Various Assessment Districts & UU 1-11l2-55Uj-UUUU (Acct. Description) Fund 254- various & Real Property Landscape Contracts Finance: Council Notes: Age"'. Item No. ~ R.",-.,,,~y,l,\. 200'\- q 2..oo-'\-- I Lj CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Staff Report SUBJECT: Resolutions awarding contracts -various Landscape Maintenance Assessment Districts (Areas "A", and "B",). BACKGROUND: Assessment Districts are formed to provide funding for the ongoing maintenance of the landscaping in the designated areas, typically new subdivisions. Districts that are in close proximity to each other are grouped into contract areas for efficiency and to form projects of sufficient size to ensure bids are competitive and contractors have adequate work to justify bidding on an area. Contracts provide for two one-year extensions of the contract on mutually agreeable terms. All of the contract areas were re-bid and awarded on January 7, 2002. In 2003, all contractors agreed to the first one-year extension as provided in the contract agreements. This year, however, area "A" was being re-bid due to the addition of a new assessment district (AD 1028 Olive and Ohio Avenues). Area "F" was also being re-bid due to the addition of a new assessment district (AD 1029 - California and 16th Streets). Areas "B", "E" and "I" were re-bid due to the contractors for these areas not electing to extend their contracts. The remaining areas ("C", "D", "G" & "H") are being extended for an additional year. Plans and Specifications for the various districts were prepared and a Notice Inviting Bids was advertised locally in the San Bernardino County Sun Newspaper, the City's web site, Bid America web site, F.W. Dodge San Bernardino Plan Room, Daily Construction Plan Room in Anaheim and Manhattan Beach, and the San Bernardino Area Chamber of Commerce. Bids were opened on November 18, 2003 for areas "A" and "F", and on December 16, 2003 for areas "B", "E" and "I". Lowest bids for areas "F", "E" and "I" were under $25,000 and do not require Council approval. The remaining two areas, ("A" and "B") are being submitted for your approval. Two bids were submitted for area "A", and three for area "B". The two local bidders that bid on area "B" (RP Landscape and Irrigation, and Golden West Landscape Contractor) indicated that they did not submit bids for area "A" due to existing workloads. The responses for these two areas are as follows: (apparent low bids are shown in bold): AREA "A" - Ward 5. Verdemont Area, generally North of Kendall Drive, West of University Parkwa "2 Bids received Name of Bidder Mari osa Horticulture Entr. Inc. Azteca Landsca e, Inc. Ci Amount of Bid $92,533.06 $60,022.58 Irwindale Ontario Staff Report - continued AREA "B" -Ward 5. and alon Ontario San Bernardino San Bernardino Amount of Bid $105,360.04 $89,975.10 $85 950.00 Both of the contracts are an increase over last year's contract costs; however, there are adequate reserves set aside to allow for increases without increasing assessments. Additionally, none of the contract costs increased over a previously approved assessment, thus Proposition 218 Assessment Ballot procedures will not be necessary when the assessment rolls are approved the following year. The apparent low bidders for both areas have had previous contracts with the City and the experience with both contractors has been favorable. The contract costs will be reimbursed through the assessment rolls, with the exception of those districts where a portion of the costs determined to be a general benefit cannot be assessed back to the district, pursuant to Proposition 218, and thus will need to be paid from the General Fund. The General Benefit amount varies for these districts based upon the formula set forth in the Engineer's Report, based on whether any maintenance is performed on an arterial or collector street. Area "B" does not contain any areas that are determined to be of General Benefit. Area "A" contains two districts that have some general benefit portions as follows: For AD 1025 (Palm & Washington), the general benefit has been determined to be 25% of65% of the total contract costs, Thus 25% of65% of$I,689.00, or $274.46 will need to be funded by the General Fund and not reimbursed by assessments. For AD 1028 (Ohio & Walnut), the general benefit has been determined to be 5% of 18.3% of the total contract costs, Thus 5% of 18.3% of $2,998.90, or $27.42 will need to be funded by the General Fund and not reimbursed by assessments. The total general benefit amount for both districts is $301.88. The remaining districts will be reimbursed through the assessment rolls. FINANCIAL IMPACT: None. The total contract maintenance costs of $145,972.28 will be reimbursed through the annual assessment rolls for the various Assessment Districts, with the exception of $30 1.88, which will be funded from Account Number 001-182-5505-0000 (Real Property Landscape Contracts). RECOMMENDATION: Adopt Resolutions (2) . :g . J OJ .... M u 1..0 < o<l 8 e>: .... - .... Zo -0 ... o- M ... Ual on '" fI) .....l on ~ - f;I;l ~ M 0 al on Z ::s ... ... f;I;l 0 - M ~ ;> ~ ~ 0 -< on <.... Z ..... ~ - ~ ...l '" Zu -< -0 ~f;I;l Eo- ~ ~a -< ~ M =", ~ r.-;l >- Zll. 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I'" .,; Z U - c.. 1-"- CIl e.. e.. uJ -< c:l f @ Higt!hJnd Ave. 5th Rlalt CONTRACT AREAS SHOWN THUS: @ CITY OF SAN BERNARDINO DEVELOPMENT SERVICES REAL PROPERTY SECTION VICINITY MAP - LANDSCAPE MAINTENANCE ASSESSMENT DISTRICT CONTRACT AREAS . . . 1 RESOLU~~1P~ 2 RESOLUTION OF THE CITY OF SAN BERl\'ARDINO AWARDING A 3 CONTRACT TO AZTECA LANDSCAPE FOR THE MAINTENANCE OF LANDSCAPING IN ASSESSMENT DISTRICT NOS. 976, 991, 997, 1017, 1025 & 1028 4 (AREA "A"). 5 6 7 8 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. AZTECA LANDSCAPE IS the lowest responsible bidder for: MAI>JTENANCE OF LANDSCAPING IN ASSESSMENT DISTRICT NOS. 976,991, 997, 9 1017, 1025 & 1028, PER PLAN NOS. 7034B, 7782A, 8301, 9494, 9988A, 10487A (Area "A"). 10 A contract is awarded accordingly to said bidder in a total amount of $60,022.58 but such award 11 shall be effective only upon being fully executed by both parties. All other bids, therefore, are 12 hereby rejected. The Mayor is hereby authorized and directed to execute said contract on behalf 13 14 of the City: a copy of the contract is on file in the office of the City Clerk and incorporated 15 herein by reference as fully as though set forth at length. 16 SECTION 2. This contract and any amendment or modifications thereto shall not take 17 effect or become operative until fully signed and executed by the parties and no party shall be 18 obligated hereunder until the time of such full execution. No oral agreements, amendments, 19 20 course of conduct of any party 21 22 modifications or waivers are intended or authorized and shall not be implied from any act or SECTION 3. This contract may be extended by two additional one year terms as set 23 forth in said contract. 24 25 within sixty (60) days of the passage of the resolution. 26 27 SECTION 4. This resolution is rescinded if the parties to the contract fail to execute it 11/ /11 ~/flf I/Z-{) /t;/f 28 12/18/03 . 1 Resolution Awarding Contract to AZTECA LANDSCAPE for Landscape Maintenance for 2 Assessment District No. 976, 991, 997, 1017, 1025 & 1028 (Area "A") 3 4 5 6 7 8 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 , 20_, by the following vote, to wit: Council Members: AYES l"AYS ABSTAIN ABSENT e e e ,. 1 RESOLU~O!f1f 2 RESOLUTION OF THE CITY OF SAN BERi'\'ARDINO AWARDING A ONTRACT TO GOLDEN WEST LANDSCAPE CONTRACTOR FOR THE 3 AINTENANCE OF LANDSCAPING IN ASSESSMENT DISTRICT NOS. 951, 952, 4 1002 & 1019 (AREA "B"). 5 6 7 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY F SAN BERNARDINO AS FOLLOWS: SECTION L GOLDEN WEST LANDSCAPE CONTRACTOR is the lowest 8 esponsible bidder for: MAINTENANCE OF LANDSCAPING IN ASSESSMENT DISTRICT 9 OS. 951, 952, 1002 & 1019, PER PLAN NOS. 6192A, 6056A 8302, 9553 (Area "B"). A 10 ontract is awarded accordingly to said bidder in a total amount of $85,950.00 but such award 11 hall be effective only upon being fully executed by both parties. All other bids, therefore. are 12 ereby rejected. The Mayor is hereby authorized and directed to execute said contract on behalf 13 14 15 16 f the City; a copy of the contract is on file in the office of the City Clerk and incorporated erein by reference as fully as though set forth at length. SECTION 2. This contract and any amendment or modifications thereto shall not take 17 ffect or become operative until fully signed and executed by the parties and no party shall be 18 bligated hereunder until the time of such full execution. No oral agreements, amendments, 19 20 ourse of conduct of any party 21 22 odifications or waivers are intended or authorized and shall not be implied from any act or SECTION 3. This contract may be extended by two additional one year terms as set orth in said contract, 23 24 SECTION 4. This resolution is rescinded if the parties to the contract fail to execute it 25 ithin sixty (60) days of the passage of the resolution. 26 /I 27 28 /I 01/12/04 Ylo.!5 (3 . V2-D~~ e e e Ii. 1 2 3 4 5 6 7 8 esolution Awarding Contract to GOLDEN WEST LANDSCAPE CONTRACTOR for andscape Maintenance for Assessment District No. 951, 952,1002 & 1019 (Area "8") I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and ommon Council of the City of San Bernardino at a meeting thereof day of . 20 . by the following vote. to leld on the wit: ouncil Members: A YES NAYS ABSTAIN ABSENT 9 ESTRADA 10 LONGVILLE 11 MCGINNIS 12 13 ERRY SCAREZ 14 15 16 MCCAMMACK 17 A.NDERSON 18 19 he foregoing resolution is hereby approved this 20 0 21 22 23 City Clerk day of JUDITH VALLES. Mayor City of San Bernardino A. pproved as to form nd legal content: 24 AMES F. NMAN . r", 25 Ity All r y 26 By:. 27 28 12/18/03 2 r CITY OF SAN BERNARDINO Interoffice Memorandum CITY CLERK'S OFFICE Records and Information Management (RIM) Program DATE: January 23,2004 TO: Leslie Crawford, Engineering Assistant I FROM: Michelle Taylor, Senior Secretary RE: Transmitting Documents for Signature - Resolution 2004-13 At the Mayor and Common Council meeting of January 20, 2004, the City of San Bernardino adopted Resolution 2004-13 - Resolution awarding a contract to Azteca Landscape for the maintenance of landscaping in Assessment District Nos. 976, 991, 997, 1017, 1025 & 1028 (Area "A "). I am providing you with one certified copy of Resolution 2004-13 and four (4) sets of original bound contracts. Please obtain signatures where indicated and return one fully executed original contract to the City Clerk's office as soon as possible. Please be advised that the resolution and contract will be null and void if not executed within 60 days, or by March 22, 2004. If you have any questions, please do not hesitate to contact me at ext. 3206. Thank you. Please sign and return. Dat. '. . CITY OF SAN BERNARDINO Interoffice Memorandum CITY CLERK'S OFFICE Records and Information Management (RIM) Program DATE: January 23,2004 TO: Leslie Crawford, Engineering Assistant I FROM: Michelle Taylor, Senior Secretary RE: Transmitting Documents for Signature - Resolution 2004-14 At the Mayor and Common Council meeting of January 20, 2004, the City of San Bernardino adopted Resolution 2004-14 - Resolution awarding a contract to Golden West Landscape Contractor for the maintenance of landscaping in Assessment District Nos. 951, 952, 1002 & 1019 (Area "BU). I am providing you with one certified copy of Resolution 2004-14 and four (4) sets of original bound contracts. Please obtain signatures where indicated and return one fully executed original contract to the City Clerk's office as soon as possible. Please be advised that the resolution and contract will be null and void if not executed within 60 days, or by March 22, 2004. If you have any questions, please do not hesitate to contact me at ext. 3206. Thank you,