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ORIGINAL
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Lemuel P. Randolph, Director
Subject: RESOLUTION OF THE MAYOR
MIDCOMMONCO~CaOFTllECITY
OF SAN BERNARDINO AWARDING A
PURCHASE ORDER TO SERVICE SCAPE
FOR LMIDSCAPE MAINTENANCE
SERVICE FOR PIONEER MEMORIAL
CEMETERY FOR A PERIOD OF TWELVE
(12) MONTHS IN ACCORDANCE WITH
BID SPECIFICATION F-06-02.
MlCC Meeting Date: August 1, 2005
Dept: Parks, Recreation &
Community Services Dept.
Date: July 12,2005
Synopsis of Previous Council Action:
July 6, 2004 - Mayor and Common Council approved Resolution 2004-224 awarding a Purchase
agreement to R. P. Landscape and Irrigation for landscape maintenance service.
Recommended Motion:
1. That said resolution be adopted;
2. Authorize the Director of Finance to amend the FY05106 adopted Cemetery budget and
appropriate $1,800 from the Cemetery fund balance to Account No. 106-441-5506
(Landscape Contracts).
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Y Signature
Contact person: Dan Ustation
Phone:
384-5031
Supporting data attached:
Staff Report
Ward:
FUNDING REQUIREMENTS: Amount: $ 44,796
Source: (Acct. No.) 106-441-5506
(Acct. Description) Landscane Contracts
Finance:
Council Notes:
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Agenda Item No. a.,
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino authorizing the
Mayor or her designee to issue a Purchase Order to Service Scape for landscape maintenance
service for Pioneer Memorial Cemetery, for a period of twelve (12) months in accordance with
Bid Specification F-06-02.
Background:
The proposed Purchase Order is for landscape maintenance contract services for Pioneer
Memorial Cemetery for a period of twelve (12) months plus two one-year extensions. The
landscape services will be utilized in daily operations by the Parks, Recreation and Community
Services Department.
The specifications for landscape services include weekly lawn mowing, edging, trimming and
blowing, bi-weekly trimming of grave markers and upright monuments, monthly trimming of
hedges and day of service pickup of litter and debris and emptying of trash receptacles. Graffiti
removal and daily watering will remain the responsibility of cemetery maintenance staff. Gopher
control will be accomplished under a separate Purchase Order with a local vendor
The Parks, Recreation and Community Services Department prepared the appropriate
specifications and the purchasing division of the finance department published and furnished
contract bid documents to ten (10) vendors "including four (4) local vendors" and to the
Chamber of Commerce. Contract bid documents were advertised in The Sun Newspaper and the
City web page. Bids were publicly opened and declared on June 20, 2005. The following is a
- summary of bids received.
RP Landscape
.. Azteca Landscape
L. Barrios & Assoc.
Artistic Maintenance
Camacho Landscape
Elite Landscape
Excel Landscape
Trugreen
W. Wood & Associates
San Bernardino
Ontario
San Dimas
Lake Forest
San Bernardino
Highland
Corona
Riverside
San Bernardino
$53,088
$63,600
$76,800
no bid
no bid
no bid
no bid
no bid
no bid
.OAzteca Landscape withdrew all of their bids (see attached letter).
Out of the 10 vendors solicited, we received 4 bids and 6 No bids. The Parks Project Manager,
Park Maintenance Supervisor, and Parks Project Supervisor evaluated the bids. It was agreed
that Service Scape was the lowest/best bid, as they have provided satisfactory service throughout
their years of service with the City of San Bernardino.
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Financial Impact:
$43,000 was included in the Cemetery's FY05106 budget for landscaping. An additional $1,800
will need to be appropriated from the Cemetery fund balance.
Recommendation:
2. That said resolution be adopted;
2. Authorize the Director of Finance to amend the FY05106 adopted Cemetery budget and
appropriate $1,800 from the Cemetery fund balance to Account No. 106-441-5506
(Landscape Contracts).
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RESOLUTION NO.
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING THE MAYOR OR HER DESIGNEE TO
ISSUE A PURCHASE ORDER TO SERVICE SCAPE FOR LANDSCAPE
MAINTENANCE SERVICE FOR PIONEER MEMORIAL CEMETERY, FOR A
PERIOD OF TWELVE (12) MONTHS IN ACCORDANCE WITH BID
SPECIFICA TION F-06-02.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION '1. That Service Scape is the lowest and best responsible bidder for the
fumishing and delivery of landscape and irrigation maintenance services for the period August
1. 2005 through July 31, 2006, in accordance with Bid Specification F-06-02, for a total
amount of $44,796, plus two single year options, at $3,733 per month in accordance with Bid
Specification F-06-02 (contingent funds are appropriated in budget and services are provided
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satisfactorily), and, as such, the City is authorized to enter into the standard Purchase Order
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with Service Scape: pursuant to this detemlinatiol1, the issuance of a Purchase order by the
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Purchasing Manager to Service Scape in the amount of $44,796 is hereby authorized; and all
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other quotations therefore are hereby rejected.
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SECTION 2. The authorization to execute the above referenced agreement is
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rescinded if the parties to the agreement fail to execute it within sixty (60) days of the passage
of this resolution.
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING THE MAYOR OR HER DESIGNEE TO
ISSUE A PURCHASE ORDER TO SERVICE SCAPE FOR LANDSCAPE
MAINTENANCE SERVICE FOR PIONEER MEMORIAL CEMETERY, FOR A
PERIOD OF TWEL VE (12) MONTHS IN ACCORDANCE WITH BID
SPECIFICATION F-06-02.
5 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
G and Common Council of the City of San Bernardino at a
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. 2005. by the following
day of
meeting thereot: held on the
vote. to wit:
Council Members:
AYES
NAYS
ABSTAIN ABSENT
ESTRADA
LONGVILLE
MCGINNIS
DERRY
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KELLEY
JOHNSON
MCCAMMACK
Rachel G, Clark. City Clerk
The foregoing resolution is hereby approved this
day of
I} 'I .
':.1
2005.
Judith Valles. Mayor
City of San Bernardino
Approved as to
Fllrm and legal content:
JAf'dES F, PENMAN.
City Attorney
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** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
M<<ting Dalo (D'" A'i' ~, J, 05 '10m # J.. q R,..lution #
Vote: Ayes Nays Abstain
Change to motion to amend original documents 0 Companion Resolutions
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Absent
NulUVoid After: days /
Resolution # On Attachments: 0 Note on Resolution of attachment stored separately: 0
PUBLISH 0
POST 0
RECORD W/COUNTY 0
By:
Date Sent to Mayor:
Date of Mayor's Signature:
Date of Clerk/CDC Signature:
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Reso. Log Updated:
Seal Impressed:
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Date Memo/Letter Sent for Signature:
151 Reminder Letter Sent:
Date Returned:
2nd Reminder Letter Sent:
Not Returned: 0
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Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634):
Updated CDC Personnel Folders (5557):
Updated Traffic Folders (3985, 8234, 655, 92-389):
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No~y_
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Copies Distributed to:
Animal Control
City Administrator
City Attorney
Code Compliance
Development Services
Others:
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EDA 0 Information Services V~
Facilities g/ Parks & Recreation
Finance Police Department 0
Fire Department 0 Public Services 0
Human Resources 0 Water Department 0
Notes:
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Ready to File: .JL.
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Date: '0- I 0 .. 0 !:,
Revised 12/18/03