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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Lemuel P. Randolph, Director
Subject: RESOLUTION AWARDING A
PURCHASE ORDER TO W. WOOD AND
ASSOCIATES FOR COMPREHENSIVE
NUUNTENANCE OF LANDSCAPE AND
IRRIGATION FOR THE SAN BERNARDINO
SOCCER COMPLEX FOR A PERIOD OF
DECEMBER I, 2002 THROUGH JUNE 30, 2003.
Dept: Parks, Recreation and Community
Services Department
Date: November 26, 200D:' : :, ,','.',~ L
MICC Meeting Date: Dec. 16,2002
Synopsis of Previous Council Action:
07-01-02 - Council adopted Resolution No. 2002-222 authorizing the issuance of a purchase
order to W. Wood and Associates for turf management and field restoration at the San
Bernardino Soccer Complex
07-15-02 - Council adopted Resolution No. 2002-239 authorizing an increase in the purchase
order to W. Wood and Associates for field restoration at the San Bernardino Soccer Complex.
Recommended Motion:
Adopt Resolution
Contact person: Lemuel P. Randolph
Supporting data attached: staff report & resolution
Phone: 384-5030
Ward: 6
FUNDING REQUIREMENTS:
Amount: $35,000
Source: Account No. 134-462-5506
(Acct. Description) Soccer Complex Landscape Maintenance
Finance:~Aa((_CI fl/~
Council Notes:
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Agenda Item No. ..=1.1
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
Resolution awarding a Purchase Order to W. Wood and Associates for comprehensive
maintenance of landscape and irrigation for the San Bernardino Soccer Complex for a period of
December 1,2002 through June 30, 2003.
Background:
The proposed Purchase Order is for comprehensive landscape and irrigation maintenance
services for the San Bernardino Soccer Complex. The contract term has an option of two
additional years contingent upon agreement by the contractor and the Director of Parks,
Recreation and Community Services.
The Parks, Recreation and Community Service Department prepared the appropriate
specifications and the Purchasing Division of the Finance Department published contract bid No.
F03-0 17 documents via internet, San Bernardino Chambers of Commerce, advertised in The Sun
Newspaper, and through the purchasing department at City Hall on October 31, 2002. There was
a mandatory job walk scheduled November 7, 2002 at 10:30 a.m., 7 vendors attended the job
walk, and the deadline for all proposals was November 14, 2002 at 2:00 p.m. The following is a
summary of bids received:
ComDanv
Trugreen Landcare
RP Landscape
Elite Lawn & Landscaping
Azteca Landscape
W. Wood & Assoc.
Locations
Riverside
San Bernardino
Highland
Ontario
San Bernardino
12 month bid
$182,340
$149,940
$ 90,000
$ 63,540
$ 60,000
7 month bid 12-1-02/6-30-03
$106,365
$ 87,465
$ 52,500
$ 37,065
$ 35,000
Specifications as bid have been reviewed by the Parks Project Coordinator and W. Wood and
Associates were the best lowest bid. W. Wood and Associates have successfully performed
previous contracts for the maintenance and irrigation of the soccer complex since it was built in
1996. W. Woods and Associates will be providing such services as mowing, edging, aeration,
fertilization, overseeding, top dressing, and other scheduled maintenance as directed in contract
bid No. F03-017. It is therefore recommended that the bid be accepted for contract for a period
of December 1,2002 through June 30, 2003.
Financial Impact:
A total of $11 0,300 has been budgeted in Account No. 134-462-5506 for landscape maintenance
ofthe soccer complex for FY 02-03.
Recommendation:
Adopt Resolution.
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RESOLUTION-Ni5.
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RESOLUTION AWARDING A PURCHASE ORDER TO W. WOOD AND
ASSOCIATES FOR COMPREHENSIVE MAINTENANCE OF LANDSCAPE AND
IRRIGATION FOR THE SAN BERNARDINO SOCCER COMPLEX FOR A PERIOD
OF DECEMBER I, 2002 THROUGH JUNE 30, 2003.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. That W. Woods and Associates is the lowest and best responsible bidder for
the furnishing and delivery of landscape and irrigation maintenance services for the period of
December 1,2002 through June 30, 2003, in accordance with Bid Specification F-03-017, for a
total amount of $35,000.00, plus two single year options, at $5,000 per month in accordance
with Bid Specification F-03-017 (contingent funds are appropriated in budget and services are
provided satisfactorily), and, as such, the City is authorized to enter into the standard purchase
agreement with W. Wood and Associates; pursuant to this determination, the issuance of a
purchase order by the Purchasing Manager to W. Wood and Associates in the amount of
$35,000.00 is hereby authorized; and all other quotations therefore are hereby rejected. The
purchase order shall reference this resolution by number and incorporate its terms as set forth in
the section into said purchase order.
20 SECTION 2. The authorization to execute the above referenced agreement is
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rescinded if the parties to the agreement fail to execute it within sixty (60) days of the passage
ofthis resolution.
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RESOLUTION AWARDING A PURCHASE ORDER TO W. WOOD AND
ASSOCIATES FOR COMPREHENSIVE MAINTENANCE OF LANDSCAPE AND
IRRIGATION FOR THE SAN BERNARDINO SOCCER COMPLEX FOR A PERIOD
OF DECEMBER 1, 2002 THROUGH JUNE 30, 2003.
4 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
5 and Common Council of the City of San Bernardino at a
meeting thereof, held
on the
day of
, 2002, by the following vote, to wit:
Council Members:
AYES
NAYS
ABSTAIN
ABSENT
ESTRADA
LONGVILLE
MCGINNIS
DERRY
SUAREZ
ANDERSON
MCCAMMACK
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this
day of
2002.
Judith Valles, Mayor
City of San Bernardino
Approved as to
Form and legal content:
JAMES F. PENMAN,
City Attorney
By:
. ,"...
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): 12 - 1.4> -0 '2... Item # ''2. \
Vote: Ayes (- ''1 Nays -0
Change to motion to amend original documents:
2002- 3~1
Absent .&
Resolution #
Abstain -q
Reso. # On Attachments: - Contract term: -
Note on Resolution of Attachment stored separately: ~
Direct City Clerk to (circle I): PUBLISH, POST, RECORD W /COUNTY By:
Date Sent to Mayor: f'2. - 1', - " ""L.-
Date of Mayor's Signature: 1)-1<;$-09
Date of ClerklCDC Signature: I'] - \ (1-0 r
Date ~molLetter Sent for Signature:
60 Day Reminder Letter Sent on 30th day:
90 Day Reminder Letter Sent on 45th day:
See Attached:
~ee f'\.Lun..l....d:
See Attached:
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):
Copies Distributed to:
City Attorney I
Parks & Rec. /
Code Compliance
Dev. Services
Public Services
Water
Police
Notes:
NullNoid After: lot> ~ s.,l '2-J~-{j3
Reso. Log Updated:
Seal Impressed:
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/
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Date Returned:
Yes.L... No By
Yes NoL By
Yes No ~ By
Yes No / By
Yes No / By_
EDA
Finance /'
MIS
Others:
BEFORE FILING. REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term. etc.)
Ready to File: ~
Date:
Revised 01112/01