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Home My WebLink About16-Parks & Recreation (. " CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Date: August 19, 2002 O"""-"'.L jj h.. i "/~ Subject. RESOLUTION AWARDING A PURCHASE ORDER . TO R. P. LANDSCAPE FOR PARK LAWN MOWING SERVICES AT SEVEN (7) PARK LOCATIONS FOR A PERIOD OF TWELVE (12) MONTHS, WITH TWO ONE YEAR RENEWAL OPTIONS, IN ACCORDANCE WITH BID SPECIFICATION F-03- 002, AL GUHIN PARK, ANNE SHIRRELLS PARK, BLAIR PARK, DELMANN HEIGHTS PARK, HUDSON PARK, LITTLEFIELD SHULTIS PARK, AND SPIECHER PARK. From: Lemuel P. Randolph, Director Dept: Parks, Recreation & Community Services Dept. Synopsis of Previous Council Action: May 7, 2001 - Council approved Resolution 2001-86 for the Park Mowing Services with TruGreen Landcare for the same seven (7) park facilities. Recommended motion: Adopt Resolution ~~ Contact person: Ed Moore Phone: 384-5130 Supporting data attached: Staff Report & Resolution Ward: Various FUNDING REQUIREMENTS: Amount: $52,479 (For 12 months) Source: (Accl. No,) 001-382-5506 (Accl. Description) Landscape Contracts Finance:~ /JC'/cJf ~t:~ Council Notes: 'Qc~B-dCXJ~- ~ Agenda Item No. Jfo qJJJ)/)d- . CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Staff Report Subiect: Resolution awarding a Purchase Order to R. P. Landscape for Park Lawn Mowing Services at seven (7) park locations for a period of twelve (12) months, with two one year renewal options, in accordance with bid specification F-03-002, Al Guhin Park, Anne Shirrells Park, Blair Park, Delmann Heights Park, Hudson Park, Littlefield Shultis Park, and Spiecher Park. Backl!round: F 03-002 The proposed purchase order is for Contract Lawn Mowing Services and all "trim mowing" or string trimming of turf around trees, benches, trash receptacles, light posts, buildings, etc. for the above locations for a period of twelve (12) months to be utilized in weekly and bi-weekly operations by the Parks, Recreation and Community Services Department. All sites will be serviced once a week from April I to October 31 and serviced bi-weekly from November I to March 31. The Park, 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 and 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 25, 2002. The following is a summary of the only two bids received. Companv City R. P. Landscape Mariposa Horticulture Enterprises, Inc. San Bernardino Irwindale Twelve (12) month bid (lncludinl! Tax) $52,479.00 $67,280.00 The department's estimate for this bid was $63,000. Specifications as bid have been reviewed by the Superintendent of Parks, who checked references and background of the contractor and determined that the bid of R. P. Landscape meets specifications and requirements. It is therefore recommended that the bid be accepted for contract for a period of October I, 2002 through September 30, 2003, plus two single year options. Account #001-382-5506 Total Twelve (12) month amount (Plus two single year options) Al GuhinPark Anne Shirrells Park Blair Park Delmann Heights Park Hudson Park Littlefield Shultis Park Spiecher Park Grand Total Actual $ 4,095 $ 7,308 $12,096 $ 7,245 $ 5,355 $ 8,505 $ 7,875 $52,479 Budgeted $ 4,900 $ 8,800 $14,500 $ 8,700 $ 6,400 $10,200 $ 9,500 $63,000 Financial Impact: Funds in the amount of $63,000 were budgeted in Account No. 001-382-5506 for FY 2002/2003. Recommendation: Adopt Resolution C 2 , ~ 4 5 6 7 8 9 10 II 12 13 c (~\ /::"0 r7S'V!7 \ '---'") " , ' , l '--.::::.- '~u RESOLUTION NO. RESOLUTION AWARDING A PURCHASE ORDER TO R.P. LANDSCAPE FOR PARK LAWN MOWING SERVICES AT SEVEN (7) PARK LOCATIONS FOR A PERIOD OF TWELVE (12) MONTHS, WITH TWO ONE YEAR RENEWAL OPTIONS, IN ACCORDANCE WITH BID SPECIFICATION F-03-002, AL GUHIN PARK, ANNE SHIRRELLS PARK, BLAIR PARK, DELMANN HEIGHTS PARK, HUDSON PARK, LITTLEFIELD SHULTIS PARK, AND SPEC HER PARK. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: 14 SECTION 1. That R.P. Landscape is the lowest and best responsible bidder for the furnishing and delivery of landscape maintenance services for the period of twelve (12) months beginning October 1, 2002 and terminating on September 30, 2003, for a total amount not to exceed $52,479:00 in accordance with Bid Specification F-03-002, plus two single year options, and, as such, the City is authorized to issue a standard purchase order with R.P. Landscape; pursuant to this determination, the issuance of a purchase order by the Purchasing Manager to R.P. Landscape in an amount not to exceed $52,479.00 is hereby authorized; and all other quotations therefore are hereby rejected. SECTION 2. The Purchase Order shall incorporate by reference this Resolution No. 2002- 15 16 _, Bid Specification F-03-002, and shall also include the following language: 17 18 The seven (7) parks and respective landscape maintenance costs covered by this Purchase Order are as follows: 19 Al Guhin Park up to $ 4,095 20 Anne Shirrells Park up to $ 7,308 Blair Park up to $12,096 21 Delmann Heights Park up to $ 7,245 Hudson Park up to $ 5,355 22 Littlefield Shultis Park up to $ 8,505 Spiecher Park un to ~ 7 87~ ?' Grand Total -~ up to 52,479 24 SECTION 3. The authorization to execute the above referenced agreement is rescinded 25 if the parties to the agreement fail to execute it within sixty (60) days of the passage of this 26 resolution. 27 11/ C 28 11/ /' ,,"v 16 2J~'~ -I c c c RESOLUTION AWARDING A PURCHASE ORDER TO R. P. LANDSCAPE 1 FOR PARK LAWN MOWING SERVICES AT SEVEN (7) PARK LOCATIONS FOR A 2 PERIOD OF TWELVE (12) MONTHS, WITH TWO ONE YEAR RENEWAL OPTIONS, IN ACCORDANCE WITH BID SPECIFICATION F-03-002, AL GUHIN PARK, ANNE 3 SHIRRELLS PARK, BLAIR PARK, DELMANN HEIGHTS PARK, HUDSON PARK, LITTLEFIELD SHUL TIS PARK, AND SPIECHER PARK. 4 5 6 7 8 9 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 , 2002, by the following vote to wit: COUNCIL MEMBERS AYES ABSENT NAYS ABSTAIN ESTRADA 10 LIEN 11 12 13 14 15 16 MC GINNIS DERRY SUAREZ ANDERSON Me CAMMACK 17 18 19 20 Rachel G. Clark, City Clerk The foregoing resolution is hereby approved this day of ,2002. 21 22 23 Approved as to form And Legal content: 24 25 26 27 JUDITH VALLES, MAYOR City of San Bernardino James F. Penman City Attorney /'1 /) '/ By: o -19-02 dlp-Purchase Agreement Lawn Mowing Services 28 ~ ~ ** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT ** RESOLUTION AGENDA ITEM TRACKING FORM Meeting Date (Date Adopted): <1\- Z3-oz. Item # II.:> Vote: Ayes 1- '\ Nays-& 2('0'2. - -303 Resolution # Abstain kr Absent -e- Change to motion to amend original documents: - Reso. # On Attachments: ~ Contract term: - Note on Resolution of Attachment stored separately: --==- Direct City Clerk to (circle I): PUBLISH, POST, RECORD W /COUNTY Date Sent to Mayor: q -2 it -Oz Date of Mayor's Signature: <1-;;;5-0:;) Date of Clerk/CDC Signature: C( -dfe, 0.).- NullNoid After: 100 0'1:' J II-ZZ-(12. By: Reso. Log Updated: V Seal Impressed: ,,-- Date Memo/Letter Sent for Signature: '---- 60 Day Reminder Letter Sent 011 3611> da) . 90 Day Reminder Letter Sent 011 45th day: See Attached: See Attached: See Anachc~ ~ Request for Council Action & Staff Report Attached: Updated Prior Resolutions (Other Than Below): Updated CITY Personllel Folders (6413, 6429, 6433,10584,10585,12634): Updated CDC Persollllel Folders (5557): Updated Traffic Folders (3985, 8234, 655, 92-389): Copies Distribllted to: City Attorney y' Parks & Rec. ./ Code Compliance Dev. Services Public Services Water Police Notes: Date Returned: - YesL No By '\ Yes No -.L- By Yes No-L By Yes No~ By Yes No JI' 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: 11IL- Date: q/'7IJO;- Revised 01112/0 I