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File No. 2.l14-B & 2.117
CITY OF t.AN BERt4:MDINO - REQUEST OR COUNCIL A
From:
qept:
ROGER G. HARDGRAVE
Subject:
Approval of Change Order No. TWO
--Maintenance of Landscaping for
Assessment District No. 956 &
968, per Plan No. 6244 & 6738-
A -- CHEROKEE LANDSCAPE SERVICES
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Public Works/Engineering
Date:
6-01-89
Synopsis of Previous Council action:
07-22-85 -- Res. No. 85-284 adopted establishing Assessment Dist. No. 956.
06-02-86 -- Res. No. 86-210 adopted awarding a contract to J & R Land-
scaping for Assessment District No. 956 for the low bid
price of $59,652.
06-01-87 -- Res. No. 87-178 adopted awarding a contract to J & R Land-
scaping for Assessment District No. 956 for the low bid
price of $64,417.
06-06-88 -- Res. No. 88-178 adopted awarding a contract to Cherokee
Landscape Services for Assessment District No. 956 for. the
low bid price of $59,996.00.
10-03-88 -- Change Order No. One approved to include additional landscape
maintenance work, for an increase in the contract price of
$ 15,260.00.
Recommended motion:
That Change Order No. Two to the contract with Cherokee Landscape Services
for the maintenance of landscaping within the Tri-City Complex, per Plan
O No. 6244 & 6738-A be approved authorizing the Contractor to extend the
i contract for a period of one year, from 7-1-89 to 6-30-90, adjust the bid
prices by 6.5% to account for inflation, incorporate Supplemental Items
of Work and Amendments to the Special provisions into the contract, for
an increase in the contract price of $25,580.00, from $59,996.00 to
$85,576.00.
cc: J. Robbins
J. Richardson
A. Green
A. Ramos
Contact person: Roqer G. Hardgrave
Staff Report &
Supporting data attached: C. C. O. * 2
Phone:
,07.,
Ward:
1 & 3
FUNDING REQUIREMENTS:
Amount: $102,241
Source: (Acct. No.)
251-627-53925
Finance:
D~ No. 956
tJf'P
(Acct. DescriPtion)
Assessment
_LTr~-City & Airport D.rive)
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Oouncil Notes:
75.0262
AQenda Item No.
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CITY OF SAN BERNiRDINO - REQUEST 2R COUNCIL ACTION
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STAFF REPORT
Page 1 of 2
The Special Provisions provide that the contract may be
extended for up to two (2) one-year periods, by mutual consent of
the City and Contractor. Adjustments in contract prices are to
be negotiated at the time of each such renewal.
Contract Change Order No. Two extends the term of the
contract for a one-year period, from 7-1-89 to 6-30-90, and
increases the unit contract prices by 6.5%. The Community
Development Department has determined that the cost of living
increase for this area is 6.5%.
Routine maintenance on a repetitive schedule was included
in the original contract. Non-repetitive work, such as replace-
ment of trees, ground cover and sprinkler heads, was not included
in the original bid schedule, which means that these items must
now be done by change order as the need arises.
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Certain types of plant materials need to be replaced
every 5 6 years. Some. plants are removed or damaged by
vandals. A schedule, of Supplemental Items of Work, is incor-
porated into the contract by Change Order No. Two. The estimated
cost of the Supplemental Items of Work is $16,630.00.
The Supplemental Items of Work will only be done as
directed by the Supervisor from the Department of Parks,
Recreation and Community Services and Director of Public Works,
except for Item No.1, for Assessment District No. 956, which is
for routine maintenance of addi tional landscaped areas.
Therefore, the actual costs should be somewhat less than the
estimated cost of $16,630.00.
Various amendments to the Special Provisions are also
incorporated into the contract by Change Order No. Two.
6-01-89
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CITY OF SAN BERN~DINO - REQUEST ~ COUNCIL ACTION
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STAFF REPORT
Page 2 of 2
Listed below is an estimate of the total cost for pro-
viding these landscape maintenance services from 7-1-89 to 6-30-
90.
Maintenance Contract -
$ 85,576
Incidental Costs (Assessment
Engineering, publishing and
recording fees, supervision by
Dept. of Parks, Rec. & Comm. Svcs.,
advertising for bids, and water &
"electrical charges)
16,665
TOTAL ESTIMATED ANNUAL COST
$ 102,241
Funds will be "upfronted" by the City, and reimbursed
through special assessments placed on the property tax bills,
pursuant to the resolution establishing the assessment district.
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Supervision of the maintenance effort by the Contractor
will be provided by the Department of Parks, Recreation and
Community Services.
We recommend that Change Order No. Two be approved.
6-01-89
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oproject:
Plan No.
Maintenance of Landscaping in Assessment
District Nos. 968 & 956
6738-A and 6244
Date: ~lay 12, 1989
File No. 2.114-B and
2.117
ENGINEERING DIVISION
DEPARTMENT OF PUBLIC WORKS
CITY OF SAN BERNARDINO, CALIFORNIA
CONTRACT CHANGE ORDER NO. TWO
(Change necessitated because of field conditions)
TO: Cherokee Landscape Services
1014 West Pinedale Street
Rialto, CA 92376
Gentlemen:
The terms and provisions of the contract documents are hereby amended as follows:
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1. The term of the contract is hereby extended for an additional year, between July 1.
1989, to June 30, 1990, as provided in the "Notice Inviting Bids".
2. The unit bid prices are hereby increased by 6.5%. based on cost of living increases
for this area, as shown on the attached Bid Schedule for 1989-90.
3. The attached Price Schedule for Supplemental Items of Ijork, for 1"989-90. is hereby
incorporated into and made a part of the contract documents at an estimated increase
in the annual contract cost of $16,630.00.
4. The Amendments to Special Provisions :'0. 6738-A and 6244, for t1aintenance of
Landscaping in Portions of Airport Df'ive alld TRI-CITY CORPORATE Cor~PLEX, are hereby
incorporated into and made a part of the contract documents.
5. The schedule for edging of lawn areas is hereby changed from bi-weekly to weekly,
and the bid price for Item No.1, Schedule 2, Maintenance of Lalffi Areas, is in-
creased by $5,520, from $37,484.00 (adjusted to account for 6.5% inflation) to
$43,004.00,
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Project:
o Plan No.
Maintenance of Landscaping in Assessment
District Nos. 968 & 956
6738-A and 6244
Date: may 12. 1989
File No. 2.114-6 and
2.117
ENGINEERING DIVISION
DEPARTMENT OF PUBLIC WORKS
CITY OF SAN BERNARDINO, CALIFORNIA
CONTRACT CHANGE ORDER NO. ~
(Change necessitated because of field conditions)
Total extra work cost added to contract ............................. $ E5,580.ao
Previous Contract Price .............................................$ 59.996.00
o Amended Cost Pri ce .................................................. $ 85,5"6.0()
Additional time to complete contract due to change order............ 0
CONTRACTOR:
CITY OF SAN BERNARDINO:
~~~ePted:1#.-h ~.tI/.t/
0'- Z'f - 8Cj
Date
Approved
By:
ROGER G. HARDGRAVE Date
Director of Public Works/City Engineer
Title: {nUII./c!<..
Licensed in accordance with an Act
providing for the registration of
Contractors. Li cense No: S 2 OJ (; 'Iif
Classification: C -27
Approved
By:
JIM ROBBINS
Acting City Administrator
Date
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AMENDMENTS
TO SPECIAL PROVISIONS NO. 6738-A (SCHEDULE 1)
AND 6244 (SCHEDULE 2),
FOR MAINTENANCE OF LANDSCAPING IN PORTIONS OF AIRPORT DRIVE
TRI-CITY CORPORATE COMPLEX
ASSESSMENT DISTRICTS NO. 956 AND 968
In the NOTICE INVITING BIDS, second page, third paragraph,
Section 4590 of the California Government Code is amended to
Section 22300 of the California Public Contract Code.
The "Landscape Cost Estimating" is amended from 1985
Edition to Current Edition, in the following locations:
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Proposal Form Page
Page SP-1, paragraph 1-1.01
Page SP-1, paragraph 1-1.02, and
Article I of the Agree.ent
Section 4-1.01, "INSPECTIONS", is amended by addition of
the following:
The Contractor or his authorized representative shall meet
on a weekly basis with the Supervisor to review the inspection
form.
Section 4-1.05, "TERMINATION OF CONTRACT", is amended to
read as follows:
Failure to perform specified items of work as provided in
these Special Provisions, after receipt of two Formal Notice of
Non-Compliance, will constitute good and sufficient grounds for
terminating the contract. Notice of termination will be given
by certified mail and will be effective 15 calendar days after
receipt of said notice.
Section 5-1.07 is hereby added as follows:
5-1.07 DISCRIMINATION/AFFIRMATIVE ACTION CLAUSE
Contractor hereby certifies that it will not discriminate
aga i nst any employee or appl i cant for employment because of
race, color, religion, sex, martial status or national origin.
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AMENDMENTS TO
May 12, 1989
Page 2
SPEC~L PROVISIONS A.D. 956 & 9~
Contractor shall promote affirmative action in its hiring
practices and employee policies for minorities and other
designated classes in accordance with Federal, State and Local
laws. Such action shall include, but not be limited to, the
following: Recruitment and recruitment advertising,
employment, upgrading, and promotion. In addition, Contractor
shall not exclude from participation under this Agreement any
employee or applicant for employment on the basis of age,
handicap or religion in compliance with State and Federal laws.
Section 6-1.04, "PAYMENTS., is amended to read that
payments wi 11 be made to the Contractor by the 10th of the
month following the month the work is performed.
Section 6-1.06, "FAITHFUL PERFORMANCE", is amended by
addition of the following:
"The necessity of sending more than two (2) formal notices
to the Contractor to correct a mai ntenance fai 1 ure anywhere
wi thi n the contract area shall consti tute grounds for termi n-
ation of the contract."
Section 6-1.08, "MONTHLY EVALUATIONS," is amended by
addition of the following:
Weekly reports may constitute the monthly evaluation based
upon the supervisor's discretion.
The fourth para9raph of Section 9-1.10 (A), "REPAIRS TO
IRRIGATION SYSTEM," is hereby amended to read as follows:
The cost of all repairs to, or replacement of, irrigation
system caused by vandalism, theft, or Act of God, shall be paid
for under an item for Supplemental Work. Any repairs or
replacement not covered by an item of Supplemental Work, shall
be paid for as Extra Work, in accordance with S.ection 3-3,
"EXTRA WORK", of the Standard Specifications.
Section 9-1.04, "SOIL FERTILIZING AND PEST CONTROL
AGENTS", shall be amended by deletion of the following sentence
in A. "Turf Grass", (1):
Fertilizer shall contain 2, 4 - 0 and MOPP, to provide
effective, safe control of common broadleaf weeds.
Section 9-1.06, "IRRIGATION SYSTEM", shall be amended by
changing the telephone number from 384-5063 to 384-5217.
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AMENDMENTS TO SPECIAL PROVISIONS A.D. 956 & 968
May 12, 1989
Page 3
Section 10, "SUPPLEMENTAL ITEMS OF WORK", is hereby added
to the Special ProviSions as follows:
10-1.01 SUPPLEMENTAL WORK -- Any supplemental work done
shall be performed at the prices indicated in the "SUPPLEMENTAL
ITEMS OF WORK SCHEDULE". All supplemental work performed shall
be as directed by the Supervisor and Director of Public Works.
Secti on 10-1. 02 REPLACEMENT OF TREES -- Replacement of
trees shall be done in accordance wi th Secti on 9-1.13, "TREE
REPLACEMENT", of these Special Provisions.
The unit price paid for replacing trees shall include full
payment for all work i nvo lved in furni shi ng and pl anti ng new
trees.
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10-1.03 REPLACEMENT OF TURF -- Defective turf shall be
removed and replaced wi th sod. The sod shall be of the same
type of turf removed and shall be installed as directed by the
Supervisor.
The unit price paid for replacing turf shall include all
items of work involved in removing and placing sod.
10-1.04 REPLACEMENT OF SHRUBS -- Rep 1 acement of shrubs
sha 11 be done in accordance wi th Secti on 9-1.05, "PLANTS", of
these Special Provisions.
The unit price paid for replacing shrubs shall include all
items of work involved in removing and planting shrubs.
10-1.05 'REPLACEMENT OF GROUND COVER -- Replacement of
ground cover sha 11 be done in accordance wi th Secti on 9-1. 05,
"PLANTS", of these Special Provisions.
The unit price paid for replacing ground cover shall include
all work involved in removing and planting ground cover.
10-1.06 REPLACEMENT OF SPRINKLER HEADS -- Replacement
of the various types of sprinkler heads shall be accomplished
as directed by the Supervisor. New sprinkler heads shall be
the same type, size and brand as the one to be replaced.
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The unit price paid for replacing sprinkler heads shall
include all items of work (including necessary repairs and/or
replacement of piping) involved in restoring a sprinkler to
full operation.
AMENDMENTS TO
May 12, 1989
Page 4
SPE~AL PROVISIONS A.D. (956 &C)68l
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10-1.01 WEED ABATEMENT -- Weed abatement shall be done on
the unimproved easements for landscaping along the East side
of San Timoteo Channel. from Route 1-10 Freeway to Hospitality
Lane. and along both sides of Gage Canal. from Route 1-10
Freeway to Carnegie Street.
These undeveloped areas shall be treated with Round-Up per
manufacturer I s 1 abel. and weed growth removed above 4.. for
erosion control. Said areas are to be maintained as such for
duration of contract. Trash and litter shall be removed on a
daily basis.
The unit price paid per square foot shall include spraying
wi th Round-Up as needed. tri mmi ng weed growth above 4. and
removing trash and litter.
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(SCHEDULE 1)
BID SCHEDULE
PLAN NO. 673B-A (1988 89) (1989-90)
DESCRIPTION OF ITEMS WlTHUNlT
UNIT PRICE WRITTEN IN WORDS PRICE TOTAl
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PAGE 1
ITEM QUANTITY
1. 1
(13,160 sq.ft.~)
UNIT
L.S.
Lawns shall be mowed, edged,
fertilized, renovated, aeri-
fied & maintained in a healthy
growing condition free from
weeds, pests, fungus and any
foreign matter, including
maintenance of the irrigation
system, as outlined in the
attached specifications at the
lump sum price of
L.S.
;; 3)83/f
.3,~d
. ~~~.e '{;iE:~~'"
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TOTAL BID (SCHEDULE 1) $
(5..jJ ^C>
~0C971.3834-~
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(SCHEDULE 2)
BID SCHEDULE
PLAN NO. 6244 (leBa 83) (1989-90)
DESCRIPTION OF ITEMS WITH
UNIT PRICE WRITTEN IN WORKS
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PAGE 2
ITEM QUANT ITY
1. 1
(325,980 Sq.ft.~l
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UN IT
PRICE
TOTAL
UN IT
l.S.
L.S.
Lawns shall be mowed, edged,
fertilized, renovated, aeri-
fied & maintained in a healthy
growing condition free from
weeds, pests, fungus and any
foreign matter, including
maintenance of the irrigation
system, as outlined in the
attached specifications at the
lump um price of
- ,
~ 00
n+3.oo4 -
4'r ~K:~:
.;1_ F.cJ'<' Oc>>/~r!r
2. 1 L.S.
(181,490 sq.ft.~)
,0
3.
1
L.S.
:0
Plants, shrubs and groundcover L.S.
shall be pruned, trimmed and
shaped to ornamental beauty,
free from insects and fungus.
Planter beds shall be well
raked and cultivated free
from weeds, grass and any
foreign matter. All plant
material shall be maintained
in a healthy and vigorous state,
including maintenance of the
irrigation system, as outlined
in the attached specifications
at the lump sum price of .ll. 00
'If 18,1038~
~. . I R ' C;'
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).~,J..:::.~' ~o'J"""'V1A .!'HIt..
l-\u~c\red \'n,...~ 8iSM'Oo\\a.~
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Maintenance and pruning of L.S.
Trees, at the lump sum price
of
&i_t!~;:=~~~,t~
-It 3.515~
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ITEM QUANTITY
(SCHEDULE 2) CDlT'D
BID SCHEDULE
PLAN NO. 6244 (1988 M) (1989-90)
DESCRIPTION OF ITEMS WITH
UNIT PRICE WRITTEN IN WORDS
TOTAL
UN IT
PRICE
EACH
UN IT
4.
10
EACH
Replacement of Trees, in
kind, at a price each of
, ~ E \
I P-CJ~~ . ~;~ ~~~\\~
It) (
~ ~
* +3.0 "4-30
TOTAL BID (SCHEDULE 2) $ ~ I ~~
* ~S) II e 0
TOTAL CONTRACT BID (SCHEDULES 1 AND 2) $ ~O_
t 68)9-4-~ 00_
IOTES:
The unit price must be written in words and al so shown in figures. Th
total price must be extended for each item of work and the total of al
items inserted in the space provided.
Tbe con~ract will be awarded only for ~be ~otal a9grega~e bid fa
Scbedules 1 and 2.
Tbe provisions contained in Section 3-2. .Cbanges Initiated by th-
Agency.. of tbe Standard Spec1f1ca~1ons shall not apply to Replace.en
of Trees. and no adj~st.ent shall. tberefore. be made in the contrac
unit price for increased or decreased qua.t1t1es of Tree Replace.ent.
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UNIT
QUANTITY
1.
5
2.
500
o.
10
4 .
3
5 .
20
6.
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PRICE SCHEDULE
(SCHEDULE 1)
SUPPLEMENTAL ITEMS OF WORK
PLAN NO. 6738-A (1989-90)
A.D. NO. 968
UN IT
EACH
FT. SQ.
EACH
FLAT
EACH
EACH
DESCRIPTION OF ITEMS WITH UNIT
UNIT PRICE WRITTEN IN WORDS PRICE TOTAL
Replacement of Trees, in
kind, at .&
Fo~,"j"Wl.!!. C!.. Oo\\~ "4300.". 2./5 ~
per EACH
Replacement of Turf. in
kind. at a unit price of___
CJn~ O~UalC- ~/Ul
per SQ.FT.
J6sooU
Replacement of Shrubs, in
kind, at
""'uJl!.._~ "Ce\\ :l.'l"'"
feou ., eoou.
per EACH
Replacement of Ground Cover.
in kind, at a unit price of *
Tu}'-..V\.""'< ~\\A2.'('~ eot.!!-
tJ602e
per FLAT
I, e. ~ l' esa ()t!)
Replacement of Impact Type
Sprinkler Heads at
~\lI..bt- T"1o\\~'C'~ "100.12 It 126~
per EACH
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PRICE SCHEDULE
(SCHEDULE 1)
SUPPLEMENTAL ITEMS OF WORK
PLAN NO. 6738-A (1989-90)
A.D. NO. 968
UNIT
QUANTITY
DESCRIPTION OF ITEMS WITH
UNIT UNIT PRICE WRITTEN IN WORDS
UNIT
PRICE
TOTAL
7 .
4
EACH
Replacement of Rotor Type
Sprinkler heads at
'T"UJ~~ ~"'ft...~
12~ P 8() !!!..
per EACH
TOTAL SUPPLEMENTAL ITEMS OF WORK (Schedule 1)
$ . ')4-Z5. 00
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0 PRICE SCHEDULE 0 --
(SCHEDULE 2)
0 SUPPLEMENTAL ITEMS OF WORK
PLAN NO. 6244 (1989-90)
A.D. NO. 956
DESCRIPTION OF ITEMS WITH UNIT
UN IT QUAIn ITY UN IT UNIT PRICE WRITTEN IN 1I0RDS PRICE TOTAL
1.
1
(111,000 SQ.FT. +/-)
L . S .
Additional Lawn Maintenance in
accordance with Bid Item No.
1 of Bid Schedule 2 for A.D.
956 at the LUMP SUM prlce of
n.iJ1"IIs Tb" "~~ 5 CN'M!.Y\ .
~Y\~I~ ~J)(. .,.... Po\\~
L . S .
fl12, 763 .00
tl'le} 'T~~ 9It
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PRICE SCHEDULE
(SCHEDULE 2)
SUPPLEMENTAL ITEMS OF WORK
PLAN NO. 6244 (1989-90)
A.D. NO. 956
UN IT
QUANTITY
UN IT
DESCRIPTION OF ITEMS WITH
UNIT PRICE WRITTEN IN WORDS
UNIT
PRICE
TOTAL
5 .
15,668
SQ.FT.
Weed Abatement on Unimproved
Landscape Easements, at a
unit price of
* . or:)
~O. /08 IJ"2-
per SQ.FT.
TOTAL SUPPLEMENTAL ITEMS OF WORK (Schedule 2)
TOTAL SUPPLEMENTAL ITEMS OF WORK (Schedules 1 & 2)
$
$
/5.20.'5,00
.
16,630. 00
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NOTES:
The provlslons contained in Section 3-2, 'Changes Initiated
by the Agency", of the Standard Specifications shall not apply
to Supplemental Items of Work, and no adjustment shall, therefore,
be made in the contract unit price for increased or decreased
quantities of Supplemental Work.
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