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II
CITY OF SAN BER&DINO -REQUESTN~RCOU~IL ACTION
Oom:
Dept:
Date:
Approval of Contract Change Order
ROGER G. HARDGRAVE REC'O.-ADMIN. Sidjlct: No. 3 --Maintenance of Land-
scaping at Central City Mall,
Public Works/Engineer_ JJN -7 P/.\ 2: 30 City Hall, Central City Parkinrr
Dist. Lots 1, 2 & 3, Central City
5-26-89 West & Various other Facili tiP.5
Synopsis of Previous Council action:
08-05-85 Resolution No. 85-315 adopted awarding a contract to
Toyo Landscaping Co. for the low bid price of $71,760.00.
06-02-86 -- Resolution No. 86-211 adopted awarding contract to
J & R Landscaping Maintenance Co. for the low bid price
of $76,500.00.
06-01-87
Resolution No. 87-181 adopted awarding a contract to
Mentone Turf Supply for the bid price of $87,600.00.
06-06-88 -- Resolution No. 88-180 adopted awarding a contract to
Mentone Turf Supply for the low bid price of $94,000.
Recommended motion:
o
That Change Order No. 3 to the contract with Mentone Turf Supply,
for maintenance of landscaping at Central City Mall, City Hall,
Central City Parking District Lots No.1, 2 & 3, Central City West
and various other facilities, in accordance with Plan No. 6738
(1989-90), be approved; to extend the contract for a period of one
year, adjust the Basic Bid prices by 6.5% , incorporate Supplemental
Items of Work and Amendments to Special Provisions into the
contract, for an estimated increase in contract of
$15,551.00, from $94,000.00 to $109,551.00.
cc:
(See below)
Contact person: Roqer G. Hardqrave
Contract Change Order No. 3
Supporting data attached: Staff Report
Phone:
5025
Ward:
1 & 3
Amount: $15,551
001-328-53110 124-233-53110 110-352-
Source: (Acct. No.) 53110; 001-J2~-" 3110. 001-32 ~-" 3110,
105-471-53110
(Acct. DescriPtion) . LandroD:~nance
Finance: ( a-
FUNDING REQUIREMENTS:
cc:
,.....
.,-,
Jim Robbins
Andy Green
Debi Biggs
Jim Richardson
Annie Ramos
Wayne Overstreet
-,,,,_n?h"
A.nonnlll I....a."" l\1^
,4
CITY OF SAN BEIiN~DINO - REQUEST F~ COUNCIL ACTION
c
STAFF REPORT
Page
1
of
2
The contract documents provide that the contract may be
extended for up to two (2) one-year periods, by mutual consent of
the City and Contractor. Also, that any extension be based upon
the cost of living increases.
Contract Change Order No. Three extends the term of the
contract for a one-year period, from 7-1-89 to 6-30-90, and in-
creases the unit bid 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 contract as the Basic Bid. Non-repetitive work, such as
replacement of trees, ground cover and sprinkler heads, was not
included in the bid schedule. This means that these items now
must be done by change order.
o
Certain types of plant material need to be replaced every
5 - 6 years. Some plants are removed or damaged by vandalism. A
schedule, of supplemental items of work, is incorporated into the
contract by Change Order No. Three. The estimated cost of the
Supplemental Items of Work is $9,440. However, these items of
work will only be done as directed by the Supervisor from the
Department of Parks, Recreation and Community Services and the
Director of Public Works. Therefore, the actual cost should be
somewhat less than the estimated amount of $9,440.
various amendments to the special provisions are also
incorporated into the contract by Change Order No. Three.
Listed below is an estimate of the total Basic Bid cost,
based upon the adjusted prices for 1989-90:
MAINTENANCE CONTRACT
Original Adjusted Con-
BASIC Contract tract Prices
BID ITEM DESCRIPTION Prices for 1989-90
I. Central City Mall-Exterior $16,800 $ 17,892
2. Parking District Lot #1 2,300 2,450
3. Parking District Lot #2 2,300 2,450
4. Parking District Lot #3 2,600 2,769
5. City Hall 19,000 20,235
6. Central City West 7,000 7,455
7. Central City Mall-Interior 7,000 7,455
8. Animal Shelter' 1,200 1,278
9. liEn Street Median 2,000 2,130
10. Second Street Median 2,000 2,130
II. "E" Street Beautification 1,200 1,278
12. Central Library 12,000 12,780
0 13. Third & Fourth Street Median 1,200 1,278
14. Police 1,400 1,491
I 15. Senior Citizen's Center 4,000 4,260
16. Sturges Auditorium 12,000 12,780
I TOTAL CONTRACT PRICE $ 94,000 $100,111
I 5-26-89
75-0264
Il J
CITY OF SAN BERNQ.DINO - REQUEST .... COUNCIL ACTION
c
STAFF REPORT
Page 2 of 2
Following is a tabulation of the contract item prices and
amounts included in the proposed 1989-90 Budget to finance these
costs.
2 Parking Dist. Lot 110-352-53110 $
#1
3 Parking Dist. Lot
#2
4 Parking Dist. Lot
#3
14 Police Department
ITEM
NO.
-r
7
DESCRIPTION
Central City Mall
Ext.
Central City Mall
Int.
"E" Street Me~ian
Second Street Median
"E" St. Beauti-
fication
3rd & 4th St. Median
9
10
11
13
o
5 City Hall
6 Central City West
8 Animal Shelter
12 Central Library
15 Sr. Citizens Ctr.
16 Sturges Audi
torium
ACCT.
NO.
001-323-53110
SUB-TOTAL
SUB-TOTAL $
001-322-53110
001-328-53110
124-233-53310
105-471-53110
001-387-53110
001-389-53110
TOTALS
ADJUSTED
CONTRACT
PRICE -89-90
$ 17,892
RECOMMENDED
BUDGET
1989-90
7,455
2,130
2,130
1,278
1,278
$ 32,163
$ 70,892
2,450
2,450
2,769
1,491
9,160
$ 19,155
$ 20,235
$ 7,455
$ 1,278
$ 12,780
$ 4,260
$ 12,780
$100,111
$ 47,880
$ 6,048
$ 7,638
$ 19,615
$ 5,123
$ 15,300
$191,651
Contract monitoring will be provided by the Department of
Parks, Recreation and Community Services. Their costs will be
added to the contract prices listed above.
Some adjustments may be needed in the proposed budget
amounts to reflect the actual low bid prices.
We recommend that Contract Change Order No. Three be approved.
COMMENT: The contract is increased from the base bid of $94,000 to $109,551,
as outlined below:
Supplemental Items of Work (Change Order No.3)
Amendments to Special Provisions (+6.5% cost of living increase)
Contract Price Increase
~~~~1b _
~~v Citv AdminiRtr~tnr - n~u~lnnm~n'
c
15-0264
$ 9,440
6,111
$15,551
~':'"I"'17;"'C>~
o
o
droject:
Plan No.
MAINTENANCE OF LANDSCAPING IN PARKING LOTS
FOR CENTRAL CITY MALL & VARIOUS CITY AREAS
6735
Date:
May 15, 1989
File No.6. 51-4
ENGINEERING DIVISION
DEPARTMENT OF PUBLIC WORKS
CITY OF SAN BERNARDINO, CALIFORNIA
CONTRACT CHANGE ORDER NO. THREE
(Change necessitated because of field conditions)
TO: Mentone Turf Supply
P.O. Box 592
Mentone, CA 92359
Gentlemen:
O The terms and provisions of the contract documents are hereby amended as
011 ows:
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 6.50%, 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 Work, for
1989-90, is hereby incorporated into and made a part of the
contract documents, at an estimated increase in the annual contract
cost of $9,440.00.
4. The Amendments to Special Provisions No. 6735, for Maintenance of
Landscaping in Parking Lots for Central Ci ty MaJ.l and Various
City Areas, are hereby incorporated into and made a part of the
contract documents.
o
o
o
o Project:
Plan No.
MAINTENANCE OF LANDSCAPING IN PARKING LOTS
FOR CENTRAL CITY MALL & VARIOUS CITY AREAS
6735
Date: May 15. 1989
FileNo. 6.51-4
ENGINEERING DIVISION
DEPARTMENT OF PUBLIC WORKS
CITY OF SAN BERNARDINO. CALIFORNIA
CONTRACT CHANGE ORDER NO. THREE
(Change necessitated because of field conditions)
Total extra work cost added to contract .............................$
15.551.00
94,000.00
109,551. 00
o
Previous Contract Price.............................................$
o Amended Cost Pri ce .................................................. $
Additional time to complete contract due to change order ............
CONTRACTOR:
CITY OF SAN BERNARDINO:
Accept!!
By:
Approved
By:
ROGER G. HARDGRAVE Date
Director of Public Works/City Engineer
Title: b(.l.l/J~
Licensed in accordance with an Act
providing for the registration of
Contractors, License No: ~
Classification: ~
Approved
By:
JIM ROBBINS
Acting City Administrator
Date
o
-2-
o
o
o
AMENDMENTS
TO SPECIAL PROVISIONS NO. 6735
FOR MAINTENANCE OF LANDSCAPING IN PARKING LOTS FOR
CENTRAL CITY MALL AND VARIOUS OTHER AREAS
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:
o
Proposal Form Page
Page SP-1, paragraph 1-1.01
Page SP-1, paragraph 1-1.02, and
Article I of the Agreement
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:
o
5-1.07 DISCRIMINATION/AFFIRMATIVE ACTION CLAUSE
Contractor hereby certifies that it will not discriminate
against any employee or applicant for employment because of
race, color, religion, sex, martial status or national origin.
o
o
o
AMENDMENTS TO SPECIAL PROVISIONS NO. 6735
May 16, 1989
Page 2
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
sha 11 not excl ude from parti ci pati on under thi s 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 fail ure anYWhere
within the contract area shall constitute grounds for termin-
ation of the contract..
Section 6-1.08, "MONTHLY EVALUATIONS," is amended by
c:> addition of the following:
Weekly reports may constitute the monthly evaluation based
upon the Supervisor's discretion.
The fourth paragraph of Section 9-1.10 (Al, "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 Section 3-3,
"EXTRA WORK", of the Standard Specifications.
Section ]-2.01 "MAINTENANCE SCHEDULE", is hereby amended
to read as follows:
Change .Spraying for. Pre-emergency., to Spraying for
Pre-emergent. Also at bottom of Maintenance Schedule add the
following: .Spraying For Broadleaf Weeds - Quarterly.
Under "INTERIOR PLANT MAINTENANCE", add the following:
.Planter Cleaning - Daily prior to 10:00 a.m."
o
o
AMENDMENTS TO SPECIAL PROVISIONS NO. 6735
May 16, 1989
Page 3
o
o
Section 9-1.06, "WEED CONTROL", amend the second to last
sentence to read as follows:
Over and above daHy and routine weed control, complete
removal of all weeds shall be accomplished one (Ij time
each month.
Section 9-1.08, "REPLACEMENT OF PLANT MATERIAL", the third
paragraph is hereby amended to read as follows:
The flower beds in:
"E" Street Median.
In front of the East end of City Hall.
In front of main Police Station on 4th Street.
The raised circular planter in front of the Main
Li brary.
Around the War Memorial at the Main Library.
Sturges Aduitorium in front of the main entry and the
raised palm tree planter.
4th Street entry to Central City Mall and to J. C.
Penney's in the tree wells.
2nd Street at City Monument, shall be replanted in
accordance wi th the foll owi ng schedul es and type of
color plants:
Change all annual color spacing to 10" apart.
Section 9-1.09, "TURF GRASS MOWING", Subsection "0", "TURF
GRASS RENOVATION", is amended to read as follows: ~dd at the
end of the first paragraph:
1.
2.
3.
4.
o
5.
6.
7.
8.
"Depth of thatch removed shall be to the dirt. The
Supervisor shall be present at start of renovation for
vi sua 1 i nspecti on and approva 1 pri or to conti nuati on of
renovation.
Secti on 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.
10-1.02 REPLACEMENT OF TREES -- Replacement of trees
shall be done in accordance with Section 9-1,08, "TREE
REPLACEMENT", of these Special Provisions.
o
o
AMENDMENTS TO
May 16, 1989
Page 4
o
SPECIAL PROVISIONS NO. 6735
o
The unit price paid for replacing trees shall include full
payment for all work involved in furni shi ng and pl anti ng new
trees.
10-1.03 REPLACEMENT OF TURF -- Defective turf shall be
removed and replaced with sod. The sod shall be of the salle
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.
o
10-1.04 REPLACEMENT OF SHRUBS -- Replacnent of shrubs
shall be dOhe in accordance with Section 9-1.0B. .PLANTS.. of
these Special Provisions.
The unit price paid for replacing shrubs shall include all
items of work involved in relloving and planting shrubs.
10-1.05 .REPLACEMENT OF GROUND COYER. -- Replacement of
ground cover sha 11 be done in accordance wi th Secti Oil 9-1. OB.
.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
di rected by the Supervi sor. New spri nk 1 er heads shall be the
same type. size and brand as the one to be replaced.
The unit price paid for replacing sprinkler heads shall
include all items of work. (including necessary repairs and/or
rep lacement of pi pi ng) involved in restori ng a spri nk 1 er to
full operation.
o
o
PLAN
o
ITEM QUANTtTY
UNIT
1.
1
L . S .
BID SCHEDULE
198' -90
NO. 6735 Cigaa 8g~
o
UNIT
PRICE
TOTAL
BASIC 31:>
UNIT PRICE WRITTEN IN WORDS
The maintenance of landscaping
and irrigation in the parking
lots for Central City Mall. at
the lu p su price of
~.\')~~e....
LoS.
~
4f '7,89c.~
o
2 .
LoS.
.
The maintenance of landscaping
and irrigation in Central City
Parking District Lot. No.1,
at the lump sum price of
LoS .
""*' <2 ';~6
.i.. De>
.'tt' 2,4-50-
30
L.S.
The maintenance of landscaping
and irrigation in Central City
Parking District Lot No.2, at
the lump um ric of
LoS.
"*' '2: ~/le
ilt 2) ~So~
""
~
0 BID SCHEDULE 0
198'~90
PLAN NO. 7635 (Ue8 89)
0 BASIC BID
UNIT
ITEM QUANTITY UNIT UNIT PRICE WRITTEN IN WORDS PRICE TOTAL
4. 1 L. S. The maintenance ofhndscaping L. S. -4tfpO~
and irrigation in Central City
Parking District Lot No.3, at * el 7~' e.e
th lump um pr; e of
.
":'O.\."c;a.~
5. 1 L . S . The maintenance of landscaping L.S.
and irrigation in areas adjacent ~
to City Hall, at the lU~ sum
~ co,ea5~
g~~F~;. ..
~"lI:L"'- ~
0
5. 1 L.S. The maintenance of landscaping L. S.
in Central City West, at the ~1""6'
s~~~~
~ eel
7)455-
~~ . .
~ It> \.'- 'D.~C!.
,
I.
1
.
L . S .
The maintenance of landscaping
and irrigation inside the Central
City Mal" at e lump s m price
of
L . S .
~18.9.9 -
..I:t. ~eI
1'1' ~4S5-
~~~':)~
o
1
t
I
,
o
o
BID SCHEDULE
1989-90
NO. 6735 (1988 89)
BASIC BID
UNIT PRICE WRITTEN IN WORDS
o
PLAN
ITEM
..:---
8.
QUANTITY
1
UNIT
L . S .
The maintenance of landscaping
and irrigation in areas adjaCent
to the Animal Shelter. at the
lum su pri e f
"'Oe\\._~
UNIT
PRICE
TOTAL
L.S.
~
t '1'2.7e ~
-
9.
1
L . S .
The maintenance of landscaping
and irrigation in "E" Street
Median~~t t~ lump s~
of ""1"..,..~
o
""u.JO "",,,.,...~ O~& v..u",~
~-..~~ ~.,\..,,~
,
L. S.
.Jt;> ~696
M... ""
'1( 2,r3C-
10.
1
L . S .
The maintenance of landscaping
and irrigation in Second Street
Med~ at ...ue lumPAs~
of "1ML ~LJ1.
~~..4:ttcJp:~V1': ~Il~
L. S.
~ <J,ses--
~ ~D
.."..- 2,\30-
,.
.,.
1
L . S .
L . S .
~ \~9B
~ tJ"
'1'[ 1/2.'78-
c
f
,
,-
v
J1!!!--
12.
QUANTITY
1
UNIT
L.S.
Jill
c:> BID SCHEDULE
"89-90
PLAN NO. 6735 (1988 89)
BASIC BID
o
UNIT PRICE WRITTEN IN WORDS
UNIT PRICE TOTAL
L.S.
The maintenance of landscaping
and irrigation at Central library,
at the l.ump sum price of ~
~~ n.~~::r~- ".'^
~oL,^~,.;;"."Q" G,S~ n..~a.\f'''''
il~~~e-
.~ o.
't1 \e)'~O-
---
L.S.
1~11>8 9
. IZ78~
~
13.
1
L.S.
The maintenance of landscaping and
irrigation in Third Street and
Fourth Street Median, at the lump
sum price 0
Cl
1
L.S.
L.S.
~
'* '.'t'} I ~
The maintenance of landscaping and
irrigation at Police Department,
at the lum sum price f
~_\.\. 'i:Z.""4
15.
1
L.S.
L.S.
~
~ 4-;e"o ~
. )
The maintenance of landscaping and
irrigation system at Senior Citizen
Center, at the lump sum price of
;::;;...... """"0... ~ AZ.N"\ ~ 'T" uI 0
I,\",,,^ ~__~ F.uc"+'i "tl..I.\:::l.~
16.
1
L.S.
o
L.S.
"~eQ
*1~)'7<90~
TOTAL BASIC BID $ -Jf1-, vaD
.4!6. J.f'V\. II J. a 0
o
UNIT
1.
2.
o 3.
4.
5.
o
6.
QUANTITY
10
2,000
2,000
20
20
5
o
PRICE SCHEOULE
o
SUPPLEMENTAL ITEMS OF WORK
PLAN NO. 6735 (1989-90)
UNIT
EACH
SQ.FT .
SQ.FT .
EACH
EACH
FLATS
OESCRIPTION OF ITEMS WITH
UNIT PRICE WRITTEN IN WOROS
Replacement of Trees. in
kind. at
~~:.!'~"d-.A
per EACH
UNIT
PRICE
TOTAL
.#1 0" 11. 00
71 4-00- 'r +,000-
Replacement of Sodded Turf,
in kind. at a unit price of
, F~Fl-r C&~ ~O.60
per SQ. FT .
II IJOOO!L
Replacement of Seeded Turf.
in kind, at a unit tice of I/.
-ELft.....~A t::~ ~ 1'.
C.15
per SQ.FT.
Replacement of Shrubs,
interior, in kind, at
F.,...\-,,\ F\v~ n..\\llL.,..,.
per EACH
Replacement of Shrubs,
exterior, in kind. at
T1tJr-J.~ F': ~ 00 \\..u...~
per EACH
~ .3ao~
" 4-5 ~ ~ 9()Oo,
11.35 ~ # 7t:Jd !!.
Replacement of Ground Cover.
in kind, at a unit price of
IUJ"""tbr D...\\~~ 'Z.OgSl 11'/00 00_
per FLAT
.'
o
UNIT
7 .
'0
o
QUANTITY
UNIT
-
o
PRICE SCHEDULE
SUPPLEMENTAL ITEMS OF WORK
PLAN NO. 6735 (1989-90)
DESCRIPTION OF ITEMS WITH
UNIT PRICE WRITTEN IN WORDS
UNIT
PRICE
TOTAL
50
EACH
Replacement of Turf-Rotor
Impact Sprinklers. in kind.
at Il. d
Ti""~"r1 ~"5"'+ l:)",\\~ "'28
.4t DO
""T ~40()--
8.
50
EACH
per EACH
Replacement of Shrub Pop-Up
Type Sprinklers. in kind.
at
rulplve. p..\\.;1.'C''!2
~ oel
12.
II GOO~
9 .
20
FLAT
per EACH
Replacement of Plant Material
in Four Additional Flower
Beds. at a unit price of
TiJ)~+1 TuJn "D",\\a~ - #ee. eel. l14-4dgE
per FLAT
I
, """"
V
TOTAL SUPPLEMENTAL ITEMS OF WORK
$ 9. 4-4-0, 00