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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: James Funk, Director
Subject: Resolution awarding contract to
TruGreen LandCare for vine trimming at
the San Bernardino Santa Fe Depot.
Dept: Development Services
Date: August 9, 2001
File: 6.7178 MCC Date: 8/20/01
Synopsis of Previous Council Action:
02/15/99 Authorized an amendment to the Cooperative Agreement with SANBAG and the Economic
Development Agency to include City as owner for restoration of the Santa Fe Depot and the Commuter Rail
Station
06/07/99 Agreement for Professional Services awarded to Architect Milford Wayne Donaldson, FAIA, Inc., to
prepare preliminary plans, specifications, and estimates for the rehabilitation, seismic retrofit, and adaptive reuse
of the Santa Fe Depot.
03/06/00 Approval of the Rehabilitation and Adaptive Reuse Plan for the San Bernardino Santa Fe Depot.
10/20/00 Agreement for Professional Environmental Inspection Services approved with Earth Tech for providing
inspection of hazardous waste removal at the San Bernardino Santa Fe Depot.
11/20100 Adopted Resolution awarding contract to Milford Wayne Donaldson, FAIA, Inc., for preparation of
final plans, specifications and estimate for renovation and retrofit of the San Bernardino Santa Fe Depot
6/18/01 Approved Amendment No. 1 to Agreement with Milford Wayne Donaldson, FAIA, Inc. for preparation
of final plans, specifications and estimate for renovation and retrofit of the San Bernardino Santa Fe Depot
Recommended Motion:
Adopt Resolution
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Contact person: Ronald Blymiller
Supporting data attached: Staff Reoort. Reso. ) . Reoort of Bids
Phone:
5167
1
Ward:
FUNDING REQUIREMENTS:
Amount:
$69 000.00
Source: (Acct. No.) 123-558-5504-7178
Acct.
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Finance: ~~../I ttiA ex-
,
Council Notes:
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Agenda Item No. ~
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CITY OF SAN BERNARDINO - REOUEST FOR COUNCIL ACTION
Staff Report
Subiect:
Resolution awarding contract to TruGreen LandCare for vine trimming at the San Bernardino
Santa Fe Depot.
Backl!round:
As part of the renovation and retrofit to the exterior of the existing San Bernardino Santa
Bernardino Santa Fe Depot, the overgrown vines at the north, east, and west sides of the
building need to be trinnned back in order to expose the exterior wall. These vines need to be
trimmed very carefully since they are part of the historic fabric of the Depot.
This task will involve trimming existing vines to approximate heights above the arches without
damaging the existing exterior wall and roof.
Preliminary cost estimates were difficult to acquire for this project and only a verbal cost
estimate could be obtained from one of the landscape contractors lacking any information on
the stability of the roof.
Plans and specifications for this project are complete and it is ready to be awarded. The
estimated project costs are as follows:
Construction Estimate $58,432.00
Continl!encies $ 5,284.00
Desil!n, Insnection, and Contract Administration $ 5,284.00
Total $69,000.00
This project was advertised in The Sun newspaper, on the City's web site, and with the
Chamber of Commerce. Four firms attended the pre-bid job walk but only one firm,
TruGreen LandCare of Monrovia, submitted a bid. The amount of that bid was $58,432.00
Financial ImDact:
All costs incurred for this project will be charged to Account No. 123-558-5504-7178
(Restoration of the San Bernardino Santa Fe Depot). Funding for this project will be
reimbursed through the $1,371,746.00 in Federal Transportation Funds awarded, except for
the local match requirements. The City received $168,926.00 from SANBAG on July 6, 1999
as local match funds for this project.
Recommendation:
Adopt Resolution.
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RESOLUTION NO.
RESOLUTION OF THE CITY OF SAN BERNARDINO AWARDING A
CONTRACT TO TRUGREEN LANDCARE FOR VINE TRIMMING AT THE SAN
BERNARDINO SANTA FE DEPOT
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. TRUGREEN LANDCARE is the lowest responsible bidder for vine
trimming at the San Bernardino Santa Fe Depot. A contract is awarded accordingly to said
bidder in a total amount not to exceed $58,432.00, with a contingency amount of $5,284.00,
but such award shall be effective only upon being fully executed by both parties. All other
proposals, therefore, are hereby rejected. The Mayor is hereby authorized and directed to
execute said Contract on behalf of the City; a copy of the Contract is on file in the office of the
City Clerk and incorporated herein by reference as fully as though set forth at length.
15 SECTION 2. This Contract shall not take effect until the Contract is fully signed and
16 executed by the parties, and no party shall be obligated hereunder until the time of such full
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execution.
No oral agreements, amendments, modifications or waivers are intended or
authorized and shall not be implied from any act or course of conduct of any party.
SECTION 3. This resolution is rescinded if the parties to the contract fail to execute it
within sixty (60) days of the passage of the resolution.
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RESOLUTION. . . AWARDING A CONTRACT TO TRUGREEN LANDCARE, FOR
VINE TRIMMING AT THE SAN BERNARDINO SANTA FE DEPOT
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
, 2000, by the following vote, to-wit:
Council Members:
AYES
NAYS
ABSTAIN
ABSENT
8 ESTRADA
9 LIEN
10 MC GINNIS
11 SCHNETZ
12 SUAREZ
13
ANDERSON
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MC CAMMACK
Rachel Clark, City Clerk
The foregoing resolution is hereby approved this
day of
2001.
Judith Valles, Mayor
City of San Bernardino
Approved as to form
and legal content:
James F. Penman
City Attorney
By:L+~L
o
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CITY OF SAN BERNARDINO
Interoffice Memorandum
CITY CLERK'S OFFICE
Records and Information Management (RIM) Program
DATE:
August 24,2001
TO:
Leslie Crawford, Engineering Assistant I
FROM:
Michelle Taylor, Senior Secretary
RE:
Transmitting Documents for Signature - Resolution 2001-258
I am providing you with one certified copy of Resolution 2001-258 and four (4) original bound
contracts. Please obtain signatures where indicated and return one fully executed original
contract to the City Clerk's office as soon as possible.
Please be advised that the resolution and contract will be null and void if not executed
within 60 days, or by October 19, 2001.
If you have any questions, please do not hesitate to contact me at ext. 3206. Thank you.
Date:
Please sign and return.
.
CITY OF SAN BERNARDINO
Interoffice Memorandum
CITY CLERK'S OFFICE
Records and Information Management (RIM) Program
DATE:
October 9, 2001
TO:
Leslie Crawford, Engineering Assistant I
FROM:
Michelle Taylor, Senior Secretary
RE:
Resolution 2001-258 - TruGreen LandCare
Our office has not received the executed contract with TruGreen LandCare for vine trimming at
the San Bernardino Santa Fe Depot, which was approved at the Mayor and Common Council
meeting held on August 20, 2001.
Please forward the executed contract to the City Clerk's office, to my attention; otherwise,
please submit a memo detailing its status.
Note: The resolution and agreement will be null and void if not executed by October 19,2001.
If you have any questions, please call me at ext. 3206.
.
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** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): I{~ dO-O \ Item #
Vote: Ayes i I LJ - 'I Nays-G-
Change to motion to amend original documents:
1 "i; Resolution #
Abstain .py
260 \ - .}S'2:
Absent :;){ ~'3
Reso. # On Attachments: ~ Contract term: -
Note on Resolution of Attachment stored separately: ~
Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY
NullNoid After: I.t,o DAf:' / \0-1'1-0\
By: -
Date Sent to Mayor: 'Is - d d - 0 \
Date of Mayor's Signature: 8"-Z3-01
Date of ClerklCDC Signature: li"- Z?,- C', I
Reso. Log Updated: ~
Seal Impressed: -----
Date MemolLetter Sent for Signature:
60 Day Reminder Letter Sent on ~ day:
90 Day Reminder Letter Sent on 45th day:
X--d'\~a\
16-'1-() I
See Attached: ,../"' Date Returned:
See Attached: .L
See Attached:
CHq-0 \
Request for Council Action & StatfReport 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):
Yes ./ No By
Yes No ----L- By
Yes No --L- By
Yes No V By
Yes NO?
Copies Distributed to:
City Attorney ,,/
Parks & Rec.
Code Compliance
Dev. Services /
EDA
Finance ,.-/" MIS
Others: lESUE- Ci2f'0.',h'9.n CCEFTJ
Police
Public Services
Water
Notes:
BEFORE FILING. REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term. etc.l
Ready to File: ()'j-("
Date: I C)-I \--{) \
Revised 01112/01