HomeMy WebLinkAbout25- Public Works File No. 2 . 13 0
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From : ROGER G. HARDGRAVE, Director Subject: Default of Contract and Award to 2nd Highest
Bidder--- Contract for Landscape Maintenance
Dept Public Works / Engineering Within Assessment District No. 959 (Shandin
Date : October 23, 1996
ORIGINAL Hills Area)
Synopsis of Previous Council Action:
11-14-94 -- Resolution No. 94-358 was adopted, authorizing and directing the Director of Public
Works/City Engineer to administratively award a landscape maintenance contract to the
next lowest responsible bidder in the case of a default of existing contractor.
01-08-96 -- Resolution No. 96-4 was adopted, awarding a contract to Toyo Landscaping Company for
the maintenance of landscaping in Assessment District No. 959.
07-15-96 -- Resolution No. 96-227 was adopted confirming the 1996/97 assessment roll for costs
incurred in 1995
Recommended Motion
That the report from the Director of Public Works/City Engineer, relative to the termination of a
contract with Toyo Landscaping Company for the maintenance of landscaping in Assessment District
No. 959 (Shandin Hills Area) and the awarding of a contract to Desert Green, Inc. for the remainder of
the;contract term be received and filed pursuant to Resolution No. 94-358.
cc: Shauna Clark, City Administrator
Jim Penman, City Attorney
Barbara Pachon, Dir. of Finance Signature
Contact person: Les Fogassy Phone: 5026
Supporting data attached: Staff Report, Map, Copies of Letters Ward: 5
FUNDING REQUIREMENTS: Amount: $15,190.13 (Assessment District No. 959 - Prorated Contract Amt)
Source: (Acct. No.) 254-631-5505
(Acct. Description) Assessment District No. 959 - Shandin Hills
Area
Finance, ��^
11"q 9G
11-04-96 Agenda Item No. rj
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
On November 21, 1994, Resolution No. 94-358 was adopted, authorizing the Director of Public
Works/City Engineer to administratively award a contract to the next lowest responsible bidder in
the event of default on part of the existing contractor relative to landscape maintenance contracts
for the various Assessment Districts throughout the City. This action was necessary to allow for
the awarding of a contract in a timely manner, in the event of default by an existing contractor,
to prevent the loss of plant material that would occur during the time necessary to readvertise for
new bids and award the contract.
On January 8, 1996, Resolution No. 96-4 was adopted, awarding a contract for landscape
maintenance in Assessment District No. 959 (Shandin Hills Area) to Toyo Landscaping, the lowest
responsible bidder, in the amount of$59,546 (for the period February 1, 1996 through January 31,
1997).
In the past several months, Toyo has been unable to accomplish the necessary work to meet the
minimum standards of the contract within the times specified in Special Provision No. 6363-A.
Staff has worked diligently with the contractor to resolve the deficiencies, however, on October 10,
1996, a letter of resignation was received from the contractor, effective October 31, 1996.
The next lowest responsible bidder is Desert Green, Inc., who submitted a bid in the amount of
$60,760.50. We contacted Desert Green and they have indicated that they would be willing to
assume the contract for the remainder of the term. A contract, in the prorated amount of
$15,190.13 for the period of November 1, 1996 through January 31, 1997, was prepared and
forwarded to the City Administrator for execution. This will result in a total increase of about $303
for the year (excluding supplemental and extra work items), which will be assessed on the 1997/98
Assessment Roll.
In the meantime, the contract will be readvertised for the period February 1, 1997 through January
31, 1998.
We recommend that this report be received and filed. Copies of the above referenced letters are
attached for information.
uj
'W
W
Mf -
o 'E
H
W �� w
N
O
N
/ yw• g' ' / t ~ Z U
r°
2'OM 123N6 33S be Q' 0
•� _ O
CY) f • ' W Y U Li W Z
LO « Z z 2 J W a Z
' ° _ m m
0) d y`=o Wz 0 - a (n H
•°� y�4, � N � 1 Z _� ?
� W O
W O Qa
Q
CL
C pp "• N £ E
G z Q
i;
W z FO 0 b� ��.'it�°�_: saw:•
~ o a
>
° tomillill ZQ
W N 1 0
W �; 3 lz
W
•=c-
�
L'
1
1
14761 Wilson Place
` Hesperia, CA 92345
: .A TEL: (619) 947-5941
='ti .... `' N : FAX: (619) 947-7566
Octber 17, 1996
Re: Contract Assumption-Assessment District No. 959 Zone-1
Dear:
Mr. Roger G. Hardgrave
Director of Public Works/Engineer
Mr. Les Fogassy
Real Property Director
We are very glad to accept your honorable invitation to assume the
contract above. And we are ready for the work on November 1, 1996.
Thank you very much
Sincerely,
� Ta "Phu ident
�rbYRNAR&
Q
C I T Y O F
�n bernardino
P U B L I C W O R K S / E N G I N E E R I N G
R 0 G E R G . H A R D G R A V E , R C E
0 1 R E C T O R
October 14, 1996
File No.: 2.130
Desert Green Landscaping
14761 Wilson Street
Hesperia, CA 92345
Attn: Tarr Phu
Re: Contract Assumption - Assessment District No. 959 Zone 1
Dear Mr. Phu:
Pursuant to Resolution 94-358, adopted by the Mayor and Common Council of the City of
San Bernardino on November 21, 1994, the Director of Public Works is authorized to
administratively award a landscape maintenance contract to the next highest bidder upon the
default of the existing Contractor to perform.
This letter is to inform you that on October 31, 1996, our contract with Toyo Landscaping
for the maintenance of landscaping within Assessment District No. 959 will terminate. Our
records indicate that you are the second highest bidder and therefore you have the option of
assuming this contract at the bid prices you submitted at the last bid opening on December 5,
1995, which was $60,760.50. This amount will be prorated over the remaining terms of the
contract.
Please inform 1.,,iis office %N e ether or not you wish to exercise your option of assuming this
contract. We would appre^iate your reply by no later than October 17, 1996.
Sincerely,
ROGER G. HARDGRAVE,
Director f lic Works/City Engineer
S FOGASSY
Real Property Official
3 0 0 N 0 R T H ' 0 S T R E E T S A N B E R N A R D I N 0
CALIF. 92418 - 0001 (909) 384 - 5111 - 384 - 5112 - FAX: 384 - 5155