HomeMy WebLinkAbout19- Parks, Recreation & Community Services CITY_ OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Subject: RESOLUTION AWARDING A
From: ANNIE F. RAMOS, DIRECTOR PURCHASE AGREEMENT TO R.P.
Dept: PARKS, RECREATION 8 COMMUNITY SERVICES LANDSCAPE AND IRRIGATION FOR
LANDSCAPE AND IRRIGATION
Date: JUNE 10, 1998 MAINTENANCE SERVICE FOR A
PERIOD OF THREE YEARS IN
ACCORDANCE WITH BID
SPECIFICATION F-99-08, ANNEX A
(DOWNTOWN FACILITIES), ANNEX C
ORIGINAL (SOUTH SITE FACILITIES), ANNEX E
(PARKING LOTS/MEDIANS), ANNEX F
(SAN BERNARDINO STADIUM).
Synopsis of Previous Council Action:
JULY 10, 1995 - Council approved Resolution 95-244 for the landscape
maintenance contract for the Downtown Facilities.
Recommended Motion:
Adopt the Resolution.
ya",
Signature
Contact person: Ed Yelton, Superintendent of Parks Phone: 5130
Supporting data attached: Staff Report, Resolution & Contract Ward: N/A
FUNDING REQUIREMENTS: Amount: $472,608 (For Three Years)
Annex A = $55,764 (1998199)
Annex C = $64,800 (1998/99)
Annex E _ $17,772 (1998/99)
Annex F = $19,200 (1998/99)
TOTAL =$157,536 (1998/99)
Source: (Acct. No.) 001-382-5506 *
Acct. Description) Landsca ontracts
Finance: —�
Council Notes:
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Agenda Item No. / /
6/10/98 tjg
Award RP Landscape
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
RESOLUTION AWARDING A PURCHASE AGREE-
MENT TO R.P. LANDSCAPE AND IRRIGATION
FOR THE LANDSCAPE AND IRRIGATION
MAINTENANCE SERVICES OF THE DOWNTOWN
FACILITIES (ANNEX A), SOUTH SITE
FACILITIES (ANNEX C), PARKING
LOTS/MEDIANS (ANNEX E), AND SAN
BERNARDINO STADIUM (ANNEX F).
F-99-08
The proposed purchase order is for landscape maintenance contract services for the above locations for a period
of three (3) years to be utilized in daily operations by the Parks, Recreation and Community Services
Department.
The Parks, Recreation and Community Services Department prepared the appropriate specifications and the
Purchasing Division of the Finance Department published and furnished contract documents to area suppliers.
Bids were publicly opened and declared on May 22, 1998. The following is a summary of bids received.
Company Annex One Year Bid (Inc.Tax) Three Year Bid (Inc.Tax)
*R.P. Landscape A $55,764 $167,292
& Irrigation C 64,800 194,400
E 17,772 53,316
F 19,200 57,600
Van Herricks A 63,645 192,844
C 65,760 199,252
E 19,080 57,812
F 26,400 79,992
Elite A No Bid No Bid
C No Bid No Bid
E 18,720 56,160
F No Bid No Bid
Sixteen (16) suppliers of this service were solicited. Purchasing received three (3) bids.
Specifications as bid have been reviewed by the Superintendent of Parks, who has evaluated and determined,
that the bid of R.P. Landscape and Irrigation meets specifications and requirements. It is therefore,
recommended that the bid be accepted for contract for a period of three (3) years. The three year contract will
provide the Parks, Recreation and Community Service Department with known fixed costs for budgetary
purposes and ensure no maintenance cost increases.
Account #001-382-5506
Total Annual Amount: Downtown Facilities (Annex A) $55,764
(Based on Three Year Contract) South Site Facilities (Annex C) 64,800
Parking Lots/Medians (Annex E) 17,772
San Bernardino Stadium (Annex F) 19,200
6/10/98 tjg
Award RP Landscape
11U<
CITY OF SAN BERNARDINO OI 1998
PARKS, RECREATION AND COMMUNITY SERVICES DEPARTMENT
INTER-OFFICE MEMORANDUM
TO: JUDITH VALLES, MAYOR
FROM: ANNIE F. RAMOS, DIRECTOR OF PARKS, RECREATION AND
COMMUNITY SERVICES DEPARTMENT
SUBJECT: LANDSCAPE CONTRACTS
DATE: JUNE 30, 1998
COPIES: FRED WILSON, CITY ADMINISTRATOR
At the July 6, 1998 Council Meeting, the Parks, Recreation and Community Services
Department will be requesting the awarding of two landscape maintenance contracts.
One contract is to R.P. Landscape and Irrigation and the other to Van Herrick's
Landscape. These contracts are recommended based on the lowest and best bid criteria
for awarding contracts. We strive to award contracts to local businesses and encourage
them to enter the bidding process; however, it is city policy to award contracts based on
lowest and best bid.
R.P. Landscape and Irrigation is located in Colton. Van Herrick's Landscape has its
headquarters in Gardena . It is a very large firm with satellite offices throughout
Southern California, including one satellite office at 202 West Hillcrest Street in San
Bernardino which currently has approximately twenty (20) employees.
We believe R.P. Landscape and Van Herrick's Landscape have met the requirements
of the competitive bid process and therefore request these contracts be awarded.
If there are further questions, please contact me at extension 5030.
ANNIE F. RAMOS, DIRECTOR
PARKS, RECREATION AND
COMMUNITY SERVICES DEPARTMENT
AFR/amt
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yo
COPY
• 1 RESOLUTION NO.
2 RESOLUTION OF THE CITY OF SAN BERNARDINO AWARDING A PURCHASE
AGREEMENT TO R.P. LANDSCAPE & IRRIGATION FOR THE FURNISHING AND
3 DELIVERY OF LANDSCAPE MAINTENANCE SERVICES FOR A PERIOD OF THREE
YEARS BEGINNING ON JULY 1, 1998 AND TERMINATING ON JUNE 30, 2001,
4 TO BE UTILIZED BY THE PARRS, RECREATION AND COMMUNITY SERVICES
DEPARTMENT IN ACCORDANCE WITH BID SPECIFICATION F-99-08, ANNEXES A,
5 C, E, AND F.
6 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AS FOLLOWS:
7
SECTION 1. That R. P. Landscape & Irrigation is the lowest
8
and best responsible bidder for the furnishing and delivery of
9
landscape maintenance services for a period of three (3) years
10 beginning July 1, 1998 and terminating on June 30, 2001, in
11 accordance with Bid Specification F-99-08, Annexes A, C, E, and F
12 for the total amount of $472 , 608 ; pursuant to this determination,
13
the Purchasing Manager is hereby authorized and directed to issue
• 14 a purchase order for the first year period of July 1, 1998 to June
15 30, 1999 in the amount of $157, 536 for said landscape contract
16
services with subsequent purchase orders to be issued annually for
17 the remaining two (2) years of the agreement to said lowest and
18 best responsible bidder; such award shall only be effective upon
19
the issuance of a purchase order by the Purchasing Manager; and all
20 other quotations therefore are hereby rejected.
21 SECTION 2. The authorization to execute the above
22
referenced purchase order is rescinded if it is not issued within
23
sixty (60) days of the passage of this resolution.
24
I HEREBY CERTIFY that the foregoing resolution was duly
adopted by the Mayor and Common Council of the City of San
26
• Bernardino at a meeting thereof, held on
27
the day of 199_, by the
28 following vote to wit :
1
• I RESOLUTION OF THE CITY OF SAN BERNARDINO AWARDING A PURCHASE
AGREEMENT TO R.P. LANDSCAPE & IRRIGATION FOR THE FURNISHING AND
2 DELIVERY OF LANDSCAPE MAINTENANCE SERVICES FOR A PERIOD OF THREE
YEARS BEGINNING ON JULY 1, 1998 AND TERINATING ON JUNE 30, 2001, TO
3 BE UTILIZED BY THE PARKS, RECREATION AND COMMUNITY SERVICES
DEPARTMENT IN ACCORDANCE WITH BID SPECIFICATION F-99-08, ANNEXES A,
4 C, E, AND F.
5 Council Members : AYES NAYS ABSTAIN ABSENT
6 ESTRADA
7 LIEN
8 ARIAS
9 SCHNETZ
10 DEVLIN
11 DEAN-ANDERSON
12 MILLER
13
• 14 City Clerk
15
The foregoing resolution is hereby approved this day of
16 199
17
18
19 Judith Valles, Mayor
City of San Bernardino
20
Approved as to form
21 and legal content :
22 James F. Penman,
City ttorney
23
By; r �✓� � '2'7�+�.
24
25
26
• 27 s/io/se
Award AP Landscape
28
2
BID SPECIFICATION F-99-08
ANNEX A
DOWNTOWN SITES
• R. P. LANDSCAPE & IRRIGATION
BID SCHEDULE
BASIC BID
MAINTENANCE OF LANDSCAPING AREA
ITEM QUANTITY DESCRIPTION OF ITEMS WITH UNIT UNIT TOTAL
PRICE WRITTEN IN WORDS PRICE
1. 1 The maintenance of Landscaping and L.S.
Irrigation at Police Station at the Lump Sum
price of 4,500
2. 1 The Maintenance of Landscaping and L.S.
Irrigation at Feldheym Library at the Lump
Sum price of 6,000
3. 1 The Maintenance and Landscaping and L.S.
Irrigation at 5h Street Senior Center at the
Lump Sum price of 3,600
4. 1 The Maintenance of Landscaping and L.S.
• Irrigation inside Carousel Mall at the Lump
Sum price of 5,664
5. 1 The Maintenance of Landscaping and L.S.
Irrigation outside Carousel Mall at the Lump
Sum price of 24,000
6. 1 The Maintenance of Landscaping and L.S.
Irrigation at City Hall at the Lump Sum price
of 6,000
7. 1 The Maintenance of Landscaping and L.S.
Irrigation at the Parking Structure and City
Hall Annex at the Lump Sum price of 6 000
TOTAL BASIC BID FOR ONE YEAR: Fifty five thousand
WRITTEN IN WORDS
seven hundred sixty four $ 55,764
TOTAL BASIC BID FOR THREE YEARS:
One hundred sixty seven
WRITTEN IN WORDS thousand two hundred $ 167,292
• UNIT PRICE PER ACRE hb acres 2rovided $
In case of a discrepancy between words and figures, the words shall prevail.
-4-
• In case of a discrepancy between words and figures, the words shall prevail.
It is the understanding of the undersigned that the work hereinabove described shall be
commenced on July 1, 1998 and shall continue in good and workmanlike manner for the
duration of the contract as agreed by the Contractor and City which serves the best interest of
the City.
The undersigned further agrees that in case of default in executing the contract, or furnishing
necessary bonds, all within the specified time, the proceeds of the Bidder's Guaranty
accompanying this proposal shall be paid to the City of San Bernardino as liquidated damages.
Licensed in accordance with an act providing for the registration of Contractor, License No.
702393 Classification x-27
FIRM NAME: RP Landscape & Irrigation
BUSINESS ADDRESS: 525 s. P-kncho Ave. Colton. CA 92376
SIGNATURE OF BIDDERS\ OCS!\\ \
• If an individual, so state. If a firm or co-partnership, state the firm name and give the names
of all individuals, co-partners composing the firm. If a corporation, state legal name of the
corporation, also the names of the President, Secretary, Treasurer and Manager thereof.
Dated: May 21 , 1998
BIDDERS ACKNOWLEDGEMENT OF ADDENDUMS:
ADDENDUM NO. 1 DATE:
ADDENDUM NO. 2 DATE:
• ADDENDUivl NO. 3 DATE:
-5-
BID SPECIFICATION F-99-08
ANNEX C
SOUTH SITES
• R.P. LANDSCAPE 6 IRRIGATION
BID SCHEDULE
BASIC BID
.MAINTENANCE OF LANDSCAPING AREA
ITEM QUANTITY DESCRIPTION OF rrEMS WITH UNrr UNIT TOTAL
PRICE WRTLTEN IN WORDS PRICE
1. 1 The Mantenance of Landscaping and L.S.
Irrigation at Colony Park at the Lamp Sum
price of 8,160
2. 1 The Maintenance of Landscaping and L.S.
Irrigation at the Animal Shelter at the Lamp
Sum price of 2,400
3. 1 The Maintenance and Landscaping and L.S.
Irrigation at Scenic Drive at the Ltm p Sum
price of 2,400
4. 1 The Maintenance of Landscaping and L.S.
Irrigation at Mill & "G" Streets at the Lmnp
Sum price of 1,500
• 5. 1 The Maintenance of Landscaping and L.S.
Irrigation at the Congress Median at the
Lump Sum price of 1,200
6. 1 The Maintenance of Landscaping and L.S.
Irrigation at Central City West at the Lump
Sum price of 1,800
7. 1 The Maintenance of Landscaping and L.S.
Irrigation at the 56 Street Overpass at the
Lump Sum price of 6.000
8. 1 The Maintenance of Landscaping and L.S.
Irrigation at the Boys Club at the Lump Sum
Price of 1, 800
9. 1 The Maintenance of Landscaping and L.S.
Irrigation at the Pistol Range at the Lump
Sum Price of 1,200
10. 1 The Maintenance of Landscaping and L.S.
Irrigation at Wuxdsor Drive Median at the
Lump Sum Price of 2,400
11. 1 The Maintenance of Landscaping and L.S.
Irrigation at the Campo Santo Memorial Park
at the Lump Sum Price of 9,360
•
-4-
• BID SCHEDULE
BASIC BID
MAINTENANCE OF LANDSCAPING AREA
CONT'D.
ITEM QUANTITY DESCRIPTION OF ITEMS WITH UNIT UNIT TOTAL
PRICE WRITTEN IN WORDS PRICE
12. 1 The Maintenance of Landscaping and L.S.
Irrigation at the Mt. View Median at the
Lamp Sum Price of 11,280
13. 1 The Maintenance of Landscaping and L.S.
Irrigation at the Muscupiabe Median at the
Lamp Sum Price of 3,900
14. 1 The Maintenance of Landscaping and L.S.
Irrigation at the Valencia Ave. Median at the
Lump Sum Price of 1,200
15. 1 The Maintenance of Landscaping and L.S.
Irrigation at Sal Savaadra Field at the Lump
Sum Price of 4,200
• 16. 1 The Maintenance of Landscaping and L.S.
Irrigation at Gutierrez Field at the Lump
Sum Price of 3,600
17. 1 The Maintenance of Landscaping and L.S.
Irrigation at Palm Field at the Lump Sum
Price of 2,400
TOTAL BASIC BID FOR ONE YEAR:
Sixty four thousand
WRITTEN IN WORDS eight hundred S 64,800
TOTAL BASIC BID FOR THREE YEARS:
One 'wrdred ninty four
WRITTEN IN WORDS thousand four hundred $ 194,400
UNIT PRICE PER ACRE Uat All Arrvc �>v;ded S
•
-5-
• In case of a discrepancy between words and figures,ep y the words shall prevail.
It is the understanding of the undersigned that the work hereinabove described shall be
commenced on July 1, 1998 and shall continue in good and workmanlike manner for the
duration of the contract as agreed by the Contractor and City which serves the best interest of
the City.
The undersigned further agrees that in case of default in executing the contract, or furnishing
necessary bonds, all within the specified time, the proceeds of the Bidder's Guaranty
accompanying this proposal shall be paid to the City of San Bernardino as liquidated damages.
Licensed in accordance with an act providing for the registration of Contractor, License No.
702393 Classification C-27
FIRM NAME: RP Landscape s Irrigation
BUSINESS ADDRESS: 525 R. RAnsho Ave. Colton. cn 92376
SIGNATURE OF BIDDERS:Q\
• If an individual, so state. If a firm or co-parmership, state the firm name and give the names
of all individuals, co-partners composing the firm. If a corporation, state legal name of the
corporation, also the names of the President, Secretary, Treasurer and Manager thereof.
Dated: May 21 , 1998
BIDDERS ACKNOWLEDGEMENT OF ADDENDLMS:
ADDENDUM NO. 1 DATE:
• ADDENDUM NO. 2 DATE:
ADDENDUM NO. 3 DATE:
5
BID SPECIFICATION F-99-08
ANNEX E
PARKING LOTS S MEDIANS
• R.P. LANDSCAPE 5 IRRIGATION
BID SCHEDULE
BASIC BID
MAINTENANCE OF LANDSCAPING AREA
ITEM QUANTITY DESCRIPTION OF ITEMS WITH UNIT TOTAL
UNIT PRICE WRITTEN IN WORDS PRICE
1. 1 The maintenance of Landscaping and L.S.
Irrigation at Parking Lot #1 at the Lump Sum
price of 1,200
2. 1 The Maintenance of Landscaping and L.S.
Irrigation at Parking Lot A3 at the Lump Sum
price of 1,200
3. 1 The Maintenance and Landscaping and L.S.
Irrigation at "E" Street Median at the Lump
Sum price of 3,000
4. 1 The Maintenance of Landscaping and L.S.
Irrigation Zed Street Median at the Lump Sum
price of 3,000
5. 1 The Maintenance of Landscaping and L.S.
Irrigation Yd & 40 Street Medians at the
Lump Sum price of 1,200
6. 1 The Maintenance of Landscaping and L.S.
Irrigation at Waterman Ave. Median at the
LtmT Sum price of 4.572
7. 1 The Maintenance of Landscaping and L.S.
Irrigation at Mt. Vernon Median at the Lump
Sum price of 1,200
8. 1 The Maintenance of landscaping and L.S.
Irrigation at Inland Center Median at the
Lump Sum price of Site Not Done
9. 1 The Maintenance of Landscaping and L.S.
Irrigation at Highland Ave. Median at the
Lump Sum price of 2,400
TOTAL BASIC BID FOR ONE YEAR:
Seventeen thousand seven
WRITTEN IN WORDS hundred seventy two $ 17,772.00
TOTAL BASIC BID FOR THREE YEt�Sty there thousand
WRITTEN IN WORDS three hundred sixteen $ 53,316.00
• UNIT PRICE PER ACRE acacres provided $
-4-
• In case of a discrepancy between words and figures, the words shall prevail.
It is the understanding of the undersigned that the work hereinabove described shall be
commenced on July 1, 1998 and shall continue in good and workmanlike manner for the
duration of the contract as agreed by the Contractor and City which serves the best interest of
the City.
The undersigned further agrees that in case of default in executing the contract, or furnishing
necessary bonds, all within the specified time, the proceeds of the Bidder's Guaranty
accompanying this proposal shall be paid to the City of San Bernardino as liquidated damages.
Licensed in accordance with an act providing for the registration of Contractor, License No.
702393 , Classification x-27
FIRM NAME: RP Landscape & Irrigation
BUSINESS ADDRESS: 525 S. trio ►, Ave t on n 9 76
SIGNATURE OF BIDDERS:
• If an individual, so state. If a firm or co-partnership, state the firm name and give the names
of all individuals, co-partners composing the firm. If a corporation, state legal name of the
corporation, also the names of the President, Secretary, Treasurer and Manager thereof.
Dated: May 21 , 1998
BIDDERS ACKNOWLEDGEMENT OF ADDENDUMS:
ADDENDUM NO. I DATE:
ADDENDUM NO. 2 DATE:
• ADDENNDUM NO. 3 DATE:
-5-
BID SPECIFICATION F-99-08
ANNEX F
STADIUM
• R. P. LANDSCAPE 6 IRRIGATION
BID SCHEDULE
BASIC BID
MAINTENANCE OF LANDSCAPING AREA
ITEM QUANTITY DESCRIPTION OF ITEMS WITH UNIT TOTAL
UNIT PRICE WRITTEN IN WORDS PRICE
1. 1 The Maintenance of Landscaping and L.S.
Irrigation at San Bernardino Stadium totaling
6.84 acres or 297,921 square feet at the 19,200
Lump Sum price of
TOTAL BASIC BID FOR ONE YEAR:
Nineteen thousand
WRITTEN IN WORDS two hundred $ 19,200
• TOTAL BASIC BID FOR THREE YEARS:
Fifty seven thousand
WRITTEN IN WORDS six hundred -7$. 57,600
Tto hundred thirty three
UNIT PRICE PER ACRE and ninety one cent $ 233.91
•
-4-
•
In case of a discrepancy between �kords and figures, the words shall prevail.
It is the understanding of the undersigned that the work hereinabove described shall be
commenced on July 1, 1998 and shall continue in good and workmanlike manner for the
duration of the contract as agreed by the Contractor and City which serves the best interest of
the City.
The undersigned further agrees that in case of default in executing the contract, or furnishing
necessary bonds, all within the specified time, the proceeds of the Bidder's Guaranty
accompanying this proposal shall be paid to the City of San Bernardino as liquidated damages.
Licensed in accordance with an act providing for the registration of Contractor, License No.
702393 Classification C-27
FIRM NAME: RP Landscape & Irrigation
BUSINESS ADDRESS: 525 S. PAncho Ave. Colton, CA 92376
SIGNATURE OF BIDDERS c" �
• If an individual, so state. If a firm or co-partnership, state the firm name and give the names
of all individuals, co-partners composing the firm. If a corporation, state legal name of the
corporation, also the names of the President, Secretary, Treasurer and Manager thereof.
Dated: " 21 , 1998
BIDDERS ACKNOWLEDGEMENT OF ADDENDUMS:
ADDENDUM NO. 1 DATE:
• ADDENDUM NO. 2 DATE:
ADDENDUM NO. 3 DATE:
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