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Home My WebLink About20- Parks, Recreation & Community Services CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Subject: RESOLUTION AWARDING A From: ED YELTON, SUPERINTENDENT OF PARKS PURCHASE AGREEMENT TO Dept: PARKS, RECREATION & COMMUNITY SERVICES VAN HERRICKS LANDSCAPE MAINTENANCE FOR LANDSCAPE Date: JUNE 10, 1998 AND IRRIGATION MAINTENANCE SERVICE IN ACCORDANCE WITH BID SPECIFICATION F-99-08, SECCOMBE LAKE (ANNEX B) ORIGINAL FACILITIES (ANNEX NDD)NORTH SITE Synopsis of Previous Council Action: July 10, 1995 - Council approved Resolution 95-246 for the landscape maintenance contract for Seccombe Lake Park. Recommended Motion: Adopt the Resolution. 2- -�- - Signature Contact person: Ed Yelton, Superintendent of Parks Phone: 5130 Supporting data attached: Staff Report, Resolution and Contract Ward: NIA FUNDING REQUIREMENTS: Amount: $398,868 (for three years) Annex B = $67,023.33 (1998/1999) Annex D = $65,932.67 (1998/1999) Total = $132,956 (199811999) Source: (Acct. No.) 001-382-5506 Acct. Description) Landscape Co acts Finance: Council Notes: Agenda Item No. �� 6110196 tjg Award Van Herricks 7a 141 C 44 "M 6-OC,-''r CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION STAFF REPORT RESOLUTION AWARDING A PURCHASE AGREE- MENT TO VAN HERRICKS LANDSCAPE MAINTENANCE FOR THE LANDSCAPE AND IRRIGATION MAINTENANCE SERVICES OF (ANNEX B) SECCOMBE LAKE AND (ANNEX D) NORTH SITE FACILITIES. 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. R.P. Landscape B $80,496 $241,488 and Irrigation D 76,800 230,400 Van Herricks B 66,360 201,070 D 65,280 197,798 Elite B 98,784 296,352 D 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 Van Herricks Landscape Maintenance 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: Seccombe Lake (Annex B) _ $67,023.33 (Based on Three Year Contract) North Site Facilities (Annex D) _ $65,932.67 TOTAL =$132,956.00 6/10/98 tjg Award Van Herricks CITY OF SAN BERNARDINO 0j 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 �� COPY • 1 RESOLUTION NO. 2 RESOLUTION OF THE CITY OF SAN BERNARDINO AWARDING A PURCHASE AGREEMENT TO VAN HERRICRS LANDSCAPE MAINTENANCE FOR THE FURNISHING 3 AND DELIVERY OF LANDSCAPE MAINTENANCE SERVICES FOR A PERIOD OF THREE YEARS BEGINNING ON JULY 1, 1998 AND TERMINATING ON JUNE 30, 4 2001, TO BE UTILIZED BY THE PARRS, RECREATION AND COMMUNITY SERVICES DEPARTMENT IN ACCORDANCE WITH BID SPECIFICATION F-99-08, 5 ANNEXES B AND D. 6 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: 7 SECTION 1. That Van Herricks Landscape Maintenance is the 8 lowest and best responsible bidder for the furnishing and delivery 9 of 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 B and D, for the 12 total amount of $398, 868 ; pursuant to this determination, the 13 • Purchasing Manager is hereby authorized and directed to issue a 14 purchase order for the first year period of July 1, 1998 to June 15 30, 1999, in the amount of $132, 956 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 25 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 : RESOLUTION OF THE CITY OF SAN BERNARDINO AWARDING A PURCHASE • 1 AGREEMENT TO VAN HERRICKS LANDSCAPE MAINTENANCE FOR THE FURNISHING AND DELIVERY OF LANDSCAPE MAINTENANCE SERVICES FOR A PERIOD OF 2 THREE YEARS BEGINNING ON JULY 1, 1998 AND TERMINATING ON JUNE 30, 2001, TO BE UTILIZED BY THE PARKS, RECREATION AND COMMUNITY 3 SERVICES DEPARTMENT IN ACCORDANCE WITH BID SPECIFICATION F-99-O8, 4 ANNEXES B AND D. 5 Council Member : 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 16 of 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 24 25 26 • 27 8/10/98 cjg 28 Av.[d V.. H.[Ii:ks BID SPECIFICATION F-99-08 ANNEX B SECCOMBE LAKE • VAN HERRICRS LANDSCAPE MAINTENANCE BID SCHEDULE BASIC BID MAINTENANCE OF LANDSCAPING AREA ITEM QUANTITY DESCRIPTION OF ITEMS WITH UNIT TOTAL UNIT PRICE WRITTEN IN WORDS PRICE 1. I The Maintenance of Landscaping and L.S. Irrigation at Seccombe Lake Park at U i SV% Y�t�Zru �+no Lump Sum price o H9 N- A s *Yl TOTAL BASIC BID FOR ONE YEAR: S t, ZCv s i x-ttti -Is r r u WRITTEN IN WORD!;7eec NJr+oQ rW s x�( $ 6 G, -3 0 TOTAL BASIC BID FOR THREE YEARS: • TWO fW HOZLP -0�-L "Tt�7taS�hho ` SEJChTY WRITTEN IN WORDS $ Z 0 , 0 7 O 'Tw C1Ctlt- vv 0 UNIT PRICE PER ACRELZ .�D $.Z D • • 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. 6571 4q , Classification C-27 FIRM NAME: V14^ 1Yt ZQlClL C, BUSINESS ADDRESS: .Z 3 W. 130 " ,d "``i9O2q 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. P pies T - p&xc k o2S Klr Dated: _�M A� Z� 1998 BIDDERS ACKNOWLEDGEII M OF ADDENDUMS: ADDENDUM NO. 1 DATE: ADDENDUM NO. 2 DATE: ADDENDUM NO. 3 DATE: • -5- BID SPECIFICATION F-99-08 ANNEX D NORTH SITE FACILITIES • VAN HERRICRS LANDSCAPE MAINTENANCE 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 Anselmo Tot Lot at the Lump Sum price of rJbMZ twr.ua 2. 1 The Maintenance of Landscaping and L.S. Irrigation at Du Street at the Lump um L� 89 b price of FQ `t°t T Hvr uQi`A= 3. 1 The Maintenance and Landscaping and L.S. Irrigation at Bailey and Washington att g 6 Lump Sum price of ESb"`T 4. 1 The Maintenance of Landscaping and L.S. Irrigation at Morgan and State Streets at the (� • Lump Sum price of L isZ Q 5. 1 The Maintenance of Landscaping and L.S. Irrigation Kendall Drive at the Lum�Surn. Z 4 4 a price of*`. ,� c Fc`;+ W'r� 6. 1 The Maintenance of Landscaping and L.S. Irrigation at North ark Blvd. at the Lum Sum price of ~ �� s"�V\ �� ^ X2e-n S 7 I 7. 1 The Maintenance of Landscaping and L.S. Irrigation at the "E" Street Turnout at the (2� 10 Lump Sum price of 8. 1 The Maintenance of Landscaping and L.S. Irrigation at the Crosstown Freewa ixT N µ. Q-Qw - � b3Z Frontage at the Lump Sum price o�H 1z t _TL, %-,, 9. 1 The Maintenance of Landscaping and L.S. Irrigation at Palmyra Islands at the Lump g l b Sum price of 10. 1 The Maintenance of Landscaping and L.S. Irrigation at the Sonora Tot Lot at the Lump Sum price of °� �''"'-azw 0 • -4- • ITEM QUANTITY DESCRIPTION OF ITEMS WITH UNIT TOTAL UNIT PRICE WRITTEN IN WORDS PRICE 11. 1 The Maintenance of Landscaping and L.S. Irrigation at the Hamshire Greenbelt at the O Lump Sum price of P15 r 12. 1 The Maintenance of Landscaping and L.S. Irrigation at Rowe Library at the Lump Sum Z L�c� price of rt z"t� _��Z t�df ¢D -D , 13. 1 The Maintenance of Landscaping and L.S. Irrigation at Broadmoorr ve. M�ats�at tt� S7 Z 1-i - sty Lump Sum price of c -M `�v — 14. 1 The Maintenance of Landscaping and L.S. Irrigation at 30d' Street Parkwa at the Lump Sum price i 3 Z f° 15. 1 The Maintenance of Landscaping and L.S. Irrigation at Newberry Park at the Lurnp Sum price of FO CVtj— +°rrr t"Mp `� A-,99(0 t� — Sr 16. 1 The Maintenance of Landscaping and L.S. Irrigation at Edison Greenbelt at the Lum S 7 �2 Sum price of CL • 17. 1 The Maintenance of Landscaping and L.S. Irrigation at Newm4rk Field at the Lum S ] Z Sum rice of r`�T` -s°v�� ~J��, P w cc(-u � 18. 1 The Maintenance of Landscaping and L.S. Irrigation at Tom Gould Memorial Park at 3 Z� the Lump Sum rice ofT� ie�=tu u pu wJ1r P 19. 1 The Maintenance of Landscaping and L.S. Irrigation at the Reverse Frontage at Lump Sum price of 20. 1 The Maintenance of Landscaping and L.S. Irrigation at the Ster�i.Beautification at the Lump Sum price of�` Nt`°s,JL- �n 21. 1 The Maintenance of Landscaping and L.S. Irrigation at the San Gabriel Islands al e g Lump Sum price of E s tiZx v TOTAL BASIC BED FOR ONE YEAR: SiYTt-�'N c �vSrq,"o Q WRITTEN IN WORDS?" ' � � c�ocz�a° "6•� $ TOTAL BASIC BED FOR THREE YEARS,.f t`` a2zJ • c..r•' , 7c.cti w� �w.0 $ 1 WRITTEN IN WORDS ac�c,.-„ ,�--�,.az;-,� .+ ni1�-Cro fTi UNIT PRICE PER ACRE $ 2 r � -5- 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. (QS7 1401 , Classification G —Z7 FIRM NAME: V f'x K IS BUSINESS ADDRESS: 13Z--5 W. \3 Os� p`Q-OC-tk L- C to G Cb 7 q.7 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. �Q k---s yoe,-ry _ t)AN t 1wo SLc�IPe �ww�� Dated: M Phi Z-2--, 1998 BIDDERS ACKNOWLEDGEMENT OF ADDENDUMS: ADDENDUM NO. 1 DATE: ADDENDUM NO. 2 DATE: ADDENDUM NO. 3 DATE: • -6-