HomeMy WebLinkAboutDocumentation_Regular_Tab 13_10/11/2005VILLAGE OF TEQUESTA
MEETING AGENDA ROUTING SHEET
MEETING DATE: October 11, 2005
AMENDED MEETING DATE:
SUBJECT: Public Works Lawn and Landscape Maintenance Area "A" to Rood
Landscape Company
COVER MEMO ATTACHED: Yes
CONSENT AGENDA OR REGULAR AGENDA: Consent
RESOLUTION OR ORDINANCE NUMBER: Original Resolution 36-97/98
Current Resolution OS-05/06
ORIGINATING DEPARTMENT: Public Works
DEPARTMENT HEAD APPROVAL
FUNDING SOURCE: 2005/2006 BUDGET
ACCOUNT NUMBER: 001-210-546.309
CURRENT BUDGETED AMOUNT AVAILABLE: $~A:00~ ~ ~, ~~j P~
AMOUNT OF THIS ITEM: $71,720.00
BUDGETED BALANCE REMAINING: $ /"~ ~ 80,/
(PIGGYBACK CONTRACT NAME AND #
OR
COMPETITIVE BID FOR ANYTHING OVER $10,000 -ATTACH 3 BIDS)
APPROVALS:
FINANCE DIRECTOR ~ ;
VILLAGE MANAGER ~ ~ 7 / ~- -•-~-.._
.~
VILLAGE ATTORNEY (if Needed) Yes No
PLEASE RETURN TO VILLAGE CLERK TO PLACE ON THE AGENDA
Received
SEP ~ 0 2005
Village Nlc~r's Off
MEMORANDUM
TO: Michael R. Couao, Jr., Village Manager~,Q
FROM: Gary Preston, Director of Public Works ~I
DATE: September 29, 2005
SUBJECT: Village Council Agenda Item for October 11, 2005; Consideration of
a One-year Contract Extension for Public Works Lawn and
Landscape Maintenance for Area "A" to Rood Landscape Co., In
the Amount of $71,720 Having a FY 2006 Budget Allocation of
$71,720
In 1998, the Village received bids for Lawn and Landscape Maintenance for Area "A"
which includes Village properties and right-of-way areas east of Old Dixie Highway.
The contract allowed for successive one-year renewals based on the Consumer Price
Index (CPI) which was 3.5% for the contract renewal period. Rood Landscape was the
original low bidder for Area "A" and the firm has agreed to a one-year extension
based upon the terms of the contract. The new contract period runs from October 1,
2005 through September 30, 2006.
The Public Works Department budgeted $71,720 (account #001-210-546.309) in the FY
2006 budget for Area "A" Lawn and Landscape maintenance.
The project location and new yearly amounts are listed below:
Location Amount
Te uesta Dr. U.S. H 1 to Fiesta Ave 22,454
Beach Road SR 707 $17,961
U.S. H . 1 Median 10,456
U.S. H . 1 Ri ht-of-Wa Beach Rd. to 215 U.S. 1, east side onl 1,990
Villa e Blvd. 3,266
Count Club Drive Phase 2 1 1,495
Public Service Facilit 50% 4,098
Public Works Contract Total $71,720
Please place this item on the October 11, 2005 Village Council Agenda for
Councilmembers' consideration.
• RESOLUTION NO. OS-05/06
A RESOLUTION OF THE VILLAGE COUNCII~ OF
THE VILLAGE OF TEQUESTA, PALM BEACH
COUNTY, FLORIDA, APPROVING A ONE-YEAR
CONTRACT EXTENSION TO ROOD LANDSCAPE
CO., TEQUESTA, FLORIDA, FOR PUBLIC WORKS
LAWN AND LANDSCAPE MAINTENANCE IN THE
AMOUNT OF $71,720, WHICH $71,720 (ACCOUNT
#001-210.546309) WAS ALLOCATED IN THE FY 2006
BUDGET.
WHEREAS, the Village in 1998 approved a Lawn and Landscape Agreement
with Rood Landscape Co., with successive one-year renewals;
WHEREAS, both the Village and Rood Landscape Co. are in agreement to
extend the contract for FY 2006.
NOW, THEREFORE, be it resolved by the Village Council of the Village of Tequesta,
Palm Beach County, Florida, as follows:
Section 1. Consideration to award aone-year Public Works Lawn and Landscape Maintenance
contract to Rood Landscape Co., of Tequesta, Florida in the amount of $71,720 (account #001-
• 210-546.309) is hereby approved and the Village Manager of the Village of Tequesta is
authorized to execute the same on behalf of the Village.
THE FOREGOING RESOLUTION was offered by Councihnember
who moved its adoption. The Resolution was seconded by Councilmember ,and upon
being put to a vote, the vote was as follows:
FOR ADOPTION AGAINST ADOPTION
•
The Mayor thereupon declared the Resolution duly passed and adopted this day of
A.D. 2005.
Mayor Jim Humpage
• ATTEST:
Village Clerk Gwen Carlisle
•
LAWN AND LANDSCAPE MAINTENANCE
VILLAGE OF TEQUESTA
INSTRUCTIONS TO BIDDERS
1.
2.
3.
4.
BIDS
All bids shall be made on the blank Bid Quotation forms attached and shall set forth in
words and figures the amount of each bid.
CONTRACT PERIOD
The initial contract period shall be for two (2) years, commencing on October 1, 1998.
The Village reserves the right to exercise the option to: (a) terminate the contract after a
1-year period with forty-five (45) days notice by the Village if funds are not appropriated
by the Village Council or (b) to continue the contract for the remainder of the 2-year
period and to renew for successive 1-year periods, pursuant to the terms provided herein,
subject, however, to funds being appropriated for each successive yeaz.
The Village requires a firm bid amount for the initial contract period of two (2) years.
Renewals will be based on successful bidder agreeing to the same terms and conditions
and by filing written notice to the Village not less than ninety (90) days prior to renewal
date of any requested adjustment in the contract amount. Contract renewal shall be based
on satisfactory performance, mutual acceptance and a determination that the contract is in
the best interest of the Village. A requested adjustment in the contract amount shall not
be greater than the change in the Consumer Price Index.
EXAMINATION OF SITES
The bidder is required to examine the various sites for which a bid is submitted and must
satisfy itself by personal examination or otherwise, of the location of the proposed work
and of the actual field conditions. thereby precluding any dispute or complaint or
misunderstanding in regazd to the nature or amount of work to be done. It is mutually
agreed that the submission of a proposal shall be considered prima facie evidence that the
bidder has made such examinations.
PREPARATION OF BID QUOTATIONS
All blank spaces must be filled in for each bid submitted, in both words and figures. If
the bid is submitted by an individual. a firm or a partnership, it shall be signed by .the
owner or partner; showing the address of the firm or partnership. If submitted by a
corporation, the bid shall be signed in the name of the corporation by the officer(sj of the
corporation authorized by its bylaws to execute such instrument, with the corporate seal
affixed thereto and the address of such corporation indicated thereon.
IB-1
LAVl-~1 AND LANDSCAPE MAINTENANCE
VILLAGE OF TEQUESTA
ADVERTISEMENT FOR BID
Sealed bids will be received by the Village of Tequesta. at the Office of the Village Engineer.
Gee & Jenson Engineers-Architects-Planners. Inc., One Harvard Circle, West Palm Beach, FL
33409, until 2:00 p.m., Tuesdav, July 21, 1998, at which time they will be opened and read.
Bids received after the designated time will not be considered.
Such bids are to provide for "COMPLETE LAWN AND LANDSCAPE MAINTENANCE
FOR AREA 'A' ANDlOR AREA 'B'. TEQUESTA. FLORIDA".
All work performed shall be in accordance with conditions, requirements, and specifications
pertaining thereto, which may be obtained, free of charge, at the Office of the Village Engineer,
Gee & Jenson, at the aforementioned address. Inquiries should be directed to Harry Benoit, P.E.,
Gee & Jenson Engineers-Architects-Planners, Inc., 561/683-3301, hereinafter referred to as
Village Engineer.
-Bids shall be submitted on blank Bid Quotation forms provided and shall be enclosed in a sealed
envelope bearing the name and address of the bidder and marked "LAWN AND LANDSCAPE
-MAINTENANCE FOR AREA '_' (specify either 'A' or 'B' or both). The words "BID
-ENCLOSED" shall be indicated. Bids shall be accompanied by a satisfactory bid bond or
cashier's check, drawn upon any State or National bank in Florida, made payable to the Village
of Tequesta, in the amount of five percent (5%) of the highest total bid for either Area, or both,
as a guarantee that the Bidder will enter into written contract with the Village to perform the
'contract bid upon. The deposit will be retained by the Village to ensure performance of the
.contract bid upon. The deposit will be retained by the Village as liquidated damages in the event
-the successful bidder fails to enter into the contract.
The deposits of unsuccessful bidders will be returned promptly following execution of the
contract for the work and the deposit of the successful bidder ~-i11 be returned upon execution of
the contract and delivery of proper certificates of insurance.
As early as practicable and ~~~ithin sixty (60) days after receiving the bids. the Village shall
advise as to the successful bidder.
The Village of Tequesta resen~es the right to reject any or all bids, with or without cause. to
waive technical errors and informalities, or to accept the bid which, in its judgment. best serves
the Village of Tequesta.
VILLAGE OF TEQUESTA
~l~a~ C. ~~aa~,a~d
Village Manager
AB - 1
i
K
k
1
A
1
1
12.0 GENERAL
(A) In a situation where the precise limits of the azea/site to be maintained is not stated.
such azealsite shall be interpreted as extending from property line to property line or,
in the case of streets. the landscape/lawn areas lying bettiveen the curb and sidewalk
or the curb and the right-of--way limits, whichever is greater.
(B) No maintenance shall be performed on weekends or during holidays.
(C) Work shall be performed Monday through Friday, between the hours of 8 a.m. and 5
p.m. Special attention shall be given to maintenance immediately prior to National
Holidays and Holiday weekends.
13.0 CONTRACT AREAS AND SITES LOCATED THEREIN
The two contract areas for lawn and landscape maintenance and the sites within those
areas are as follows:
1
(A) Area 'A': That area of the Village of Tequesta lying east of the FEC Railroad and
that portion of the Tequesta Drive right-of--way between the FEC Railroad and Fiesta
Avenue.
Sites within Area 'A':
1. Tequesta Drive - U.S. 1 to Fiesta Avenue
2. Beach Road -East to U.S. 1
3. U.S. 1 Median -County Line Road to Beach Road (also sign plants at County
Line Road and grass at Waterway Road)
4. U.S. 1 East R.O.W. -North of Beach Road
5. Village Boulevard -Old Dixie Hwy. to U.S. 1
(B) Area 'B': That area of the Village of Tequesta lying west of the FEC Railroad
except for the Tequesta Drive right-of--way east of Fiesta Avenue.
Sites within Area'B':
6. Village Hall Complex /Village Green Pazk /Tequesta Drive Retention Areas
and south right-of--way (includes hedge on west property line of Village Hall
Complex)
7. Seabrook Road -north and south of Tequesta Drive
8. Constitution Park
r
a
9. Chapel Court Retention Area
10. Russell Street Retention Area
11. Country Club Drive Island
12. Dover Ditch
TS-5
LAWN AND LANDSCAPE MAINTENANCE
VILLAGE OF TEQUESTA
SCOPE OF WORK
h
The Contractor shall furnish all labor, materials, equipment, and other facilities and supplies
_ necessary or proper for or incidental to the work contemplated by this proposed contract. The
-work included shall consist of providing professional lawn and landscape maintenance for
6 'various sites, as further outlined and described in this document and depicted in the attached map
6 entitled, "Lawn and Landscape Maintenance Sites".
~'
\`
SW - 1
(lnserr amp orlrer terms or conditions belou•.J
OTHER TERMS AND CONDITIONS
This Agreement entered into as of the day and year first ~~•ritten above.
(/fr,,.quired b~• la+~•. insert cancellation period. disc%snres or atlrer earning sratrmenrs abo+•e the signatures.)
~~ ~ OF Tt~t;~~TA
p~t~ER ~~ p pE 80~ !DA 334&
J~-~QUEST,~.,Fl-Q~ ~ Q~~
s G. Bradford
~. Village of Tegwesta
357 Tegt~esta Drive
(., a na~e.4ir~a u1 33489-0474
CON CTO ~ ~ ~ C~ /~, ~, ~.~ ~ ,v~~L
t? p~ na.9 s~ c v~ ;' ~.. tM ~ r ~
r ~~~ 4~ r~ 1 lti1 its
P.O. Box 3768
Tequesta, FL 44369-0768
Printed name, fide and address)
LICENSE NO.:
JURISDICTION:
~! ~ tX~Ct ~~t[XT .a I0~• Oft\ER{O~TRaCTOR AGRfE>tE•~? • 5~1:~LL PRO1L•CTS EDIT10~ • :>,1:~ • CUPt~RIG11T I9~3 • THt_ .a~1L"RIC,~~ 1XSTITtTf:
~~ :-Ri l i;TFCTS. 173. \E~t' l"OR,I: A~'E'~L"E. X.\t" , t~:45H1XGTO\. D.C. 30006-~.9?_ This document ++a; e!ectu+nicall. pruduecd ++ith ~rmission of the
~ and .~n be reproduced ~cithout ~iulation until the date oCexpiration as noted belo+~. ,,
Cl~ctronic Format A10~ -199:
User Document: AlO~.COti -- 82~i1998. AlA License I`umber 109i6~• «hich expires on 7,31 X1999-- Pa_-e =~
RESOLUTION N0. 36-97/98
A RESOLUTION OF THE VILLAGE COUNCIL OF THE
• VILLAGE OF TEQUESTA, PALM BEACH COUNTY,
FLORIDA, AWARDING A BID FOR A TWO (2) -YEAR
CONTRACT (OCTOBER 1, 1998 THROUGH SEPTEMBER
30, 2000) FOR AREA "A" LAWN AND LANDSCAPE
' MAINTENANCE TO ROOD LANDSCAPE CO., INC. OF
TEQUESTA, FLORIDA, IN THE AMOUNT OF $93,708,
SUBJECT TO FUNDS BEING APPROPRIATED FOR EACH
SUCCESSIVE FISCAL YEAR, HAVING A TOTAL
PROPOSED FISCAL YEAR 1999 AND FISCAL YEAR
2000 BUDGET ALLOCATION OF $98,804.
NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF THE
VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, AS FOLLOWS:
Section 1. The Landscaping Bid with Rood Landscape Co.,
Inc. of Tequesta, Florida, for Area "A" Lawn and Landscape
Maintenance, in the Amount of $93,708, Attached Hereto as
Exhibit "A" and Incorporated by Reference as Part of-this
Resolution, is Hereby Approved Subject to Funds Being
Appropriated for Such in FY 1999 and FY 2000, and. the
Village Manager of the Village of Tequesta is Authorized to
Execute the Applicable Contract on Behalf of the Village of
Tequesta.
-,:~ ~ THE FOREGOING RESOLUTION WAS OFFERED by Councilmember
Mackail, who moved its adoption. The motion was seconded by
Councilmember Hansen and upon being put to a vote, the
vote was as follows:
FOR ADOPTION AGAINST ADOPTION
Joseph N. Capretta
Carl C. Hansen
Ron T. Mackail
Elizabeth A. Schauer
The Mayor thereupon declared the Resolution duly passed and
adopted this 27th day of August, A.D., 1998.
~~ Y R F UES
~.
Elizabeth A. Schauer
oann Manga 'ello
Village Clerk
wp60\res\36-98
JtNSUN 1ll:UUr-dtso-ruub JUL_ L1 ~y;s lb:ub No.U1b h'.U~i
EXHIBIT "A"
LAWN AND LANDSCAPE MAINTENANCE
• VILLAGE OF TEQUESTA
ID IIO N
A 'A'
(Fast of )FFC Railroa n Tequesta llrive
West of FEC Railroad to Fiesta Avcnuc)
131U #1
RJn QtIOTATION OP: Name• Robd Landsca a co . , nc .
Address: PO Box 3768, Tequesta, FL 33969-0768
Telephone No. X561) 74~j 51 @6
to provide complete guidelines and perform all work in accordance with the specifications and
contract documents attached hereto far the:
Villagc ofTcqucsta
I'.O.13ox 32'13
I'eyuesta, T'L 33469-0273
Gentlemen:
'1'l~e tndersigned Bidder leas carefully examined the specifications, contract documents and the
site of the proposed work and is familiar with the nature and extent of the wcrrk rind i,ny local
G(117dIt,011ti that may in any manner affect the work to be done and the edtiipment and labor
required.
The undersigned agrees to do all work called for by said specifications t,nd contract dociimcnts,
in the maiuicr prescribcd t}icrcin and to the standards of quality established by s,une fora twenly-
fou,• (24) month period at a cost to the Village of "Tequesta equal to t}ic Tota] A,iiou,tt.
Item
No.
Description
AI2GA'A' -Lawn and Landscape Maintenance
- if contract foi• Ar-ea'A' ONLY
Ti,tal Amr~unt
24 Mcmth Period
Amt. in Words Ninety Three thousand Amt. in Numbers $93 , 708 .00
Seven Hundred Eight Dollars&00/xx
2 ARFA'A' -Lawn and I_andscaPe Maintenance
- if contract for ArcH'A' AND Arca'R'
/1mt. in Words F i g1, t~ aline Thou s a.~53 Amt. in Numbers •~ 8 9 , 8 9 8 .0.0___
• Eight Hundred Ninety Eight Dollars & 00/xx
HQ'n' - l
JENSUN
1ll~4U(-b25b-(44b JUL Ll y25 1J~4b IVO.Ulb I'.U9
• BRCAKDOWN OF BID QUOTATION - AR A'A'
Site ~/ Amt, if Contract for Area'A' ONLY Amt. if Contract for Area'A' ANll 'R'
X35,520.00
Z ~y ? Z c1- QO
3 $-=7T889. AA
4 $ 3.402.00
5 ~-~-,-~~-~ . e e
$ 3,018.00
'rotnls $93.706.00 $89,898.00
(Totnl.~ should match totals on previous page)
1'he undersigned also agrees as follows:
1. '!'o perform additional services and.provide necessary equipment, facilities, and materials
for work not covered by the above Bid Quotation, which may- be authorir_ed by the
Village utid to accept as full compensation, therefore, such prices as nay Ue agreed upon
in writing by the Village and the Contractor in accordance with Item 6 of the General
. Conditions.
2. 'I'o begin work on October ] , 1998, upon receipt of a "Notice to Proceed" prior to t}iat
date.
Accompanying this proposal is a certifed check or a Rid Bond in the amount of $ (Five Percent)
(not less tha» five percent (~%) of tl~e bid), made payable to ihe' Vi11Agc of Teyuesta, which is to
Uc forfeited as licltiidatcd dam~iges, if; in the event this proposal is accepted, the ui~dcrsig~ted
shall fail to execute the contract and furnish satisfactory contract bond under the conditions and
within the tune specified in the proposal; othecwisc said certified or cashier's check or }aid Frond
is to be returned to the wldersigncd.
T)ated this ~ i day of _ ,TL~1T- , 1998.
~...,,..a..~,.~,.
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