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HomeMy WebLinkAboutDocumentation_Regular_Tab 14_10/11/2005VILLAGE OF TEQUESTA MEETING AGENDA ROUTING SHEET MEETING DATE: October 11, 2005 AMENDED MEETING DATE: SUBJECT: Utility Department (Storm Water and Distribution) 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 06-05/06 ORIGINATING DEPARTMENT: Public Works DEPARTMENT HEAD APPROVAL ,.. FUNDING SOURCE: 2005/2006 BUDGET ACCOUNT NUMBER: 401-243-546.309 ($4,098.00) 403-250-546308 ($2,057.00) ~~ /55. av CURRENT BUDGETED AMOUNT AVAILABLE: AMOUNT OF THIS ITEM: $6,155.00 ~// ~aLar; TAB _ 75, d d d r _ _--- P~1, ~oO ~ $6,155.00'1.:: ~ ,; C BUDGETED BALANCE REMAINING: $ ~ $ ~. ys ,~ (PIGGYBACK CONTRACT NAME AND # OR COMPETITIVE BID FOR ANYTHING OVER $10,000 -ATTACH 3 BIDS) APPROVALS: c `--~ FINANCE DIRECTOR' -~, ~ VILLAGE MANAGER `~ 7 VILLAGE ATTORNEY (if Needed) Yes No PLEASE RETURN TO VILLAGE CLERK TO PLACE ON THE AGENDA Received SAP ~ 0 1 Wi~lage Mgr's Off MEMORANDUM TO: Michael R. Couao, Jr., Village Manager tic/`' FROM: Russell White, Public Services Manager DATE: September 29, 2005 SUBJECT: Village Council Agenda Item for October 11, 2005; Consideration of a One-year Contract Extension for Utility Department (Stormwater and Distribution) Lawn and Landscape Maintenance for Area "A" to Rood Landscape Co., in the Amount of $6,155 Having a FY 2006 Budget Allocation of $6,155 In accordance with the 1998 Lawn and Landscape agreement with Rood Landscape Co., this company is entitled to a 3.5% CPI increase for the new contractual year from October 1, 2005 through September 30, 2006. The total cost for the Utility Department (Stormwater and Distribution) for FY 2006 is $6,155 (Stormwater: account #403-250-546.308 is $2,057; Distribution account #401-243- 546.309 is $4,098). The project location and new yearly amounts are listed below: Utility Department Stormwater, Distribution Area "A" Location Amount Public Services Facili 50% $ 4,098 Te uesta Drive Draina e Ditch 2,057 Total Contract $ 6,155 Please place this item on the October 11, 2005 Village Council Agenda for Councilmembers' consideration. • RESOLUTION NO. 06-05/06 A RESOLUTION OF THE VII.,LAGE COUNCII. OF THE VII.LAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, APPROVING A ONE-YEAR CONTRACT EXTENSION TO ROOD LANDSCAPE CO., TEQUESTA, FLORIDA, FOR UTILITY (STORMWATER AND DISTRIBUTION) LAWN AND. LANDSCAPE MAINTENANCE IN THE AMOUNT OF $6,155 WHICH $6,155 (ACCOUNT #'S 401-243-546.309 AND 403-250-546.308) 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 Utility (Stormwater and Distribution) Lawn and Landscape Maintenance contract to Rood Landscape Co., of Tequesta, Florida in the amount of • $6,155 (account #'s 401-243-546.309 and 403-250-546.308) 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 Councilmember who moved its adoption. The Resolution was seconded by Councihnember ,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 I. 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. 2. 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 year. 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. 3. 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 regard 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. 4• 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(s) 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 LAW~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., Tuesday, 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' AND/OR AREA'B', TEOUESTA. 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 will be returned upon execution of the contract and delivery of proper certificates of insurance. As early as practicable and ~ti~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 • ~~coc~tad C. ~nG:~~~'"~""" Village Manager AB - 1 M A A i A 12.0 GENERAL (A) In a situation where the precise limits of the area/site to be maintained is not stated, such azea/site shall be interpreted as extending from property line to property line or, in the case of streets, the landscape/lawn azeas lying between 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 Holida~° weekends. 13.0 CONTRACT AREAS AND SITES LOCATED THEREIN The two contract areas for lawn and landscape maintenance and the sites within those areas aze as follows: (A) Area 'A': That area of the Village of Tequesta lying east of the FEC Raih~oad and that portion of the Tequesta Drive right-of--way between the FEC Railroad and Fiesta Avenue. 1 1 1 1 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 Boule~-azd -Old Dixie Hwy. to U.S. I (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 Park / 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 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 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 various sites, as further outlined and described in this document and depicted in the attached map ~ entitled, "Lawn and Landscape Maintenance Sites". ~, l SW - 1 (Insert an)' other terms or conditions belon:J OTHER TERMS AND CONDITIONS This A~rcement entered into as of the day and year first written above. (/)required b}' la~+'. insert tancellarion period, disclosures or other unrning slalemenfs obare d+e signatures.) yL . _-,, t~~.r~ 1f1U•I~CEOf Tt~tt,~5} ~tT;ER p,0, Bfl:: 3273 ~~~ ~ EST~~lFl-pjRIDA 334~a~ X22 ($ig~rarureJ minas G. Bradford ~~~ Tillage of Z'egwesta 357 ~'egt~sta Drive ( rr er~nam~e.4i~le an~~~uJ 33489-0474 ', CON ~ CTO ~ ~ C~ ~'~~ ~. L~ A r'Zi ~C. L E~ ~,~~~ Ln ~ ~` pa~ ~~ ~ r ~ P.O. Box 3768 ~taesta, FZ 44369-0768 (Printed name, title and oddressJ LICENSE NO.: IURISDICTION: ~! ~ ~'« ~}EXT ~10~• O~t~ER{OAT}Z~CTOR AGRlrE~1L•~T • S~}:~LL PRO1L-CTS C-DITIO~ • :~I:~ • CUPl'RIG}IT 153 • THE A~fERlCa\ IXSTITI.Tf_ t)!~ .~Fl'1tiTfCTS. ! i~j ~E11' 1'OR1: A~"E?~l_'E. K.~1~. N:4SHI`GTO\. D.C. 30006-~39?. This documrnt ~~ai c!rcu~miglh produced ~~ith }urmissi~+n p(the ;~ ~ Ord can be reproduced w ithout ~ iulation until the date of txpiration u noted belo~~. Cl~ctronic Format A10~ -199: User Document: A 10~.CON -- 8 ?~i 1998. AlA License Number 10976. «hich expires on 7.3 I '1999 -- i'a_~e _: RESOLUTION NO. 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. n '' ~'~~F UES ~~ / j ~/ Elizabeth A. Schauer • AT'i EST : l/ .. a-% oann Manga 'ello j Village Clerk wp60\res\36-9d EXHIBIT "A" LAWN AND LANDSCAPE MAINTENANCE VILLAGE OF'TEQUESTA • i3YD ft"1 1D h0 N A 'A' (>F:ast of FEC Railroa n Tequesta brive West of FEC Railroad to Fiesta A.vcnuc) RII~ QtIOTATION OT': Name• Robd Landsca a co. , nc. Address: PO Box 3768, Tequesta, FL 33469-0768 Telephone No. (561) 74~,_„~ j 86 to provide cottiplete guidelines and perform all work in accordance with the specifications and contract documents attached hereto far tlte: Village of Tequesta Y.0.13ox 3273 Tequesta, ii'L 33469-0273 Gentlemen: ~'he undcrsi~ncd Bidder has carefully examined the specifications, contract documents and the site of the proposed work and is familiar with the nature and extent of the work t>>td ttny local conditions that may in any manner affect the work to be done and the equipntent and labor required. The undersigned agrees to do all work called for by said specifications and contract docuntcnts, in the marut~r prescriEicd tlicrcin and to the standards of quality established by same for atwenty- fow• (24) month period at a cost to -the Village of Tequesta equal to the Total Amount. Item Total Amount No. Description 24 Month Period 1 ARC;A'A' =Lawn and Landscape Maintenance- - ifcontract for Arca'A' ONLY Amt. in Words Ninety Three thousand Amt. in Numbers $93 , 708 .00 Seven [tundred Eight Dollars&00/xx 2 AREA 'A' -Lawn and Landscape Maintenance - if contrKCt fur Arcs `A' ANn Arca 'R' Amt. in Words Eighty Nine Thousa~~] Amt. inT`umhcrs.$89,898.00,__ Eight hundred Ninety Eight Dollars & 00/xx__ • I3Q'A' - .Site it 1 2 3 4 5 BIt>;AKDOWN OF BID QUOTATION - AR A'A' Amt. if Contract for Area 'A' ONLY $~, ? Z 0- 4A ~ 3.402.00 Amt. if Contract for Area'A' AND'13' $35,520.D0 --.----- $ 3,018.00 'Totals $93.708.00 #89,898.00 (Tntaic shvt~ld rnatclr totals on previous page) The undersigned also agrees as follows; 1. '1'o perform additional services and.provide necessary cyuipment, facilities,-and materials for work not covered by the aUove 13id Quotation, which. tnay be autl~orixed by the Village and to accept as full compensation, therefore, such prices as may be agreed upon in writing by the Village and the Contractor in accordance with ltctn 6 of the General C:ottditions. 2. 1'o begin work on October l , l 998, upon receipt of a "Notice to Proceed" prior to that date. Accompanying this proposal is a certified check or a Rid Bond in the amount of $ (Five Percent ) (riot less t}tan five percent (~%) of the bid), tnadc payable to the Village of Teyuesta, which is to be forfeited as liquidated datn~iges, if, in the event this proposal is accepted, the undersigned shiill fail to execute the contract and furnish satisfactory contract bond under the conditions and within the tithe spc;cified in the proposal; otherwise said certified or cashier's check or Bid F.~ond is to he returned to the undersigned. Dated this •~ y clay of Jt~1T_ , 1998. "~~Anw.a`ar. CONTRACTOR: mod L Co . Inc . AUllK1=SS: pn Ftn~r ~7~R BY: ~~ C~~ (Signature acid '1'itlc) 131n~1-'A' DQ'A' -?