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HomeMy WebLinkAboutDocumentation_Regular_Tab 16_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 "B" to Terracon Services, Inc. COVER MEMO ATTACHED: Yes CONSENT AGENDA OR REGULAR AGENDA: Consent RESOLUTION OR ORDINANCE NUMBER: Original Resolution 37-97/98 Current Resolution 08-OS-06 ORIGINATING DEPARTMENT: Public Works DEPARTMENT HEAD APPROVAL FUNDING SOURCE: 2005/2006 BUDGET ACCOUNT NUMBER: 001-210-546.309 CURRENT BUDGETED AMOUNT AVAILABLE: $2~?S~:@0 ~i 7,Z~ ~ - 7~ ~> AMOUNT OF THIS ITEM: $29,782.00 j~ BUDGETED BALANCE REMAINING: 7~~, ~q~/ (PIGGYBACK CONTRACT NAME AND # OR COMPETITNE BID FOR ANYTHING OVER $10,000 -ATTACH 3 BIDS) APPROVALS: FINANCE VILLAGE Lv~n~~hvLn ~---- ~ ~> -.,.` VILLAGE ATTORNEY (if Needed) Yes No ~-- // PLEASE RETURN TO VILLAGE CLERK TO PLACE ON THE AGENDA Received SEP 3 0 ~QqS Vili~pc~ ~np~'~ pff MEMORANDUM TO: Michael R. Cou~o, Jr., Village Manager ~p FROM: Gary Preston, Director of Public Works P'~ 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 "B" to Terracon Services, Inc., in the Amount of $29,782 Having a FY 2006 Budget Allocation of $29,782 In 1998, the Village received bids for Lawn and Landscape maintenance bids for Area "B" which includes Village properties and right-of--way areas west 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. Terracon Services was the original low bidder for Area "B" 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 $29,782 (account #001-210-546.309) in FY 2006 for Area "B" Lawn and Landscape Maintenance. The project location and new yearly amounts are listed below: Public Works Area "B" Location Amount Public Safet Facilit $15,018 Seabrook Road $11,957 Country Club Drive Island $ 2,807 Total contract $29,782 Please place this item on the October 11, 2005 Village Council Agenda for Councilmembers' consideration. • RESOLUTION NO. 08-05/06 A RESOLUTION OF THE VILLAGE COUNCII. OF THE VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, APPROVING A ONE-YEAR CONTRACT EXTENSION TO TERRACON SERVICES, INC. OF JUPITER, FLORIDA FOR PUBLIC WORKS LAWN AND LANDSCAPE MAINTENANCE IN THE AMOUNT OF $29,782 WHICH $29,782 (ACCOUNT #001-210-546.309) WAS ALLOCATED IN THE FY 2006 BUDGET.`') WHEREAS, the Village in 1998 approved a Lawn and Landscape Agreement with Terracon Services, Inc. with successive one-year renewals. WHEREAS, both the Village and Terracon Services, Inc. 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 Terracon Services, Inc., of Jupiter, Florida in the amount of $29,782 (acsount~#001- 2T0-546.309) 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 r~ ~~ • LAWN AND LANDSCAPE MAINTENANCE VILLAGE OF TEQUESTA INSTRUCTIONS TO BIDDERS 1. 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(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 LAV411 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 Harvazd Circle, West Palm Beach, FL 33409, until 2:OO~.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'. TEQUESTA. FLORIDA". All work performed shall be in accordance with conditions, requirements, and specifications pertaining thereto, which may be obtained, free of chazge, 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 he 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 eazly as practicable and ~~~ithin sixty (60) days after receiving the bids. the Village shall advise as to the successful bidder. The Village of Tequesta reserves 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 !~ ~~io~sa~t C. ~xa~d,'~id Village Manager AB - 1 K M A A n N ~' 12.0 GENERAL (A) In a situation where the precise limits of the area/site to be maintained is not stated. such area/site shall be interpreted as extending from property line to property line or, in the case of streets. the landscape/lawn areas 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 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: (A) Area 'A': That area of the Village of Tequesta lying east of the FEC Raikoad and that portion of the Tequesta Drive right-of--way between the FEC Railroad and Fiesta Avenue. 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 Raad 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 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". SW - I OTHER TERMS AND CONDITIONS (lnsa rr on}'other terms or eonditrons befo+r.J • -I-~~s Agreement entered into as of the day and year first written above. ~,.yrrrred b)' lout insert cancellation period. disclosures o- other earning srmements abort drr slgnanaes.J ~iiLlAG~ ©~ Tt4U~STA ptt~'ER / P.O. BOX 3273 'f'E'i)U STA~IORIa ~' ~st~ G. Braafora G Ul.lage of Tequesta 35Z Z~~~pFive (Prim ed name. fide old c ddre~ssJ 33489-0474 t~ i i C NTRACTOR (Si natun) u '~erraccn Services, Inc. P.O. Box 2766 18249 131st terrace N., Jupiter, FL 33478 (Printed name, title and address) LICENSE NO.: JURISDICTION: ~ M?Cl'~tENT A 10>• O~t~ER{O~TR~CTOR AGREE~tE\T • S~I:~LL PROJECTS EDITIOX • :V:', • CUI'1 RIGI IT 14n3 • THL- a~t[:R1CAX IXSTITL'TE: :~RCIIITFCTS. 173 `E1~' 1'ORI::~~'E\l'E. ti.\t'.. 11:gSH1XGTON. D.C. 20006-292. This document ++as dcctmnically produced ++ith permissi.+n of the ~ ~~ and can be rcprnduccd without ~ iulation until the date of expiration as noted bclo«. Electronic Fot~nat A10~ -1993 lJser Document: A 103.CON -- 8,?3/1998. AIA License Number 109763, which expires on 7%31-'1999 -- Pa:=e ;r3 a RESOLUTION N0. 37-97/98 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 "B" LAWN AND LANDSCAPE MAINTENANCE TO TERRACON SERVICES, INC., OF JUPITER, FLORIDA, IN THE AMOUNT OF $85,800, SUBJECT TO FUNDS BEING APPROPRIATED FOR EACH SUCCESSIVE FISCAL YEAR, HAVING A TOTAL PROPOSED FISCAL YEAR 1999 AND FISCAL YEAR { 2000 BUDGET ALLOCATION OF $107,030. I 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 Terracon Services, Inc.. of Jupiter, Florida, for Area."B" Lawn and Landscape Maintenance, in the Amount of $85,800, Attached Hereto as '` Exhibit "A" and Incorporated by Reference as Part of this F 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 btackail~ 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 Joseph N. Capretta Carl C. Hansen Ron T. I~4ackail Elizabeth A. Schauer AGAINST ADOPTION The Mayor thereupon declared the Resolution duly passed and adopted this 27th day of August, A.D., 1998. ATTEST: oann Mangan ello Village Clerk wp60\res\37-98 _f ~% 0 0 TE ST ~d ~ ,~ ~j Elizabeth A. Schauer _.- .., ...,.vav i .UL • Bln QUOTATION UF: EXHIBIT "A" BID #2~ LAWN AND LANDSCAPZ MAINTENANCIi VILLAGE OF TEQUESTA Bl!D UOT ON AREA ' (West of FE a lroad Except Tequesta Drive, ~:ast of Fiesta Avenue) Address: P• 0. Box 2766, Jupiter, F1. 33968 . 18299 131st Terrace N., Jupiter, F1. 33978 Telephone No.~_ 7Q ~ ~ ~ ~ ~ g ~..__ to Provide complete fiuidelines and perform all ~~•ork in accordance ~ti~itlt the specii;cations an contract documents attached hereto for the: d Gentlemen: Village of Tequesta P.O. Aox 3273 Tcquesta,l'L 33469-0273 >~ The undersigned IIidder has carefully examined the specircations, contract d site ol'the proposed work and is familiar tti•ith the nature and extent of'the work andta and the conditions that may in any manner affect the work to be done and the c:gttiprnent and labor required. The undersigned agrees to do all work called for by said sj~ccifications and contract documents, in the manner prescribed therein and to the standards of quality established by same for a twcnt - four• (24) tttontlt period at a cost tc~ the Village of Tequesta eyual to tl~e Total Amount. y Item ~'~°' Descri lion Total Amount 24 Month Period 1 ARF_A 'B' -Lawn and Landscape Aiaintenance _ - if contract for Arca '13' ONLY Arnt. in Words.EightvFive thousand Eigi~tr~~~~j~~eCSlars ~^ 5t35~g00.00/2yrs. AREA 'B' - 1_a~~~t and Landscape Maintenance - if curttract for Arcs 'A' Ah'D Brea 'B' Amt. in Words • Amt. in Numbers gQ 'B' - I v~.~,a .,iu.v u.. a_/ ,v. v.. .. „v JVL- L1 lV a.w -+v ~.V ViV r (J,~ BREAKDOWN OF BID (QUOTATION -ARE 'B' • Site i~ Amt. if Contract for Area 'B' ONLY Amt. if Contract for Area 'A' AND'B' fi $ 22,800.00 7 9,600.00 8 33,600.00 9 960.00 10 2, 090.00 ' I1 ~ g, 800.00 12 12,000.00 Totals ,85,800.00 (2 yoars) (Totals s/rortld nrntclr totals oir previous pale) T}te undersigned also agrees as follows: 1. To perform additional services and provide necessary equipment, facilities, and materials fir work not covered by the above Bid Quotation, which may be autJtortzcd 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 Item 6 of the General Conditions. 2. To begin ~~~ork on October 1, 1993, upon receipt of a "Notice to Proceed" prior tc~ tltal date. Acco-npan}~ing t}tis proposal is a certified check or a Bid Bond in the amount of $ ~, 00.00 (not less than Live percent (S%) of the bid), made payable to the Village of ~•equesta, which is to be forfeited as liquidated damages. if, in the event this proposal is accepted, the undersigned 51ta11 fail to execute the contract and furnish satisfactory contract bond under t}te conditions and within the time specified in the proposal; otherwise said cer[ified or cashier's check or 13id Bond is to he returned tb-the undersigned. Hated this 20~_ day of Ju 1998. C'CNTRACI'O 'I•erracon Services, Inc ~nuRL•'ss: ~{i8 ~{'z ~ 18249 131st `t'errace n. Ju itcr, F1. 33978 BY: ~ `~wncr (Signature and 'title) •131)) #l - ' I3' ._.-. RQ'B' - 2