HomeMy WebLinkAboutDocumentation_Regular_Tab 17_10/11/2005VILLAGE OF TEQUESTA
MEETING AGENDA ROUTING SHEET
MEETING DATE: October 11, 2005
AMENDED MEETING DATE:
SUBJECT: Parks and Recreation 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 09-05/06
ORIGINATING DEPARTMENT: Public Works
DEPARTMENT HEAD APPROVAL /~~~~~~,Lv~
FUNDING SOURCE: 2005/2006 BUDGET
ACCOUNT NUMBER: 001-230-546.306
CURRENT BUDGETED AMOUNT AVAILABLE: $2#;65~:00~ °~i `~6 j ,/
AMOUNT OF THIS ITEM: $24,656.00/
BUDGETED BALANCE REMAINING: `t~i~ ~"~~/ /
(PIGGYBACK CONTRACT NAME AND #
OR
COMPETITIVE BID FOR ANYTHING OVER $10,000 -ATTACH 3 BIDS)
APPROVALS:
FINANCE
VILLAGE MANAGER '" ~ ~' .~
VILLAGE ATTORNEY (if Needed) Yes No
PLEASE RETURN TO VILLAGE CLERK TO PLACE ON THE AGENDA
Received
SEP 3 ~
Village ~€~r's Off
MEMORANDUM
TO: Michael R. Cou~o, Jr., Village Manager
FROM: Greg Corbitt, Director of Parks and Recreation
DATE: September 29, 2005
SUBJECT: Village Council Agenda Item for October 11, 2005; Consideration of a One-
Year Contract Extension for Parks and Recreation Lawn and Landscape
Maintenance for Area "B" to Terracon Services, Inc., in the Amount of
$24,656 Having a FY 2006 Budget Allocation of $24,656
In accordance with the 1998 Lawn and Landscape agreement with Terracon Services, 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 Parks and Recreation for FY 2006 is $24,656
(account #001-230-546.306).
The project location and new yearly amounts are listed below:
Parks and Recreation
Area "B"
Location Amount
Villa e Green Park $ 5,008
Constitution Park $19,648
Total Contract $24,656
Please place this item on the October 11, 2005 Village Council agenda for Councilmembers'
consideration.
• RESOLUTION NO. 09-05/06
A RESOLUTION OF THE VILLAGE COUNCIL OF
THE VILLAGE OF TEQUESTA, PALM BEACH
COUNTY, FLORIDA, APPROVING A ONE-YEAR
CONTRACT EXTENSION TO TERRACON
SERVICES, INC. OF JUPITER, FLORIDA FOR
PARKS AND RECREATION LAWN AND
LANDS[rAPE MAINTENANCE IN THE AMOUNT OF
$24,656~VHICH $24,656 (ACCOUNT #001-230.546.306)
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 Parks and Recreation Lawn and Landscape
maintenance contract to Terracon Services, Inc. of Jupiter, Florida in the amount of $24,656
(account #001-230-546.306) 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 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 Cazlisle
•
•
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 eriod shall be for two 2 ears commencin on October 1. 1998.
P OY g
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,
I' 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 far each bid submitted, in both words and figures. [f
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 - I
LAV~,1i AND LANDSCAPE MAINTENANCE
VILLAGE OF TEQUESTA
~-DVERTISEMENT FOR BID
Sealed bids will be received b}~ 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 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 beazing 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 guazantee 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 v~-il1 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 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
~l o~ C. ~~~d,'~a~rd
Village Manager
AB - 1
f
N
12.0 GENERAL
(A) In a situation where the precise limits of the azea/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.
1
1
1
i
(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 azeas 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 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 Boule~-azd -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
r
d
9. Chapel Court Retention Area
10. Russell Street Retention Area
1 1. Country Club Drive Island
12. Dover Ditch
TS-S
LAWN AND LANDSCAPE MAINTENANCE
VILLAGE OF TEQUESTA
z
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 - 1
OTHER TERMS ANO CONDITIONS
(/„sort am• other firms or conditions belou•.J
This Agreement entered into as of the day and year first ~eritten above.
cyrured b}~ larr. insrrt cancellation period. disclosures or other tirarning smtemrnts abore 1/re signanires J
GE ~C i~~UI~STf~1
O\1-hER ~ ~6~.0. ECX 3273 CONTRACTOR
ICJ ~ l: -~. C '3
~ /
/~y~ ~
(Si nature)
'I~iomas G. Bradford
Village of Z~equesta
-357 Tequesta Drive
to . Florida 33489-0474
(Prin ed name, f~tle and address)
a.>L. v..~.h.~.- a . ~ t ~~ .lE t
(Si nature) v
'~erractxt Services , Inc .
P.O. Box 2766
18249 131st terrace N., Jupiter, FL 3?4?8
Printed name. titlr and address)
LICENSE NO.:
IURISDICTION:
E
I.
i~
~ D(?Cl'StENT :UO~• 0«'\ER-C'O`TR.~CTOR aGR£~S1L•\T • SS1:1LL PROI~CTS tD(TIO\ • :11:1 • CUl'1~RIGHT 193 • TiiE :1~1LRIC:IX I~STITL'TI:
~RCIIITFCTS. 173> \E\~' 1'ORI::~~'F\L'E. 1.R'.. 1CASHIXGTO\. D-C. 2000G-~?92. This document ~~i; dtctmniiall~ produced ~~ith ~rmtissian of the
and
can be reproduced ~~ ithout ~ iolation until the date of t~piratiun as noted bdo~~.
Electronic Format A 105 -1993
User Document: A I OS.CON -- 8,25;1998. AIA License Number 109765, ~~hich expires on 7%31.'1999 -- Pa_=e :=3
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.
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
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
Alackail~ 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. RTackail
Elizabeth A. Schauer
The Mayor thereupon declared the. Resolution duly passed and
adopted this 27th day of August, A.D., 1998.
~,~~ N~ O TE ST
,~ ,~~ ~~
f~:~• t..~ v«~ s yL
Elizabeth A. Schauer
• ATTEST:
oann Mangan ello
Village Clerk
wp60\res\37-98
VLCRJ LIY ~J IJII 1L ~.V ~ V~v ~ -+~v
JVL G1 JV 1J ~-IJ IVU .U10 ~' ,~fL
•
LAWN AND LANbSCAPC MAINTENANCE
VILLAGE OF TEQUESTA
EXHIBIT "A"
BID #2
131D QU07'ATION UF:
BrD~UOT ON
AREA '
(West of FE ailroad
Except Tcquesta Drive, East of Fiesta Avcnae)
Address: P• 0. >3ox 2766, Jupiter, E1 . 33468
18299 131st Terrace N., Jupiter, f:l. 33978
Telephone No.~L 79 ~ ~ ~ ~ ~ e
to provide complete guidelines and perform all ~~•ork itt accordance ~ti-itlt the s ecii;
contract documents attached hereto for the: p cations and
Village of Tcquesta
P.O. Aox 3273
Tcquesta, l~L 33469-0273
Gentlemen:
The undersigned bidder has carefully examined the specifications
site ot'the proposed work and is familiar ~~•ith the nature and extent oftthetwork aredtanv local
conditions that may iu any manner affect the work to be done and [he c:quiptnent find laUor
requirc;d.
The undersigned agrees to do all work called for by said sj~ecifications and contract documents,
in the manner prescribed therein and to the standards of quality established by same for a twc
four (24) tttontft period at a cost tc> the Village of Tcquesta eyual to the 'T'otal Amount. my
Item
~~°~ Descri lion Total Amount
4 Month Period
1 AREA 'B' -Lawn and Landscape Aaintenance
- if contract for Arca 'I3' ONLY
Atnt. ill Words EightvFive thousand Ei dDDoliars
~"`-`~---' S~~~1~1~1t7tbers 5a5~00.00/2yrs.
~ AREA 'B' - 1-a~~~t and landscape Maintenance
- if curttracl for Ares 'A' Ai1'D -Area 'B'
•
Amt. in Words
Amt. in Numbers
gQ 'B' - 1
RIt~AKDOWN OF BID QUOTATION - AI2E '$'
• Sitc i~ A u. if Contract far Area 'B' ONLY
Amt. if Contract for Area 'A' AND'I3'
~ 2a,aoo.0o
7 9,600.00
8 33,600.00
9 960.00
IO 2,090.00
1I ~ ~ 4,000.00
12 12,000.00
Totals 85, 800.00 (2 years )
(Totals slrould nrrrtclr totals oir previous pale)
T}te undersigned also agrees as follows:
1. To perform additional services and provide necessary equipment, facilities, and materials
for work-not covered by the above Did Quotation, which may be autltorizcd by the
ti'illage and io accept as full compensation, therefore, such prices as may be agreed upon
in writittg by the VillaSC and the Co~ttractor in accordance «-ith Item 6 of the General
Cottditions.
2. To begin work on October 1, 1998, upon receipt of a "Nptice to Proceed" prior tc> thal
date.
Accompanying tktis proposal is a certified c}teck or a Bid Bond in the amount oF$ ~, 00.00
(not less than five percent (5%) of the bid), made payable to the Village of 1'equesta, which is to
be forfeited as liquidated damages, if, ill the event this proposal is accepted, rite utidcrsignecl
shall fail to execute the contract and furnish satisfactory contract bond under file conditions and
within life time specified in the proposal; otherwise said certified or cashier's check or 13id Bond
is to he returned to-thc undersigned.
Hated this 20th day of Ju , 1998
C'ONTR11C1.O 'I•erracon ServicFS, Inc
Anuri;css: ,~
~.Z~-
18249 131st `t'errace N. Ju iter, P1. 33978
(Signature and "title)
•i3rn ~z -'I3' .-
sQ'a'-2