HomeMy WebLinkAboutDocumentation_Regular_Tab 18_10/11/2005VILLAGE OF TEQUESTA
MEETING AGENDA ROUTING SHEET
MEETING DATE: October 11, 2005
AMENDED MEETING DATE:
SUBJECT: Utility Department (Storm Water) 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 10-05/06
ORIGINATING DEPARTMENT: Public Works
DEPARTMENT HEAD APPROVAL
FUNDING SOURCE: 2005/2006 BUDGET
ACCOUNT NUMBER: )
403-250-546.308 ($10,682.00)
CURRENT BUDGETED AMOUNT AVAILABLE: $15,828.00
AMOUNT OF THIS ITEM: $15,828.00
BUDGETED BALANCE REMAINING:
(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 0 ~~
VttragA i'~~ry~ off
MEMORANDUM
TO: Michael R. Cou~o, Jr., Village Manager
FROM: Russell White, Public Services Manager
DATE: September 29, 2005
SUBJECT: Village Council Agenda Items for October 11, 2005; Consideration
of a One-Year Contract Extension for Utility Department
(Stormwater) Lawn and Landscape Maintenance for Area "B" to
Terracon Services, Inc. in the Amount of $15, 828 Having a FY 2006
Budget Allocation of $15,828
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 the
Utility Department (Stormwater} for FY 2006 is $15,828 (account #403-250-546.308
and account #403-000-115.000}
The project location and new yearly amounts are listed below:
Utility Department
Stormwater
Location Amount
Cha el Court Retention Pond 1,769
Russell Street Retention Pond $ 1,194
Dover Ditch 12,865
Total contract $15,828
Please place this item on the October 11, 2005 Village Council Agenda for
Councilmembers' consideration.
• RESOLUTION NO. 10-05/06
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
UTILITY (STORMWATER AND DISTRIBUTION)
LAWN AND LANDSCAPE MAINTENANCE IN THE
AMOUNT OF $15,828 WHICH $10,682.00 (ACCOUNT
#403-250-546308) AND $5,146.00 IS REIlVIBURSED BY
THE TOWN OF JUPITER. BUDGETED IN FISCAL
YEAR 05/06.
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 Utility (Stormwater and Distribution) Lawn and
• Landscape maintenance contract to Terracon Services, Inc. of Jupiter, Florida in the amount of
$15,828 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 Carlisle
•
•
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 aze not appropriated
by the Village Council or (b) to continue the contract for the remainder of the 2- ear
Y
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 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 b}-law°s to execute such instnunent, with the corporate seal
affixed thereto and the address of such corporation indicated thereon.
IB - 1
LAW11 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 "SID
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 v~~ill 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.
AB - 1
VILLAGE OF TEQUESTA
~~o~ C, ~xz~d,'~ond
Village Manager
t
M
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 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.
1
A
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 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~-ard -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
r
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 - 1
OTHER TERMS ANO CONDITIONS
(/~rscrt a?ti' other terms or conditions bclou'J
-r}t~s Agreement entered into as of the day and year first written above.
required b}' 1a n•. insert cancellation period. disclosures or other xarning statements abo~•e the signatures J
~tAGE ~~ ~ ~C~U~STA
p~tiNER / ~ P-p, BOX 3273 C NTRACTOR
'I'1r'(?U STR.
(Si ng amreJ /
G. Bradford (GG
Village of Tequesta
-.357 Tequesta Drive
to Florida 33489-0474
(Prin ed name. ~it(e and address)
~Ct~1,~.1 ii1E ~•- - s
(Si nature) v
~erraccn Services, Inc.
P.O. Box 2766
18249 131st Terrace N., Jupiter, FL 33478
(Printed name. title and address)
LICENSE NO.:
JURISDICTION:
i lX?C't'~t[`T A10~• O1tAER{OXTR~CTOR :\GRE•t:~fE-\T • S\L\LL F'ROIE:CTS C•DITIO~ -:\I:\ • CUl'1 RIGHT 19n3 • Tltf'::\\f[:RIG\~ t~ST1Tt"fF
~RCHITFCTS. 173> XL\\' 1'ORI::\\'F`l'E. ti.\\'.. 1\'.aSHI\GTO\. D.C. 20006-X29'_. This dr~cumrnt ~~as clcttmnicallti produ.cd with pcrmissi.~n of the
-\ anJ can be reproduced ~~ ithout ~ iulation until the date of expiration as noted bclu~~.
Electronic Format A10~ -1993
User Document: A I O~.CON -- 8-?~%1998. A[A License Number 109 i6~. which expires on 7i31 '1999 -- Pa_~e r3
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
' ~• blackail, 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 . R4ackai 1
Elizabeth A. Schauer
The Mayor thereupon declared the Resolution duly passed and
adopted this 27th day of August, A.D., 1998.
~~~~ ~f 0 O~ TE ST
~f Elizabeth A. Schauer
ATTEST: (/
Qa~-,,,_...~
oann Mangan ello
Village Clerk
wp60\res\37-98
- - _ .. v L
LA~1rN AND LANbSCAPE MAINTENANCE'
• VILLAGE OF TEQUESTA
EXHIBIT "A"
BID #2
BID UOT ON
AREA '
(West of FE ailroad
Except Tequesta Drive, East of Fiesta Avenue)
BID QUO3'ATION UF: NamP• R... ~ ~ _
to Provide cumPlcte guidelines and perform all
contract documents attached hereto for the:
Village of Tequesta
P.O. Aox 3273
Tequesta, l~L 33469-0273
Gentlemen:
«•ork in accordance ~ti-itlt the specifications and
• The undersigned bidder }1as carefully examined the specifications, contract docurrtents and th
site oi'the proposed work and is familiar «•ith the nature and extent of'the work artcl any local
cortditiorts that may itt any manner affect the work to be done and [he equipment and labor
required.
Tlu ur~dersierted agrees to do all work called for by said sj~ccifications ar~d contract documents,
in the rnanner prescribed therein and to the standards of quality established by same for a nvcnt -
four (24) month period at a cost t~~ the Village of Tequesta equal to the 'Dotal Amount. y
item
'~~°~ Descri lion Total Amount
4 Montle Period
I AREA 'B-' -Lawn and Landscape Maintenance
- if contract for Arca '13' ONLY
Amt. in Words_Ei.ght~ve thousand Eigh~triTtu~~~jj~efslars
~a5,800.00/2yrs.
AREA 'B' - I_a~~~l anc! Landscape Maintenance
- if curttract for Area 'A' AND Area 'B'
Amt. in Words
•
Address: P• 0. Box 2766, Jupiter, E1. 33468
18299 131st Terrace N,, Jupiter, F'1. 33978
Telephone No. 5
Amt. in Numbers
gQ 'B' - 1
- _ .. ~ ... v ~ V J
•
•
BREAKDOWN OF BID (2UOTATION - Al2E '$'
Site i~ ~1mt. if Contract for Area 'B' ONLY
$ 22,x00.00
7 9,600.00
8 33,600.00
9 960.00
10 2,040.00
11 ~ 4, Qoo. oo
12 12,000.00 .
Amt. if Contract for Area'A' AND'F3'
Totals 85, 800.00 (2 years )
(Totals slrotrlrl nratclr totals oft previous pa~-e)
T'Ite 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 fire
Village and to accept as full compensation, therefore, such prices as may be agreed upon
in wr~tittg by the VillaSC and the Co~ttractor in accordance ~~•ith item 6 of the General
Conditions.
2. To begin work on October 1, 1993, upon receipt of a "Notice to Proceed" prior tc> that
date.
Acco,npaciying tiffs proposal is a certified check or a Aid Bond in the atnount of $ ~, 00.00 _ I
~'z~
(not less than five percent (5%) of the bid), made payable to the 4'illage of 1•equesta, which is to .1 ~~
be forfeited as liquidated damages, if, in the event this proposal is accepted, the undersigned
shall fail to execute the contract and furnish satisfactory contract bond under rite conditions and
within tfte time specified in the proposal; otherwise said certified or cashier's check or Iiid Bond
is to he returned tct the uttdersigc~ed.
Dated this ~h _ day of Ju
1998.
,....,W~
C'ONT('~AC1.O 7•erracon Servic~:s Inc.
ADURCSS:
~~
18249 131st '1'erracr~ t~~. Ju itcr, F1. 33978
I3Y: .
~1D #l -'i3'
(Signature and 'title)
RQ'B' - 2