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HomeMy WebLinkAboutDocumentation_Regular_Tab 19_10/11/2005VILLAGE OF TEQUESTA MEETING AGENDA ROUTING SHEET MEETING DATE: October 11, 2005 AMENDED MEETING DATE: SUBJECT: Public Works Additional Landscape and Irrigation Maintenance 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 11-05/06 ORIGINATING DEPARTMENT: Public Works DEPARTMENT HEAD APPROVAL FUNDING SOURCE: 2005/2006 BUDGET ACCOUNT NUMBER: 001-210-546.309 CURRENT BUDGETED AMOUNT AVAILABLE: $3e;~e9:ee ~'7 ©, y 9 g " AMOUNT OF TIIIS ITEM: $30,000.00 ~ BUDGETED BALANCE REMAINING: ~/Q ~ '~ f S ~ (PIGGYBACK CONTRACT NAME AND # OR COMPETITIVE BID FOR ANYTHING OVER $10,000 -ATTACH 3 BIDS) APPROVALS: -~, / FINANCE VILLAGE MANAGER ~/ ~~-~~-, -tee VILLAGE ATTORNEY (if Needed) Yes No PLEASE RETURN TO VILLAGE CLERK TO PLACE ON THE AGENDA ReceivEd SEP 3 0 ~ N~~l~da tw~gr'~ off MEMORANDUM TO: Michael R. Couzzo, Jr., Village Manager FROM: Gary Preston, Director of Public Works DATE: September 29, 2005 SUBJECT: Village Council Agenda Item for October 11, 2005; Consideration of a $30,000 Contract to Rood Landscape Co., Inc. for Additional Landscape and Irrigation Maintenance The annual contract with Rood Landscape Co., Inc. for Area "A" includes general mowing, trimming, pruning, weed control, irrigation check, mulch and fertilization. In addition to this work, there are several areas that the Village requires extra work, such as planting of annuals on Tequesta Drive and Beach Road, major irrigation repairs on U.S. Highway 1, Beach Road and Tequesta Drive and the replacement of trees and shrubs in Area "A". In addition to the extra work in Area "A", the Village also contracts with Rood Landscape to trim and fertilize the 168 Royal Palms on Tequesta Drive. The total cost for the additional work is anticipated to be approximately $30,000. The additional work requires a purchase order and approval from the Village Council. The FY 2006 budget included funding in the amount of $30,000 (account #001-210-546.309) to pay for the additional work claims. Please place this item on the October 11, 2005 Village Council Agenda for Councilmembers' consideration. RESOLUTION NO. 11-05/06 A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, AMENDING THE CONTRACT WITH ROOD LANDSCAPE CO., INC., WITH AN EXISTING PUBLIC WORKS CONTRACT PRICE IN THE AMOUNT OF $71,720, TO ADD $30,000 FOR ADDITIONAL LANDSCAPE AND IRRIGATION MAINTENANCE FOR AREA "A", HAVING A FISCAL YEAR BUDGET ALLOCATION OF $30,000, AND AUTHORIZING THE VILLAGE MANAGER TO EXECUTE THE CONTRACT ON BEHALF OF THE VILLAGE. WHEREAS, The account001-210-546.309 Landscaping and Irrigation has $70,498.00 budgeted in Fiscal Year 05/06, and NOW, THEREFORE, be it resolved by the Village Council of the Village of Tequesta, Palm Beach County, Florida, as follows: Section 1. Amendment of the contract with Rood Landscape, Co., Inc., in the existing amount of $71,720 to add $30,000 for additional landscape and irrigation maintenance for Area "A" is hereby approved, having a FY 2006 budget allocation of $30,000, 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 • 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 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 b}laws to execute such instrument, with the corporate seal affixed thereto and the address of such corporation indicated thereon. IB - 1 LAS :~ AND LANDSCAPE MAINTENANCE VILLAGE OF TEQUESTA f~ ~-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 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 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 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 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 ~~~xa~ C. ~xaA(~ond Village Manager AB - 1 12.0 GENERAL (A) In a situation where the precise limits of the area/site to be maintained is not stated, such arealsite 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 Railroad and that portion of the Tequesta Drive right-of--way between the FEC Railroad and Fiesta Avenue. 1 • Sites w' ' tth~n 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 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 fiarther outlined and described in this document and depicted in the attached map entitled, "Lawn and Landscape Maintenance Sites". SW - 1 ALL TOXIC SUBSTANCES MUST BE LABELED FOR IDENTIFICATION, IN ACCORDANCE WITH O.S.H.A. STANDARDS. 9: JURISDICTION OF OTHER AGENCIES Where construction or other operations occur in rights-of--way or other areas under the jurisdiction of agencies or owners other than the Village, the Contractor shall comply with all rules, requirements, and regulations of the .agencies or owners having jurisdiction. 10. INSPECTION AND MONITORING BY VILLAGE The Village and its representatives will, at all times, have access to sites where work is performed by the Contractor. 11. PAYMENT When the monthly work provided for under this contract has been completed, and when the Contractor has made a written request for payment, and when such request is approved by the Village, the Village shall make payment to the Contractor in the amount of the request within twenty-eight (28) days after receipt of the request for payment. Each payment request shall be. in the amount of one-twenty-fourth (1/24) of contract =~ ~ _ amount. 12. CLAIMS FOR EXTRA COST If the Village authorizes any additional services or improvements not covered by this contract, the Contractor will accept as full compensation therefore such prices as may be agreed upon in writing by the Village and the Contractor before the extra services aze provided or work is commenced. 13: _ COMPLIANCE WITH CODES All codes and safety regulations, National, State, and Local that are applicable to work performed under this contract, shall be strictly adhered to by the Contractor. 14. COMPLIANCE WITH LAWS All laws, National, State, and Local that are applicable to the maintenance operation, shall be strictly adhered to by the Contractor. The Village requires the Contractor to comply with the Employment Eligibility Verification as required by Title 8. United States Code, Section 1324A. ~~ GC-4 (Insert anp otjrer terms or tondrtrons belou•.J OTHER TERMS AND CONDITIONS This Agreement entered into as of the day and year first «~ritten above. (jJrrgr,ired 5}' la,r, insert cancellation period. disclosures or other i,nrning sratements obore the signor„res.) O~~T;ER I~~C=E O~y ^~7. P.O. BO.. -~ 3 Jv.~~_L ~ / ~~ (Sig~,atureJ Thol;nas G. Bradford ~~~~//// Village of Tequesta 357 eTequesta Drive n e~aam~e.4itran~~~s1 33489-0474 CONET~ j CTO.R ~ jC~F~/~,'~,"~ ~, t~,~ ~~;~;(.E. (Si nature) ~oa r.,an ce. zn~. P.O. Box 3768 Tequesta, FL 44369-0768 (Printed name. title and address) LICENSE NO.: ]URISDICTION: .~I ~ fN~CI ~tE•~T A IU>- O~t1ER{O\TRACTOR AGRE•E~IL•~~T • 5>1:~LL PROIL•CTS L"D1T10~ • :~1:~ • CUPI~RIGIIT 193 • THtc :~~tERIG~~ I~ST1Tt:Tf I~ :~RCI ti iFCTS. I i;. ~E\1' 1'ORI: AB'E`L'[. ~.1C . WASH(XGTOX. D.C. ?0006-.'9'_. This dacumrnt ~~y e!avoniall. produetd ~~ith pcrmissi~~n ri the ~ a,.d can be reproduced ~~ ithuut ~ iulation until the d~tc of expiration 15 noted belo~~. Cltctronic Format A10~ -199; User Document: AIO~.CON -- 82~i1998. AIA License I~umbzr 10976. ~~hich expires on 7.31 1999 -- Pa_~~ == RESOLUTION NO. 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 Tlackail 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 . i~4ackai 1 Elizabeth A. Schauer The Mayor thereupon declared the Resolution duly passed and adopted this 27th day of August, A.D., 1998. ~ 0 O TE~~'EST /~ / : ~ N~ ,// ~ /~~/ ~' ~c.~v Elizabeth A. Schauer • ATTEST: oann Mangan ello Village Clerk wp60\res\37-98 ULLOJLIV.~uly yy....Vl vvv ~-.~v JVL Ll JV yJ 4J IVU .U10 I' .UL • BID QUO~'ATiON OF: EXHIBIT "A" BID #2 • to provide cuntplcte fiuidelines and perform contract documents attacl2ed hereto for tlte: Gentlemen: LAWN AND LANbSCAPL• MAINTENAIVCL•; VILLAGE OF TEQUESTA BID UOT ON AREA ' (West of FE a (road Except Tequesta Drive, East of Fiesta Avenue) all ~york in accordance ~vitlt the specifications and Village of Tequesta P.O. Box 3273 Tequesta, hL 33469-0273 The undersigned Didder }tas carefully examined the specifications, contract documents and the site oi' the proposed work and is familiar with the nature acid extent of the work aitd any local conditions that may itt any manner affect the work to be done and the egttii~Inent find 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) tttontf~ period at a cost tc~ the Village of Tequesta eyual to tl~e 'Dotal Amount. y item ~~°• Descri lion Total Atnottnt 4 Month Period 1 ARF_A 't3' -Lawn and Landscape A~aintenance - if contract for Arca '13' ONLY Amt. in Words_Ei~Fi~o thousand Eigt~~'i4£'1~it5~bersiars S_85.800.00/2yrs. AREA'B' - I_a«~t attd Landscape Maintenance - if cutttract for Area 'A' ANi) Area 'B' Amt. in Words Name• ~ ' Address: P• 0. Box 2766, Jupiter, F1. 33468 18299 131st Terrace N., Jupiter, E'1. 33978 Telephone No.,~L 7Q ~ ~ 1 t ~ g Amt. in Numbers )3Q 'B' . VLLI?J L~.N V~^ • site i. fi 7 8 C Hated this ~_ day of Ju 1998. C'ONTR11C1~0 7•erracon ServicFS, Inc. ~nul~ess: '468 ~'z `~'. 18249 131st 'Perrace ~ t~'. .7u i ter, F1 . 3„978 13Y:~~s' ~, - ~ ~w n car' (Signature and 'title) ~ •1311) #l -'!3' _ DQ'B' - 2 1u••+V~ vvv ~-.~v JVL L1 JU 1J•~IJ IVU.U10 r',US BREAKDOWN OFBID (2UOTATION - AItE 'g' Amt. tf Contract for Arca 'B' ONLY Amt. if Contract far Area'11' AND'g' $ 22,800.00 9,600.00 33,600.00 9 9so.0o 10 2,090.00 !1 ~ ~ A.QOO.oo 12 12,000.00 Totals 8 ~ , 800.00 (2 yours ) (Totals slrorrlr! rrratc/r totals oar previnrrs pale) The undersigned also asrees as follows: 1. To perform additional services and provide necessary equipment, facilities, and materials for ~~vork not covered by the above Did Quotation, which may be autltorizcd 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 «.•ith Item 6 of the General Conditions. 2. To begin work nn October 1, 1998, upon receipt of a "Notice to Proceed" prior tc> tlral date. Accornpan}ping t}ris proposal is a certified c}teck or a Aid Aond in the amount of $ ~, 00.00 (not Icss than five percent (S%) of the bid), made payable to the Village of 1'equesta, which is to be forfeited as liquidated damages, if, in the event this proposal is accepted, the uttdcr'signec! sl~ail fail to execute the contract and furnish satisfactory contract bond under t}re conditions and within rite time specified in the proposa}: otherwise said certified or cashier's check or 13id Bond is to be returned t~-tlte uttdersiatted.