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Home My WebLink AboutDocumentation_Regular_Tab 05_03/13/2014 � � � VIL�AGE CLERK'S OFFICE AGENDA ITEM TRANSMITTAL FORM ,�� __._ _-- — . ._____ _ ___�� __.: ____ ; Meeting Date: Meeting Type: Regular , Ordinance #: ' Mar. 13, 2014 : �_ . _ __-- ---___ _ _� r __._. _�� _ __��.. �. ___�� _...___._. ____ _ _.� __�__�_ _ _. �._� _.. _.,. .. < ; Consent Agenda. Yes ', Resolution #: � _ .. , __ g p _____ _ . �. � - -__. . .__ �... _ . . � � Ori inatin De artment: Public Works �----- .. .... . __ - ----- _.�_.� �___---- -.....__. ____..._ � � ;___ _._.._�__ ----__----______. ........ __._.._. __. ____.. �_____ �.._. _�.�.._.�. _V �.�., ; AGENDA ITEM TITLE: (W ording for the SUBJECT l i�e of your staff r eport) r �__.��.� _.____.___.�_ ___ _ �_. _....__.__.__ _ _.._ _ — ____._ ____ ; 1. Awarding a three (3) year contract to Vivid Green Landscaping LLC for the mowing and maintenance of � i various locations throughout the Village. j . __- ____ .� _ . ._��. . __ __ _ __ _ _ ___ _ . _ ---_ _.. ........ ��T____ ...... ... ... ...._ � ... .. ------___________ �_.-- BUDGET I FINANCIAL IMPACT �..� _ __.____�_ ___�_._._...��_.. __ _.__. _�_______ _ _ _ _..._..._ � _. __- -- ...................... . _ _ . ..... � Account #. 001-210-546.3Q9 Amount of this item: $26,100.00/year - $2,175.00tmonth , �......__.__ �_ �. __ —____ � __ _ ._ _._.._____e. __ _. ,_ _ � �.�___ _____ _. �_�.._ � __._._.. __ . ..._._ _ �___..._ .___... ___., �__ __-- - Current Budgeted Amount Available: ; Amount Remaining after item: � $73,643.62 ; $58,418.62 { - �_------ �- _ . �_.—_ __W.._______W._�� Y_.� _ _ _ __ _... ..�...... ; Budget Transfer Required: No � Appropriate Fund Balance. No � ___._ _. --.._ _ ....�__ _.__�.�._e__._.. .�___�__ . _..._ __.. ______ ___ _.._.. ,._... __� _ __ _____._...... � __....._ �.___ � .__ __ ___ _____._. ................................ ...._ ._ ___,_ _.........._......�..........�.e�_..�......, E SUMMARY OF MAJOR ISSUES: (This is a snap shot descripfion of the agend ite m) � ._ ___ � _ - , ---- _ __.�_w __ .._. .._. __�_____ ___._. ____.� .__ _ .___�_ _� _ _._ __ __�._ �_�_.---.. , ' Awarding a three (3) year revolving contract to Vivid Green Landscaping LLC for the mowing �r�r3 ; maintenance of various locations throughout the Village. From March 2014 - March 2017. � f W _.____— _.� ; �...� ...................................._..___......................................_...._._��.�.__._______�... _____. _..._.__.._._�__ __.__._..__.__..__......� ..� — _ --___ ___________.______ - ---_..�_______._� _....... . ...._.. _ _ .. � APPROVALS: ; SIGN UR __—_— __ _ � .. .................. ........ . � ---- � _.... _._.. , __ , .. ... . De ment Head �_._..__._.___ .. _..._...__.��_� e.._....___.___.�_...__.�.__......�__�____.__.�.__��_�---- ____._�____._ - _- Finance ' � �� eviewed for Financi�� uf�ici�r�cy � r __ No Financial Impact � � ? ; ______ _ _ ___._ _ E._.� __. ... _ .. � �_ .._ Attorney (for legal �u��k��c°�j ` __. _ _ __.._ �____ _...._.__ _._ _.. ________.�..� _. _. _ _ Village Manager: Submit for Co�ar��i �i�c�a�� I Approve Item � ` Deny Item: � � ; � ____ _--___� � _ �____ , . v_�.__ _ _....� �. _ ___ _ _...._.. __-__! SPECIAL INSTRUCTIONS FOR CLERK: (if you wish to have agreements signed, be sure to include the number of copies you want signed and place "Sign Here" sticker on them) Form Amended: 1 QI20t11 � � ._._ _ __._.___ �_� _ � � � � 9 ,� �, TEQUESTA PUBLIC WORKS � ''� � MEMORANDUM 0 � � 0 TO: MICHAEL COUZZO, VILLAGE MANAGER FROM: MATT HALUCK, PUBLIC WORKS SUPERVISOR SUBJECT: LANDSCAPE MAINTENANCE, VARIOUS LOCATIONS DATE: FEBRUARY 20, 2014 After review of the all the quotes Vivid Green Landscaping appears to cover all items that need to be addressed to maintain (andscape throughout various locations in the Village. I am recommending award for the maintenance to Vivid Green Landscaping at a cost of $26,100.00 annually. Vivid Green Landscaping was one of three quotes submitted per policy. Attached are all the quotes submitted for your review. Please let rne know if you have any questions or concerns relative to this. , Village of Tequesta Date: 2/26/2012 Purchase Order Requisition Date Purchase Order is Req'd: 2/28/2014 (Not a Purchase Order) Department: Public Works °Revlsed Novem6er 14, 2011 R@q. #: Quotes Received: 3 (See Attached) Recommended Vendor: Vendor #: Vendors Bids Vivid Green dba Keep It Green 4118 �vid Green dba Keep It Green $15,225.00 Address: 145 2nd St. NextEra Landscaping LLC $15,680.00 City: West Palm Beach Generation Green Mgmt. LLC $20,279.00 State & Zip: FL, 33413 Comments: Mowing and Landscape Maintenance of various locations. Current contract with NextEra has expired. 3 year revolving contract. March 2014 - March 2017. Vivid Green best value for the VOT. Manuf./ Available Balance Item Description Part# Q. Unit Price Total Cost Account # (Finance Use Onl �andscape Maintenance 7$ 2,175.00 $ 15,225.00 001-210-546.309 $ - $ - $ - $ - $ - $ - $ - $ - Total: $ 15,225.00 Finance/Administrative Use Onlv: The Department Director's / Designee's signature below certifies that (1) this purchase order requisition is complete and in compliance with the Village's Purchasing Policies and Procedures and (2) all procurement requirement have 6een satisfied. Department Director / Designee Signature: Date: �j 03 �( The Finance Department signature below certfies that (1) this requisition has een approved by an authorized Department Director/Designee, (2J that the correct account numbers have 6een used and (3) there is adequate funding in the accounts listed. Finance Signature: Date: �Ilage Manager Approval: Date: �Ilage Council Approval: Resolution #: Date: COSf BREAKDOWN 1. �vid Green Landscaping 42 Visits/Cuts per year = $26,100.OD Cost per Cut — $26,100/42Cuts = $621.43.Q0/Cut Cost per Month — $26,100/12mo = $2175/mo 2. NextEra Landscaae 42 Visits/Cuts per year = $26,88fl.00 Cost per Cut — $26,880/42Cuts = $640.00/Cut Cost per Month — $26,880/12mo = $2240/mo 3. Generation Green Mana�ement 42 Visits/Cuts per year = $34,764.00 Cost per Cut — $26,880/42Cuts = $827.71/Cut Cost per Month — $26,880/12mo = $2897/mo MOWING & MAINTENANCE SPECIFICATIONS VARIOUS LOCATIONS THE VILLAGE o�EQUESTA 1. Mowins: This schedule will be forty two (42) cuts per year and shall incorporate mowing, weedeating, edging, and blow off of the area. Weekly visits April through October, and biweekly November through March shall be adhered to. 2. Trimmin�: This is a monthly, or as needed schedule, where a11 planting up to twelve (12) feet shall be trimmed as necessary. Any larger plantings shall only be done with the written or verbal approval of the Public Works Supervisor. All beds shall be weeded, or treated for weeds at the contractor's discretion to keep them in a presentable manner. 3. Fertilization: This schedule shall be done on a quarterly basis. Either liquid or granular may be used, but they must be type specific for the application. A schedule shall be submitted to the Village's Public Works Supervisor prior to the first application. **This contract will be a three (3) year revolving contract, with the Yillage's discretion to renew each year. 7Tie �llage does however rese�-ve the right revokelcancel the contract at any time** *Miscellaneous* It is the responsibility of the contractor to notify the Village of Tequesta's Public Works Supervisor if areas need additional work beyond the scope given. Contractor shall be licensed and insured and shall be submitted with their �roposals ' MAINTENANCE LOCATIONS 1. Right-of-Way on Beach RD north side from US1 to 100 Beach RD • Items 1-3 from above • All palms will be the responsibility of the Village 2. US 1 Medians — From Tequesta limits, Beach RD to County Line RD • Items 1-3 from above • All palms will be the responsibility of the Village 3. US1 — East side from Beach RD to 215 US1, (currently TD Bank) • Items 1, 3 from above � All palms will be the responsibility of the Village 4. Tequesta Drive Medians — From US1 to Fiesta *Ezcluding the median closest to US1* • Item 1-3 from above 5. Country Club Drive — From corner of Tequesta Dr and Country Club Dr north, to 115 Country Club Dr • Items 1-3 from above • All palms will be the responsibility of the Village SEE ATTACHED MAPS P � �� VILLAGE OF TEQUESTA ` PUBLIC WORKS DEPARTMENT ,��; � -�� 136 Bridge Road �- � '� � � Tequesta, Florida 33469 � � � Tel.: (561) 768-0480 Fax: (561) 768-0708 www.tequesta.org February 25, 2014 Re: Mowing and Lawn Maintenance of Various Locations The three (3) vendors bidding for this contract are aware of the limitations of the contract, as listed in the Specifications, including the provision described below. This contract will be a three (3) year revolving contract with the Village's discretion to renew each year. The Village does however reserve the right to revoke%ancel the contract at any time. Matt Haluck Public Works Supervisor To: Vlllaga of Taquasta Paga 3 oP 3 20'14-02-26 20:00:'1 B(C3MT) '166�4006'I B4 From: Oaorga Cornall • , ' 0 �� :. .. ��..� �; . . • � ¢ : . , � .. �� , . ..��. p�'� ... Pl� �� :'N'8',&C�.q�1 . ��e �V�9:11'�� 0�� .. �.�-�� s��.. • i6;� . �s�a�c�. . .. :.... �� ::. .t�°�e'� ��: o� ��v►ie� �Of�t:.�� :� ��, �us�o�ema �n� 1�nm�: W"I r� vf T � .. . ........... .. ..... ....... ... .. . . 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': �;t��[�P� '°firirtnm�i�qg: #�1a►rtts.�qt�ire.F��.�i�m��t:na�c�lcath�:sh�r�:�vk�l��i@�.e.�ornapr�a4s�r.ad. ilmr�iis�g.shrub�.�}II I� rnairata��ed b� �lectiv� har� RrunB :1� 1 ern�s r. � ear a� es �d A� TneQS: �Bl l�vu {�vicc� �irmb� :omsh�.de.6rse�s:�319 �.�� sr� �e as,lort� as �e�finric�e.of� tre�e 9$It)%T5 aeeoro+rr�a#es.�h #r3eEem' ; 32` €n par�ng areas: 81s r�et�ed 5 5?�8ffl5' �IB d�ae€ 5a•ranch�as ai'.se� ��£s a�p� to $Z' rosiB� be 4eircae�t9�as �ee�ed�d: �.��P�� .. , ... . � ' 4re�i�a�it�r�: �tio�..v,dJlk�eh�.�d.a�a►crti�l�.�rpnv��aati�pn:�a�lw�3t�ringroeeds. �� w @,�ib� � �i�� a�� s��° �� a�� — ..... 7. E�1�l��Il'I�;. �erii'8iaee a�vt19 �e r�� ir�sith6y.: ��ra�s � ree�rtxi+�P�rsts-�n� trios�h,�3`rees-ar�e rnoaith� ��A�I�F� � Pes# �r��E,.. Av3sara3 ins�lon c�f�ld �'r�r161 ��fio�d;`artd sli�nt.�vall� j�t imntrm! needs. _ .... . ..,, ..........., ..,.. .l�,n� ser�rtce n�t rv�e�i.�v�d �b�awe.vwdll.:t� �r.c�►3�a,{,��d��;a..s�F�r��.��n�tr�t��rc�p�o�al. ��art�ac�cpr i�ri8a a��rioti�e aa�et d�sP�s� �� a�! `�ehr�s ea�sed t�+y+ �or re�ated ��i tB� sena¢ces��s��:*'� �. �ilairr�/P��rrt: Se�im�ces a�ll ��iil ev�rje ` Fa; �.�i�e.�y t@�e 1� �f;tFte . e., .. .�eSi ear� �,�. e�rf rra�a�t ain� :��yr�xe�t t�it�l , _.. ..... :....;a.., - �,N _ ....�,,., .,....,..;...:.:. �.�<�.,.:�...�,,.,,:,:::,::..:,., >.,?;. -;�. �.� . �r y �::; = ..•• f�f�'�V�'PB1g. 6p1dfB�kr. -"' d� P�Y �� a�nr.�1 �Wato 3!� ifay w�tien e�acic� at aoy tlirp�. ��F� � r�t f�la�.$ � - �1'rash wi9l.b,e re.R►�qe!e'd.as. erQe,d��fFat+p'�Shs�t.�e F?�'��Y.�&P4.�::xcessiv� de$�3s.ca... ......61? .......�n;trolRah�e.�un�s#a�. ers� unc $natuta! �e hum9aau �sdru�i�n) n�h�9�.$uir�.i : peo.�l ca�.�..�rovi�l�ed €�r �ea�aap�.. :�reF►�n6er�e�45::ABI rerrQOVals.pl�retin�.�R� en9�t?��g s�g��8�.wn�r�ckla�r.rat�is�Em gr�� rrt�n:ha�r. . �9�s matgrl�t r��ts. . � . $i.6�billry::�oc�t�c��c�� ale kt�� Ptm E.�h s��1a� s�roisca� � 8#s +�rqr.� : +�ao�ke�s �na.i ��i �a�tt.r�dl�.��.:p��..�,� . will 6�.an Prager#y e�hal� vvork Is �eie� �i°�vr�ed. Th�.ab�r��. znamact sn�� rrtade �^► th9 s��y o€ . 2Q �tu�r�ers t3aniel'4Mm� arr� �( ��''�` p�,�• �{ �t�•. -_ . . „ .. . . . C��e�t Vi�rid Green Landscaping LLC 02/20/2014 Public Records: In accordance with Sec. 119.0701, Florida Stati�tes, the Contractor must keep and maintain this Agreement and any other records associated therewith and that are associated with the performance of the work described in the Scoge of Services. Upon request, the Contractor must provide the public with access to such records in accordance with access and cost requirements of Chapter 119, Flot�da Statutes. Further, the Contractor shall ensure that any exempt or confidential records associated with this Agreement or assaciated with the performance of the work described in the Scope of Servic� aze not disclosed except as authorized by law. Finally, the Contractor shall retain the records described in this paragraph throughout the performance of the work described in the Scope of Services, and at the conclusion of said work, transfer to the Village, at no cost to the Village, all such records in the possession of the Contractor and destroy any duplicates thereof. Records that are stored electronically must be transferred to the Village in a format that is compatible vvith the Village's information technology systems. NextEra Landscaping, LLC NextEra Landscaping EStl��te �`'�� 3400 Woadlake Blvd. � , � Suite 203 . Date : �sfiRlStB f�Fts. �' �_ } Greenacres, FL 33463 US 02/20/2014 � 1282 � , ,: � � --- - ---- (561)792-9632 €acp. Date `' ddress . ` Matt �*Villiage of Tequesta Villiage of Tequesta 136 Bridge Road Tequesta, FL 33469 ��te � ° - ` ,.Ac�vity "�;;:�=- � Quanitity j' Rate � � Amoucrt � OJ20l2014 Proposed offer far maintenance (as per given specs) on Beach rdlUS t mediansOUS 1 east side/ Tequesta Dr Med/ Country Club Drive 02/20/2014 Total (all required areas per service) d2 640.00 26,880.00 DEPOSIT REQUIRED: - TD1�L� r �'�;"�> ` PAYMENT [N FULL UPON COMPLETION: Accepted By A�� Generation Green Management, LLC 7920 N. Military Trail West Palm Beach, FL 33410 Phone: 561-644-1503 JON FERREIRA GENRAL MANAGER- 561-801-9076 Fax: 561-842-3264 Landscape Maintenance Agreement Thank- You for the opportunity to bid your City Contract. We appreciate your confidence in us and we strive to satisfy our customers as much as possible. If we ever fail to properly serve you please inform us of how we can better assist you; we will do everything in our power to please you. GENERAL CONDITONS: All employees shall be of high moral character, be in good physical condition, and be skilled in assigned tasks. All crews shall be assigned a competent, experienced English speaking foreman who will be on site per cut. We have a certified Horticulturist who specializes in South Florida Specific issues, who will be supervising the needs of the property and have direct communication with the property management. All employees will wear company shirts for identification purposes. SCOPE OF SERVICES • Generation Green Management, LLC shall furnish all materials, equipment, and labor to perform the work described in the following specification. TURF MANAGEMENT • All equipment is maintained in excellent condition. All blades are kept sharp to maintain a uniform even cut. • Mow Schedule is as follows: Total Cuts: 42 • Additional cuts may be requested for an additional fee. Additional cuts require two weeks advanced notice for scheduling purposes. • Height of cuts will be adjusted due to seasonal weather conditions and performance of irrigation systems. • Weed Eat areas mowers cannot operate in per cut. Maintain the same height as the cut of the mower. • Edge all walks, roads, and medians per cut, beds trees, and planters every other cut. • All grass clippings shall be blown off and removed from sidewalks, roadways, medians, etc. This shall be done after each mow and excess clippings will be disposed of • Fertilizer-Fertilize grass, ornamental tree's, shrubs and palms four times per year. • Spray all weeds in pavers done weekly • Insect control to turf and hedges done on an as needed basis SHURB AND HEDGE MANAGEMENT • Prune all shrubs to remove all brown out of plant, once per month, twelve times per year. Pruning is preformed to enchance the growth of the plant and creates a fuller look. • Hedges will be trimmed once per month, twelve times a year. • A monthly visual inspection of your property is included, and limited insect control for turf, shrubs, and hedges will be provided as needed. TREE MANAGEMENT • Trimming of trees up to twelve feet and palms up to twelve feet will be trimmed as needed. Removal of dead pods and dead fronds on the palms up to 12 feet tall is included as a regular maintenance. Estimates will be given for additional trimming, as requested. PAYMENT AND TERMS • This contract is for the period of one year, but shall renew automatically at the end of each contract period, unless otherwise written notification is given by either party. Either party may cancel this contract with a thirty day cancellation notice in writing. • Payment shall be paid monthly, commencing on the 1 day of each month. (i.e.: June maintenance shall be paid by July loth and is late if not received by July 15 Finance charges will be applied to outstanding balances. In the event of slow payment (over thirty days), services will cease until payment is received. CONDITIONS • Inclement weather may be a factor in job commencement or completion. All possible measures will be taken to avoid delays which are beyond our control. � Generation Green Management, LLC is not responsible for improper irrigation or lack of water. • Generation Green Management, LLC is not responsible for cleanup of damages or removal fees due to Acts of God or vandalism. Estimates will be given upon request. OPTIONAL SERVICES: (PLEASE NOTE THESE SERVICES ARE NOT INCLUDED IN MONTHLY SERVICE RATE.) • Storm/Hurricane preparation or cleanup. • Sod installation • Mulch installation • Landscape design and installation. w� ��. • Palm and tree pruning over height standards listed in contract. • Granular ant control during fertilizer application. • Treatment for white fly and spirling white fly will be billed as an additional cost, We will inform you and show to you the palms with the problems. No extra work outside of contract will be done without a signed proposal from the customer listed on the proposal. MONTHLY SERVICE RATE: 2897.00 VILLAGE OF TEQUESTA 901 N. OLD DIXIE HWY TEQUESTA, FL 33469 561-768-0490 Accepted by: Title: Date: