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Home My WebLink AboutDocumentation_Regular_Tab 09_11/13/2014 VILLAGE CLERK'S OFFICE AGENDA ITEM TRANSMITTAL FORM Meeting Date: Meeting Type: Regular Ordinance #: Nov. 13, 2014 Consent Agenda: Yes Resolution #: 32-14 Originating Department: Public Works AGENDA ITEM TITLE: (Wording form the SUBJECT line of your staff report) 1. Approve Sheehan Turf Care, Inc. to maintain the Tequesta Park Ball Fields for a period of one year, from Oct. 1, 2014 to Sept. 30, 2015. BUDGET / FINANCIAL IMPACT: Account #: 001-210-546.309 Amount of this item: $30,000.00 Current Budgeted Amount Available: Amount Remaining after item: $117,068.00 $87,068.00 Budget Transfer Required: No Appropriate Fund Balance: No EXECUTIVE SUMMARY OF MAJOR ISSUES: (This is a snap shot description of the agenda item) Authorizing Sheehan Turf Care, Inc. to maintain the ball fields at Tequesta Park for a period of one year, from Oct.1, 2014 to Sept. 30, 2015. APPROVALS: SIGNATURE: � Department Head Finance Director Reviewed for Financial Sufficiency ❑ No Financial Impact ❑ Attorney: (for legal sufficiency) Village Manager: Submit for Council Di�ussion: ❑ � ��(�,�,�,,,ol � �,-�� Approve Item: [�' �� Deny Item: � 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: 10/20/11 i ,. . :�, s � '�`� MEMORANDUM ,� Village of Tequesta Administration TO: Village Council FROM: Michael Couzzo, Village Manager DATE: Oct. 30, 2014 SUBJECT: Presentation of Contract Per Village Ordinance I respectFully present the following agreements, proposal, commitments and memorandum of understanding to Council. a. Sheehan TurF Care, Inc. maintenance of Tequesta Park ball fields Contract for one (1) year. RE50LUTION NO. 32-14 A RESOLUTION OF THE VII.LAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, APPROVING A ONE YEAR (1) PROPOSAL FROM SHEEHAN TURF CARE INC. OF JUPITER, FL FOR THE MAINTENANCE OF TI3E BALLFIELDS AT TEQUESTA PARK IN THE AMOLTNT OF $30,000.00, PROVIDING FOR SEVERABILITY; PROVIDING AN EFFECTIVE DATE; AND FOR OTHER PURPOSES. WHEREAS, the Village of Tequesta seeks to enter into a one (1) year proposal with Sheehan Turf Care, of Jupiter, FL to maintain the ballfields at Tequesta Park. WHEREAS, the Public Works Department has funding available in its Landscape and Irrigation Maintenance account with a Fiscal Year 2014/2015 Budget of $137,000.00. NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, AS FOLLOWS: Section 1 Resolution No. 32-14 is hereby approved awarding a one (1) year contract to Sheehan Turf Care, Inc. of Jupiter, FL in the amount of $30,000.00 for the maintenance of the ballfields of Tequesta Park. Section 2 This Resolution shall become effective immediately upon passage. Village of Tequesta Date: 10/29/2014 Purchase Order Requisition Date Purchase Order is Req'd: 11/5/2014 (Not a Purchase Order) Department: Public Works `Revlsed November 14, 2011 Req. #: 32-14 Quotes Received: 3 (See Attached) Recommended Vendor: Vendor #: Vendors Bids Sheehan Turf Care, Inc. 119 Sheehan Turf Care, Inc. 30,000.00 Address: 19791 Jasmine Drive Kee It Green 41,160.00 City: Ju iter Generation Green 34,764.00 State 8� Zip: FL, 33469 Comments: Maintenance of Ball Fields at Tequesta Park for 12 months, from Oct. 1, 2014 to Se t. 30, 2015. Sheehan Turf Care, Inc. had the lowest bid. Manuf./ Available Balance Item Description Part# Q. Unit Price Total Cost Account # (Finance Use On/y Ball Field Maintenance 12 $ 2,500.00 $ 30,000.00 001-210-546.309 $ - $ - $ - $ - $ - $ - $ - $ - Total: $ 30,000.00 Finance/Administrative Use Onlv: The Department Director's / Designee's signature be/ow certifies that (1) this purchase order requisition is comp/ete and in crompliance with the Village's Purchasing Policies and Procedures and (2J all procurement requirements have 6een satisfied. � De artment Director / Designee Signature: Date: �,� � The Finance Department signature below certifies that (1J this requisition has been approved by an authorized Department Director/Designee, (2) that the correct accrount numbers have been used and (3) there is adequate funding in the accounts listed. Finance Signature: Date: Village Manager Approval: Date: Village Council Approval: Resolution #: Date: Sheehan Turf Care, Inc. SheehanTurfCare@gmail.com 19791 Jasmine Drive (561) 262-9123 JUPITER .FL 33469 Proposal This servrce agreement between �!lage Of Tequesta located at Kiwanas Park, Tequesta, FL 33469 and Sheehan Turf Care, lnc., an independent contracfor wi1! be valid _ October 9 . 2014 thru ! September 30 , 2015 1. SERV/CES TO BF RENDERED AS PART OF THE MONTHLY SE'RV10E: A. MOWIIUG: Weekiy mowing of frelds, frequency is determined by seasona! variations. Minimum 52 cuts. B. EDGIIVG: Waming frack areas wi!! be chemically freated once a monfh.. C. FERTIUZATIOIV: Sheehan Turf Care wi!! fertilize all turf as fo!lows. a. Monf�ly checks on a!! irrigafion on ball �efds. b. Spring and fa1! application of Dylox for control of grubs and mole crickets. c. Every 3 months application of 99-0-79 Pre-M (Weed confrol) d. Applications will be made quarterly 90-4-20 D. P,EST CUNTROL: Sheehan Turf Care wrl! perform weekly checks for pesf in aN turf areas with contro! mefhods to follow if presenf. The servfces in the service �greement to be provfded for a Monthly fee of $2500.00, or $30,�00.00 a year. ADDITlO1VAL SERVlCFS !f requested, the following services will be performed and billed on a`�ime and mate►rals" bas�s: A. Ver�icutfing B. Topdressing C. Aeri�rcation D. Overseeding � �i T -� . � M w Keep It Green Total Lawn Maintennnce 145 2" Street, West Palm Beach, FL 33413 Phone #: 561-214-2924 Proposal/Service Contract Dote ot Proposnl/Service Contract: 10/30/2014 NCustomer Info^� i�me: Vi I la e Of Tequestn Phone #: Email: Service Address: Billing Address: Kiwnnis Park ltem Description Price Per Month 1 Mowing All turf areas wlli be cut at 1%'to 2" In height throughout the property. All areas not $2gg5/month reachable by a mower wlll be trimmed to tE►e cut by a weed eater. Property will receive 52 cuts/ r 2 Plant Bed Contractor wf{I edge all beds, spray wlth roundup and/or remove weeds from the planter N�A Maintenance: 6eds on the property. 3 Plant/Hedge All plant material wlll be malntalned to promote healthy plant growth and maturlty. Some N/A Trimming: plants reyulre hedge trimmed wlth mechanical hedge shears, while other ornamentafs and flowtng shrubs wlll be malntalned by selecdve hand pruning. 4 Trees AI1 lowr lying limbs on shade trees wlll be lifted above 7' as long as the maturlty of the tree N/A accommodates such trlmming. 5 P21r1'1S: All dead branches or seed pods up to 12' will 6e trlmmed as needed. N�A 6 IrrigatlOn: IrrlgaUon will be checked monthlyfor proper operation and aratering needs. $ 65/month 7 Fertilizing Fertlltzer wilE be rotated monthly. �Grass one month/Plants-one month/Trees-one month $ 155/month 8 Pest Control: A vlsual inspectlon af afl grass wlll be perfarmed, and home owner wlll be informed of any $215/month pest control needs. Any servfce not rrtentioned above wi{I be provided under a separate contract/proposal. **Contractor wilE remove and dispose of all debris caused by or related to fihe services pefformed.�`�` Billing/Payment: S�rvices will be billed on the 1st of every month, and payment wiH be due by the 15 of the � -•., � •- , : ,�< , ,,, _.. _ f .. ., .. . following month. �f�ti�'�°s'�nd�!l�d�vi1�3'�k�'��'b ��",� '� :�}�4.�;`�I�'°,�C�d�"i�x`r';��iZ�'��3�: (dny pa can cancel wlth 30 day wrltten notice at any tlme or If tontract is not 6efng fuifilled.) The above contract was made on this October day of . 2014 between Daniel Wood and X Date: X Date• Daniel Wood CusComer Generation Green Management, LLC � 7920 N. Military Trail West Palm Beach, FL 33410 Phone: 561-644-1503 Fax: Sfi1-842-32fi4 Landscape Maintenance Agreemen# Thank- You for the opportunity to bid your Contract. We appreciate your canfidence in us and we strive ta 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 shaf I be assigned a cornpetent, exper�enced 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. AII employees will wear company shirts for identification purposes. SCOPE OF SERVICES • Generation Green Management, LLC shafl furnish all materiats, equipment, and labor to perform the work described in the following specification. TURF MANAGEMEIVT • All equipment is maintained in excetlent condition. All blades are kept sharp to maintain a uniform even cut. • Mow Schedule is as foflows: Total Cuts: 52 • Additional cuts may be requested for an addi#ional fee. Additional cuts require i�n+o 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 mawers cannot operate in per cut. Maintain the same height as the cut of the mower. • Edge warning tracks • Fertilizer-Fertilize grass • insect control to turf � '" PAYMENT ANO TERMS • 7his contract is for the period of one year, but shall renew automatically at the end of each cantract period, unless otherwise written notiflcation is given by either party. Elther 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 luly 15 Finance charges will be applied to autstanding balances. In the event of slow payment {over thirty days}, services wilt cease until payment is received. CONDITIOId5 • lnclement weather rr�ay be a factor in job commencement ar completion. A!I p�ssible 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 af God or vandalism. Estimates will be given upon request. . . MO{VTHLY SERVICE RATE: 2897.00 OR 534,764/YR • VILlAGE OF TEQUESTA 136 BRIDGE RD TEQUESTA, FL 33469 561-768-0483 Accepted 6y: Title: Date: