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HomeMy WebLinkAboutAGENDA REPORT 1987 0701 CC REG ITEM 11M. CLINT HARPER, Ph.D. Mayor ELOISE BROWN Mayor Pro Tern THOMAS C. FERGUSON Councilmember JOHN GALLOWAY Councilmember JOHN PATRICK LANE Councilmember MAUREEN W. WALL City Clerk MOORPARK ITEM //1//�• MEMORANDUM TO: The Honorable Mayor and City Council FROM: Jerry W. Forde, Director of Community Services DATE: June 25, 1987 STEVEN KUENY City Manager CHERYL J. KANE City Attorney PATRICK RICHARDS, A.I.C.P. Director of Community Development R. DENNIS DELZEIT City Engineer JOHN V. GILLESPIE Chief of Police THOMAS P. GENOVESE City Treasurer SUBJECT: AWARD OF ROUTINE PARKS LANDSCAPE and MAINTENANCE CONTRACT FOR 1987/88 _._. ITEM: As Council is aware, the existing Parks Maintenance Contract with Turf Pro for Routine Landscape and Maintenance for the Community Center, Griffin Senior Park, Campus Park, and Glenwood Park will expire on June 30, 1987. Staff in order to obtain competitive prices went out to bid in early June. Ten bid packages were issued and the project was published as per all legal requirements. In response, we received four(4) bids on Wednesday July 10, 1987. The results were as follows: Argo Landscape & Maintenance $4,045.00/mo. $48,540.00/yr. Turf Pro Landscape $3,702.00/mo. $44,424.00/yr. California Landscape $3,315.00/mo. $39,780.00/yr. Maintenance American Landscape $4,516.00/mo. $54,192.00/yr. Maintenance All bids were based upon the recently revised General & Standard Provisions drafted up for the North Meadows Park Maintenance Agreement with Urban West Communities (See attachment A). 799 Moorpark Avenue Moorpark, Califomia 93021 (805) 529-6864 City Council Award of Bid June 25, 1987 Page 2 As presented at your June 24 meeting by the City Manager, there were two concerns raised by two separate contractors. The first concern raised was the irregularity in dates for the bid opening. The Notice Inviting Bids and all published ads indicated the bid opening was to be conducted on Wednesday, June 10, 1987, at 11:00 a.m. The proposal sheet page P -1 was incorrect and did not reflect this date. The proposal sheet reflected June 16th, a date staff had originally considered. Staff found the error and on June 4, 1987, issued a letter to all bidders correcting the bid opening date to June 10th. (See attachment B) Additionally and subsequent to the letter being mailed, an addendum for the Medians and Street Tree maintenance was mailed out. This addendum also included the June 10th bid opening date (See attachment C). Also, in this addendum all bidders were notified that there would be a voluntary pre -bid opening meeting on Wednesday June 3, 1987 at which time any questions would be address by staff. The Contractor who raised the issueof the irregularly in the bid opening dates, did not chose to attend the meeting. Staff wishes to point out that there were no concerns raised by any other contractors relative to the bid opening date and also no bids were received on June 17th. The second area of concern was raised by our existing Landscape and Maintenance Contractor. As City Council is aware, staff used quotes from this contractor to determine budget amounts for 87/88. His concerns were that by these figures being available prior to the bid opening he was placed at a disadvantage in the bid process. Staff wishes to point out two things relative to these concerns; 1) there were no requests received from any of the other contractors to obtain any budget information from the City - one contractor did request what the City's current cost was under the 86/87 agreement. Staff informed them it was approximately $35,000. This information was provided since it was a matter of public record; 2) Budget information was published in a lump sum amount for all parks, it additional lyreflected the new parks and medians to come on line. These new parks and medians were not included in the bid package. Staff has reviewed the bid procedures and concurs with the City Attorney, based upon the facts presented, she feels there are no irregularities present which would legally require the City to rebid the project. If the City Council approves rebidding this project, staff anticipates the process taking approximately 1 112 to 2 months. Attachment D reflects the proposed re -bid schedule. STAFF RECOMMENDATION While legally we are not obligated to rebid this project, staff would recommend that City Council consider rejecting all bids received and City Council Award of Bid June 25, 1987 Page 3 rebid the project. Staff would also request, Council authorize staff to continue it's agreement with Turf Pro on a month to month basis until a new contract is awarded. He will continue to bill as per the prices agreed upon in the 86/87 agreement, thereby having no impact on projected annual costs in 1987/88. On the contrary, since projected costs for 1987/88 are higher, the City will save some money. ACTION 1. Reject all bids received and direct staff to rebid the project. 2. Approve staff's recommendation to continue on a month to month basis with the existing routine landscape maintenance agreement with Turf Pro. Turf Pro has agreed to this, see attachment E. JWF: rjh MOORPARK, CALIFORNIA City Council Meeting of 198 - ACTION: By ATTACHMENT A Revtsed-5 =r9 -87 5 -20 -87 Special Provisions 1. Scope Furnish all labor, equipment, materials, and supervision to perform landscape maintenance as described herein including but not limited to, the following: a. Weeding and cultivating b. Fertilizing C. Trimming and pruning d. Watering e. insect, varmint, and pest control f. Mowing, verticutting, aerifying g. Sprinkler system maintenance and repair h. Plant replacement i. Clean up j. Overseeding k. Trash pickup (Dail) 1. Walk, fence, and wall, etc., repair or replacement M. Provide contact with public and 24 -hour emergency callout n. Regrading and soil replacement o. All safety equipment for personnel and traffic P- These specifications are intended to cover all labor, material and standards of architectural, landscaping, and mechanical workmanship to be employed in the work called for in these specifications or reasonably implied by terms of same. Work or materials of a minor nature which may not be specifically mentioned, but which may be reasonably assumed as necessary for the completion of this work shall be performed by the Contractor as if described in the specifications. 2. Working flours and Work Schedule a. Normal working hours shall be between the hours of 7:00 a.m. and 5:00 p.m. Monday through Friday. b. Care shall be made as to not making excessive noise adjacent to residences before 8:00 a.m. C. A work schedule shall be submitted to the Director of Community Services for review and approval_ The schedule shall conform to all applicable ordinances and Ie designed to provide the desired level of service. 3- Clean -U4) Leaves, paper, weeds and any other litter will be removed from project area and disposed of off site. Upon completion of any work project, remaining excess materials, waste, rubbish, debris and construction and installation equip- ment shall be removed from the premises_ Any dirt or stains caused by the work shall be removed_ 4. Maintenance Inspection Maintenance responsibilities shall include_ a. Weekly performance of a maintenance inspection during daylight hours of all facilities within the scope of work. Such inspection shall be both visual and operational. The operational inspection shall include operation of all sprinkler systems to check for proper operational condition and reliability. b. Bi- weekly meeting on the site with an authorized representative of the Director of Community Services or his /her designated representative for a walk- through inspection. Said meeting shall be at the convenience of the City. Any corrective work required as a result.of the bi- weekly inspection shall be accomplished to the satisfaction of the Director of Community Services within two weeks. The City shall notify the Contractor of any unsatisfactory conditions in writing based upon City inspections. Corrections shall be within a timely and reasonable manner unless otherwise specified. Sever. (7) days will be considered reasonable. Expiration of the time period will result in unsatisfactory performance which may result in termination of contract or the City may deduct $25.00 /day from the contractors next invoice until the unsatisfactory condition is corrected. c. Notification of the Director of Community Services, in writing, at least one week prior to the date of all "specialty type" maintenance operations, of the exact date of performing same. "Specialty type" operations are defined as: 1. Fertilization 2. Turf aerification V, 3. Thatch removal - 4. Turf reseeding 5. Spraying of Trees, shrubs, or turf 6. Preventive application of turf fungicide 7. Pruning and trimming of all trees 8. Other items as determined by the City Manager. <i. vegetation shall not overhang a sidewalk at less-than 7 feet in height or a roadway at less than 14 feet in height. b. All operations will be conducted so as to provide maximum safety for the public. C. Where contract work may create potential or known hazards on streets or roads and to persons traversing them, Contractor shall obtain at his own expense and place whatever signs, lights, barricades, or other safety devices necessary to prevent accidents, injuries, or damages, consistent with the City, County, and State requirements. d. Contractor will keep all gutters, curbs, and walks adjacent to contract areas free of weeds, trash and other debris. e. Contractor will keep sidewalks free of slime where constant runoff occurs. f. Leaves, paper, weeds, and any other debris will be removed from landscaped areas and disposed.of off site. g. Contractor will clean sidewalks, roadways, and any ' other areas littered or salled by his maintenance operations_ h. Contractor will report to City any malfunction or damage of the lighting system in any City of Moorpark maintenance area. i. Contractor is required as part of this Agreement to furnish all materials to accomplish maintenance in accordance with the foregoing specifications. Cont- ractor is further required to stock high usage items for repair of irrigation systems. Wherever, in these specifications fertilizer, herbicides, pesticides, materials, etc. are required to accomplish the work or comply with the specifications, it shall be the - Contractor's responsibility to purchase and supply the fertilizer, herbicides, pesticides, materials, etc. The cost of purchasing, supplying, and applying these items shall be included in the monthly amount bid. j. Contractor is required to maintain an office within a 50 mile radius of the job site and provide the office with phone service during normal working hours. During all other times, a telephone answering service shall be utilized and the answering service shall be capable of contacting the Contractor by radio or pager. Con- tractor shall have a maximum response time of one(1) hour to all emergencies. k_ Whenever herbicides are used, Contractor shall apply when air currents are still to prevent herbicide drift onto adjoining property, and to prevent any toxic ex- posure to persons whether or not they are in or -on the grounds_ Personnel applying pesticides and Herbicides M Shall be licensed by the State of California as Pest Control Operators_ Contractor shall administer pest- icides as per State, County, and City Codes_ L. Thee existing drainage patterns and structures shall be maintained by the Contractor. m_ Any work, although not herein specified specifically, but necessary to maintain the health and appearance of the maintained areas and to achieve the results implied in these specifications shall be as part of the contract. n. All pruning work shall be done in a workmanlike manner following proper horticultural practices. 6. Irrigation System a. The Contractor shall maintain the complete sprinkler system in an operable condition at all times. This includes but is not limited to main pressure lines, pumps, clocks, backflow devices, valves, pipes, heads, and anti - drains. b. The Contractor shall irrigate the landscaped areas to provide all plantings with optimum irrigation for healthy and vigorus growth including, if necessary, supplementary hand watering. Irrigation shall be controlled to prevent excessive runoff or over-watering of plant life. Excessive irrigation runoff which is a nuisance to adjacent private property shall be con- trolled so as to eliminate said nuisance. C. Contractor shall, be responsible for furnishing replacement Tarts necessary for the repair and proper maintenance of the irrigation systems. Contractor shall maintain all irrigation equipment in good working condition and functioning properly at all times. Normal repairs shall be made within one (1) week after City notification 'and approval. d. Repair and adjust all sprinkler [leads to maintain proper coverage_ e. Adjust water application to compensate for changes in weather. Irrigation system shall be shut off on rainy days. � Lawris shall be watered at such frequency as weather conditions require to replenish; soil moisture below root zone. Water run -off across pavements and into gutter; s[iall be avoided. Irrigation _;[call be coordinated SP -4 with fertilization work so as to optimize benefit to plant life. f. All replacements to be with original type material or substitutes approved by the City of Moorpark. g. All systems to be operationally checked a minimum of once a week. h. Irrigation of areas controlled by automatic time clocks shall be watered between1A:00 p.m. and 6:00 a.m. - Manual irrigation shall be performed during normal working hours. i. Contractor shall maintain backflow preventive devices in satisfactory condition per Ventura County Department of Health Code. City. shall be responsible to perform backflow prevention device tests as per Ventura County Department of Health Code. j. Clocks are to be adjusted according to the season of the year. 7. Turf. Areas a. All lawn areas are to be mowed weekly during all months.except December, January, February and March when mowing will be done bi- weekly (every other week) for a total of forty two (42) mowings during the term of the contract. Clippings shall be mechanically collected and the borders neatly edged_ Mechanically trim around sprinkler heads as needed to provide maximum water coverage. Trim around trees keeping grass one foot away from the base of the tree, using preemergent herbicides. Trim around planters, mowing strips and walkways. All walkways and street areas shall be swept, vaccumed or blown clean. b. Mow to the following heights: v Bermuda - 3/4" to Bluegrass, Perennial Rye, and Fescue - 2" in warm weather and 1-," in rainy season SP-5 c_ Irrigate as necessary to maintain proper growth rate and optimum appearance_ spot- check soil moisture by taking tensiometer readings every other week. d_ Maintain lawn areas in a weed -Free condition. 1. A preemergent crabgrass control shall be applied to all turf between February 1 and March 15 of each year. Notify the City Manager or his rep- resentative before commencing work. e. Chemical control of broadleaf weeds shall be initiated on an as- needed basis to maintain a "weed -free" turf condition. This shall be the program for all turf grass areas. Notify City Manager or his representative before commencing work. f- Aerate twice a year between March 31 and April 31, 1987 and between September 1 and October 15, 1987. Aerate all turf by removing k" diameter by 4" deep cores of sod with an aerator machine at not more than 6" spacing. Areation to occur seven (7) days prior to fertilization. g. All turfgrass shall be fertilized to maintain vigorous growth and color. Fertilizer shall be delivered to the site in the original unopened container, bearing the manufacturer's guaranteed analysis. The turfgrass fertilizer shall be a complete commercial fertilizer, 16 -6 -8 or approved equal. Fertilization to occur four times a year applied at a rate of one (1) pound of actual nitrogen per 1000 square feet. Actual program. product, application rate and date i to be determined 4)y results of soils samples. City repre- sentative to be contacted prior to taking of soil samples and application of fertilizer. All walks and surfaces I willbe swept clean at end of application. h. Contractor will take soil sample twice -once prior to the beginning of the agreement and just prior to the 365th day of agreement. Five samples each at various locations within the areas under his jurisdiction. Samples must be sent to a laboratory that analyzes and give recommendation with application rates. Contractor will bear the cost of material and application of prescribed materials. k; i_ Diseases - a broad spectrum fungicide shall be applied to all turf areas as necessary at the curative rate througliout the year to control turf diseases. j. Eliminate pests including but not limited to ground squirrels, gophers, snails, earwigs and sowbugs to provide a healthy environment for plants and public. 5l' -6 s . 8- Ground Cover Areas s�. All weeds shall be removed as they spectrum preemergent weed control, shall be applied to shrub beds and in the spring and fall, and additio shall be initiated as necessary to free condition. appear. A broad such as Surflan ground cover beds anal weed control maintain a weed- b. Morning Glory shall be treated immediately when obs- erved by spot treating with Round -Up or Banvol D and grass infestations shall be treated with Fusilade. c. Ground cover areas _-shall be fertilized every 90 days with the rate of application to be one (1) pound of actual nitrogen per 1,000 square feet, using.a 16 -16 -16 formula material with trace elements. Contact Director of Community Services before applying fertilizer. d. Trim and edge as necessary to restrict growth from encroaching on sidewalks or other adjacent areas. Growth retardants, if properly applied, can be used. C. Irrigate as required to maintain adequate growth and reasonable appearance. Spot check soil moisture by taking tensiometer readings every other week. f. Eliminate pests including but not limited to ground squirrels, gophers, snails, earwigs and sowbugs to provide a healthy environment for plants and public. Gopher and other rodent holes are to be filled as discovered. f g. A cleared circle 18" to 24" in diameter, should be maintained at base of trees to reduce competition for mutrients by ground cover. a.- Annual flowers may be planted and maintained in designated areas. The City will supply annual flowers for designated areas. b. Flower beds will be maintained in the same manner as the ground cover areas_ 10. Shrubs and Trees a. Trim, shape, and prune shrubs to maintain a safe, reasonable appearance. b. pruning, thinning and trimming 'of all shrubs and trees and training and trimming of all vines shall be accom- plished on a regular basis to maintain a neat appear- ance and promote healthy growth. This work to include removal of all suckers, cross branches and deadwood. Tile staking and tieing of trees shall be inspected reg- Sp -7 ' f ularly and changed as required to permit growth expansion and to - prevent damage from chafing. City to be responsible for major pruning and trimming of large trees. _ c. Control pests and diseases as needed. d. Remove all dead, diseased, or damaged branches back to a side branch_ e. Stake and support trees when necessary. Installation shall be per applicable Ventura County Standards or as approved by City Manager_ f. All guys and ties shall be checked frequently to avoid girdling and hazards. g. Application of an iron chelate fertilizer shall be used as needed throughout the year, where necessary to maintain healthy, vigorous growth and good foilage. h. Fertilize trees annually in April with a 16 -8 -8 formula applied at manufacturers recommended rates. Contact City representative before fertilization. i. Irrigate as required to maintain adequate growth and appearance_ j. All trees in lawns shall have open soil maintained around the base of the trunk. Use recommended, legally approved herbicides whenever possible to control growth in this open area. Avoid frequent soil culti- vation that destroys shallow roots and breaks seal of pre - emergent herbicides_ a • : I ` i 11. Parking Lot (where applicable) a. Sweep once a week: b. Stripe lot once a year. 12. Baseball Field (where applicable) a. Deep drag once a week for 12 months. Water rake and fill holes twice a week - -March through August. * Deep dragging of field must occur within two (2) days or sooner after rainfall. 13. Basketball Court (where applicable) a. Courts are to be hosed down at least once a month. b. Courts should be cleaned as needed daily i.e. removal of broken glass, gum, debris etc, Wet spots should be squeegee dried. C. Replace nets as per City's specifications - City to provide nets -contractor to hang. . 14. Play Equipment and Sand areas a. Rototil sand areas two (2) times per year. b. Rake areas daily removing all broken glass and debris. C. Spray two times per year for insects and flees. d. Add sand as needed - City to purchase sand - Contractor to add and distribute- ,. e. Provide daily inspection-and necessary adjustments and corrections of play equipment N i.e. tightening bolts, rehanging swings etc.). A daily lot of inspections and finding is to be kept by field supervisor. SP -9 15. Restrooms (where applicable) a. Open restrooms at set time daily as designated by City. b. Throughly clean all surface areas daily using wet mop /wash down method on all floors and tile areas. C. Maintenance shall include cleaning and sanitizing toilets, sinks, urinals, mirrors, litter containers and dispensers. City will designate and approve disinfectant to be used. d. Check and replace all sanitary supplies including, but not limited to, soap and paper products. e. Litter containers will be emptied daily. Specific schedule to be submitted to City for approval. 0 SP -10 ATTACHMENT B MONTE VISTA NATURE PARK - BI- ANNUAL Removal of tumble weed, provide weed abatement services as required, maximum 2 times per year, general clean up of debris and maintaining /care for newly planted trees. ti M ATTACHMENT B MOORPARK CLINT HARPER, Ph.D. STEVEN KUENY Mayor City Manager ELOISE BROWN +°�, CHERYL J. KANE Mayor Pro Tern F ° City Attorney THOMAS C. FERGUSON ' PATRICK RICHARDS, A.I.C.P. Councilmember 0 Director of JOHN GALLOWAY Community Development Councilmember 9q : R. DENNIS DELZEIT BERNARDO PEREZ OggtE ✓J /j, /^ City Engineer Councilmember JOHN V. GILLESPIE MAUREEN W. WALL Chief of Police City Clerk THOMAS P. GENOVESE MEMO R A N D LT M City Treasurer T O : All Prospective Bidders on Routine Park Maintenanc l� FROM : Jerry Forde, Director of Community Services V IDAT E : June 4, 1987 SUBJECT : VERIFICATION OF SCHEDULED BID OPENING Please be advised all bids for this item are to be received on Wednesday, June 10, 1987 prior to 11:00 a.m. Bids will be opened and read aloud by the City Clerk and Director of Community Services shortly after 11:00 a.m. If you have any questions, please contact Gerald W. Forde, Director of Community Services, (805) 529 -6864. 799 Moorpark Avenue Moorpark, Califomia 93021 (805) 529 -6864 CLINT HARPER, Ph.D. Mayor ELOISE BROWN Mayor Pro Tern THOMAS C. FERGUSON Councilmember JOHN GALLOWAY Councilmember BERNARDO PEREZ Councilmember MAUREEN W. WALL City Clerk ATTACHMENT C MOORPARK ADDENDUM A TO ROUTINE MAINTENANCE OF CITY -OWNED PARKS STEVEN KUENY City Manager CHERYL J. KANE City Attorney PATRICK RICHARDS, A.I.C.P. Director of Community Development R. DENNIS DELZEIT City Engineer JOHN V. GILLESPIE Chief of Police THOMAS P. GENOVESE City Treasurer The areas listed below are to be included in your bid package, to be submitted on June 10, 1987. All Special Provisions Standards, where applicable, are to be included and bid, (i.e. weeding of landscaped area, fertilization, tree trimming and pruning, irrigation system maintenance and repairs, spraying etc.) All bid amounts are to be in words and figures, and each area will be bid on a Lump Sum basis. 1. Tierra Rejada Mediams and Street Trees north of the Arroyo Simi. Lump Sum $ Words Figures 2. Tract 3032 Buttercreek Entry Areas. Lump Sum $ Words Figures 3. Tract 3274 Williams Ranch Road - Southern California Edison /Public Right -of -Way. Lump Sum $ Words Figures 4. Tract 2865 Public Right -of -Way area on Benwood and Bambi Street. Also includes City easement along flood control channel. Lump Sum $ Words Figures 5. Tract 2865 Campus Park Mediams and Street Trees. Lump Sum $ Words Figures 799 Moorpark Avenue Moorpark, Califonnia 93021 (805) 529 -6864 Addendum A Routine Maintenance of City -owned Parks May 29, 1987 Page 2 In order to insure all bidders have a clear and concise knowledge of the areas to be bid a pre -bid meeting with City staff, to be followed by a walk -thru of all areas to be bid, has been scheduled for Wednesday June 3, 1987. All interested bidders are requested to meet at the Community Center, Room A, at 9 a.m. The Community Center is located at 799 Moorpark Avenue, Moorpark, CA. If you have any questions please contact Jerry Forde at (805)529 -6864. ATTACHMENT D PROPOSED REBID SCHEDULE July 1 City Council reject all bids and direct staff to rebid project. July 2 - 4 Revise bid package dates, issue all required press releases and mail bid packages to all contractors on the list compiled by the City. These contractors are: Provincis Construction Co. Argo Landscape and Maintenance Turf Pro Certified Tree Landscape American Landscape California Landscape Environmental Care Allen's Landscaping July 15 Pre -bid opening meeting July 31 Scheduled bid opening August 5 City Council Award of Contract August 12 All contract documents signed and complete