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HomeMy WebLinkAboutAGENDA REPORT 1992 1021 CC REG ITEM 08PTO: FROM: DATE: ITEM • MOORPARK 799 Moorpark Avenue Moorpark, California 93021 "yC (80 y 529.6864 of " 199 2 acrc;;. M E M O R A N D U M The Honorable City Council By Christine Adams, Director of Community Services C►yd� October 12, 1992 (Meeting of October 21, 1992) SUBJECT: Consider the Renewal of Lands cane Maintenance Agreement with Modifications (Sunridv ) BACKGROUND The City of Moorpark has had a contract with Turf -Pro Landscape Maintenance, Inc., (now named Sunridge) since 1985, except for a period of about four (4) months in 1987. The contract, which has a yearly renewal, was extended to allow the new Director of Community Services time to review the current contract and make revisions as needed. The current contract expires October 31, 1992. In recent years, the scope of work required has exceeded the existing contract, and extra work was performed through a memorandum or addendum to the contract. The proposed contract, which is more detailed in language and direction, includes all of these added elements. It is therefore a more specific and complete contract, and protects both parties involved because the direction is clearer. An example of this is the number of physical locations identified in the new contract. In the current contract, only six (6) areas are noted. The new contract lists 36 different locations for parks, parkways, slopes and medians. The proposed contract will also contain a breakdown of services performed by the contractor. This is a two -fold addition to the contract. First, once the costs for work are determined, additional costs for outside contract work can be determined as a project is being planned /built/ transferred to the city. Second, if a service is not satisfactorily performed by the contractor, the city may withhold the cost of the service by the bid reference performance cost. This change order form (attached to contract) will also allow the city to change the scope of the main contract now, and furnish a change order to the contractor to delete PAUL W. LAWRASON JR. JOHN E. WOZNIAK SCOTT MONTGOMERY BERNARDO M. PEREZ ROY E. TALLEY JR. Mayor Mayor Pro Tem Councilmember Councilmember Councilmember The Honorable City Council Page 2 October 12, 1992 additional requested services for this year, so the city will not incur any additional costs this fiscal year. In July of 1993, when this contract is again reviewed, there should be only minor, if any, changes to this proposed contract. The proposed contract has been provided to the Council under separate cover. Staff has prepared a brief summary of the changes in the documents for your information. 1. General Provisions Section I. Scope of Services (nacre 25) * a. The contractor is required to have a Moorpark Business permit. b. The contractor is required to comply with the Federal Immigration Reform Control Act of 1986; Public Law 99 -603. C. The contractor must conform to applicable State law pertaining to prevailing wages. d. There is no change in insurance requirements. 2. General Provisions, Section XII, Scope of Work (page 1 a. Trees and shrubs are now required to be trimmed and pruned monthly as needed. This previously was twice a year. b. Weed control will include a weekly check. This previously was "when necessary." C. Narrow leaf weeds are listed. Previously broadleaf weeds were only listed. d. Turf height after mowing has been increased from 3/4" to 1 1/2" in the Spring /Summer to help with water conservation. Fall /Winter mowing height is not changed. e. Irrigation: Evapotranspiration (ETO) system added. System allows for watering through weather station monitoring, allowing for water application per plant use rate, per week. f. Watering times have been made specific to only between the hours of 9 p.m. and 7 a.m., except for testing. g. Fertilization has been increased to 6 times a year instead of 4 times a year (initial estimates show that this could increase the 93 -94 contract by $5,720.00, if implemented). h. Overseeding damages and liability have been addressed more specifically. i. Aeration has been increased to 4 times a year, instead of 2 times a year due to soil being so The Honorable City Council Page 3 October 12, 1992 compacted in this area.. (Initial estimates show that this could increase the 93 -94 contract by $3,200.00, if implemented.) 3. General Provisions Section XIII Maintenance of Trees and Shrubs (pace 33): a. Height of trees and shrubs in medians and parkways are detailed for safety and visibility. Median trees will have 6' clearance from top of curb in height with line of sight. Median shrubs 2 1/2' from top of curb in height with line of sight. b. Tree support's and stakes inspections have been increased to weekly. -- Maintenance and repair to supports is spelled- out. - - -- 4. General Provisions. Secti n XIV, Maintenance of hr Ground Cover Area (page 34) : There is a new section for Annual Flower Planter Areas which gives specific attention to the cultivation and replacement of annual color on a yearly basis. Contract calls for city to be responsible for the cost of plants and fertilizer for the replacement each year. 5-. General Provisions Section XV, Pesticide Application a. The section on pesticides is in much more detail. The major addition is that of enforcing the state requirement that the Contractor has and maintains a current California Pest Control License. b. The contract calls for more specific monthly inspections. 6. General Provisions Section XVI Maintenance of Automatic Sorinkl r m 7: a. Section C discusses replacement of system parts, and specifies the type and brand of piping and other plumbing parts that will be acceptable to the City. This is to insure that the Contractor does not purchase and install an inferior product that may cause problems in the future. b. Contractor shall inspect weekly irrigation system while system is operating. C. Contractor will be responsible for the check and re -set of irrigation timers within 12 hours of a power failure. The Honorable City Council Page 4 October 12, 1992 7. general Provisions. Section XV-II, Restroom Maintenance (oaae 38): a. The Maintenance and Operations Supervisor will determine if park restrooms will not be opened when the park is not accessible due to inclement weather. b. There is a time change for opening the restrooms: 9 am Monday through Friday, 8:30 am on weekends and holidays. 8. General Provisions, Section XVIII. Miscellaneous (oaae 38) : a. Section A was added to insure that the City is properly notified of major work such as fertilization or pest control, in the event that there is scheduled usage at a park site which may interfere with such work. b. Section C addresses the County regulations regarding the placement of warning signs when working along parkways and medians. C. Section E discusses weekly inspections of work with the Contractor and the Maintenance and Operations Supervisor. This is on -going now, but is not detailed in the current agreement. d. Section H and I have been added for more efficient accounting. 9. Definitions (page 41): This is a new section. 10. special Conditions (pane 44): This gives address and location descriptions of all areas of responsibility within the City that are included in the agreement. This is updated and more inclusive than in the current contract. 11. General Reauirements, Section 1. Schedules (nacre 51): The annual schedule is more specific. Contractor is advised to provide City with a schedule of weekly projects one week in advance. 12. General Reauirements, Section 2, Performance During Inclement Weather (page 52): a. This section was added to insure that on rainy days maintenance work, even if mowing is not possible, will continue to be accomplished by contractor. The Honorable City Council Page 5 October 12, 1992 b. The contractor will be advised of restroom closure due to inclement weather, the contractor will be responsible for contacting the Maintenance and Operations Supervisor for restroom status. 13. Ggneral Requirements Section 3, Damage Repair (page 52) : a. Irrigation repairs will be completed within 24 hours using in -kind materials. b. Repairs of general landscape damage, besides irrigation, shall be completed within seven (7) days of damage. 14. General Reauirements, Section 4. Inspection (naae 52): This section is more specific than the current contract language. 15. General Reauirements, Section 5. Extra Work (paae 53): a. This section is new and addresses work projects that are not covered in the agreement, and how payment for these additional projects will be handled. b. The costs for such extra work shall be on the "per unit" costs agreed to in this contract ( as outlined at the beginning of this staff report). 16. General Reauirements, Section 6, Records (pane 53): The city is requiring specific record keeping on pesticide spraying schedules and irrigation reports. 17. General Reauirements, Section 7, Service Failure - Deficient Performance - Liquidated Damaaes (page 54): This section outlines the city's recourse if contract conditions are not met. 18. General Reauirements, Secti n 11 Disposal . There will be an annual reporting of green waste tonnage, per the city's recycling requirement. The contractor has expressed his intent to comply with the City's directive for any diversion of green waste. The Honorable City Council Page 6 October 12, 1992 .-- 19. General Requirements, Section 13, Contractor Personnel and Equipment (page 56) a. It was the intention of this section to enforce some sort of uniformity standards among the crew, allowing for a better way to identify contractor employees, as they represent the city while on duty. b. Having trained irrigation personnel on staff is critical as irrigation is the most costly and frequent problem in landscaped areas. 20. General Reauirements, Section 14, Leaf Blowers (baae 57) Designates allowable hours and days to use leaf blowers. 21. Performance Reauirements - Landscapes, Section 5, General Information (naae 63): a. The specifications for a 71 sidewalk overhang, and a 14' roadway overhang, are new. b. Section 5.d, 5.1. and 5.m are added and are more specific in language. C. Section 5.e deals specifically with control of slime from drainage runoff. 22. Performance Requirements - Landscapes, Section 6, Irriaation System (Daae 64): Section 6.i and 6.k are added and are more specific. 23. Performance Reauirements, Section 7, Turf Areas (naae 65) : a. The mowing schedule is set for weekly except in December, January, February and March, when mowing is bi- weekly. b. The Bermuda grass height is changed from 3/4" to 1 1/4". C. Chemical control of broadleaf weeds has been changed from twice a year to "as needed." d. Aeration has been increased from twice a year to six times a year, immediately before fertilization, due to the compaction of soil in this region. This will be an added cost to the city during the 93 -94 fiscal year, if implemented. e. The contractor will take a moisture meter reading "r` every two weeks. The Honorable City Council Page 7 October 12, 1992 f. Nitrogen fertilizer is now included twice a year, as determined by soil samples. g. Taking soil samples twice a year will be an added cost to the city during the 93 -94 fiscal year, if implemented. 24. Performance Requirements - Landscapes. Section 8. Ground Cover Areas (pace 67): This section is new and is more specific than in current contract. 25. Performance Reauirements - Landscapes. Section 10. Shrubs and Trees (page 67): This section outlines the specific policies of the city regarding fertilizer (Section 10.h) . This will be an added cost to the city during the 93 -94 fiscal year. 26. Performance Reauirements - Landscapes, Section 11. Restroom Maintenance (page 68): This section outlines the city's policies regarding restroom maintenance. 27. Performance Reauirements - Hardscapes (paae 72): Section 1 and Section 2 are new, and do not affect the contract cost for this year or beyond. 28. Functions Freauency Summary. (oaae 75): This section is all new. 29. Annual Schedules (oaae 79) : a. Schedule for year, to show activity due daily (D), weekly (W) and monthly (M). b. This schedule is explained in contract but is included here for performance to be checked as a quick reference. 30. Forms (page 82): a. Change order (Page 83) shall be used to amend the contract. Can be used to modify the contract for 92 -93 by removing additional services /performance and their cost from the contract. This will maintain the cost and services Sunridge agreed to for the 1992 -93 contract. The Change Order form will be used to increase or decrease contract The Honorable City Council Page 8 October 12, 1992 monthly payment. This would apply to extra work performed or decreased payment for non - performance. b. Inspection Forms (Pages 84 -91) shall be used during regularly scheduled maintenance inspections. C. Irrigation Schedule Form (Page 92) shall be used for scheduling of watering time, days, start time, and locations. This section allows the city to have a standard operating practice used for installations and repairs. This gives the contractor a guide to the city's performance expectations. Other Information The scheduling of maintenance is now assigned by site to assist in the cost accounting that the city is doing at each park this year. The performance bond should be increased in 93 -94 due to the increased amount of property that the Contractor is being required to maintain. The agreement calls for 10% of the total amount of the bid. This would be about $22,500.00. Currently, because of all of the increases in services that have not been spelled out in the contract before, the bond that is now posted is much lower. As this would be a substantial increase to the contractor, staff is recommending that the increase in the bond to 10% be implemented when the contract is considered for the 1993/94 fiscal year. We are working with the contractor to increase the performance guarantee from the current $2,000.00 to $5,000.00 for the balance of 1992/93. The proposed contract has been reviewed with Sunridge Landscape Maintenance, Inc., and they concur with the changes and inclusions. RECOMMENDATION That the City Council approve renewal of contract with Sunridge Landscape Maintenance, Inc., for the fiscal year 1992 -93, effective November 1, 1992, subject to City Manager and City Attorney approval of the final contract language. CA:db Attachment: Sunridge Landscape Maintenance Contract (draft)