Loading...
HomeMy WebLinkAbout10-15-1997 CITY COUNCIL staff reportsSARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO.� MEETING DATE: OCTOBER 15, 1997 ORIGINATING DEPT.: COMMUNITY ENVIRONMENT AGENDA ITEM CITY MANAGER: DEPT. HEAD: i SUBJECT: Award of contract for tree removal work at Hakone Gardens RECOMMENDED MOTION(S): Move to accept the proposal from Saratoga Tree Service to perform tree removal work at Hakone Gardens and authorize staff to issue a Purchase Order for the work up to an amount of $30,885. Move to direct staff to prepare the necessary budget resolution to fund said work by transferring funds from the City Council's contingency appropriation. REPORT SUMMARY: As the attached memo from the Public Works Services Manager indicates, staff has solicited three proposals to remove dead and dying trees in Hakone Gardens. Because of the size and location of several of the trees, all three contractors propose performing the work with the use of a large crane. However, because of staff's concerns about the potential damage which could be caused to the entrance road by transporting a crane into the gardens, staff requested alternate bids for the removal work without the use of the crane. Two of the three contractors responded with alternate bids. In both cases, Saratoga Tree Service submitted the lowest bid for the work. Their prices to remove the trees are $20,150 with the use of a crane, and $30,885 to perform the work by hand. Because of the urgency nature of the work, staff recommends that the Council accept the proposal from Saratoga Tree Service at this time and authorize staff to issue a purchase order for the work up to an amount of $30,885. In the event that staff determines a crane can be safely transported into the gardens, then staff will reduce the amount of the purchase order to $20,150. r� FISCAL IMPACTS: There are insufficient funds programmed in the current budget for this work. Consequently, staff recommends that the Council allocate funds from its contingency appropriation and direct staff to prepare a budget resolution which would transfer the necessary funds from the Council's contingency to the Parks Maintenance budget. This could be done after the work is complete and the exact amount of funds needed from the contingency would be known. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. CONSEQUENCES OF NOT ACTING ON RECOMMENDED MOTION(S): The proposal from Saratoga Tree Service would not be accepted and the work would not be performed unless the Council accepted one of the other proposals. FOLLOW UP ACTIONS: The proposal from Saratoga Tree Service will be signed and a purchase order will be issued after it is determined whether a crane can be safely transported into the Gardens. A budget resolution will be prepared after completion of the work to transfer the necessary funds from the Council's contingency appropriation to the Parks Maintenance budget. ATTACHMENTS: 1. Memo from Public Works Services Manager dated November 4. 2. Proposal from Saratoga Tree Service. DATE: NOVEMBER 4,1997 TO: LARRY PERLIN FROM: GARY ENRIQUEZ SUBJECT: TREE REMOVAL PROPOSALS FOR HAKONE GARDENS We have solicited and received three proposals to remove five pine trees and one oak tree from Hakone Gardens. The three proposals (attached) include the use of a large crane to assist in the removal process. However, the main access road to Hakone Gardens may not support the weight of the crane. An alternate proposal was requested from the three tree removal companies who proposed the use of a crane. We requested a proposal that would exclude the use of a crane, with all removal being done by hand. All three companies indicated they would have to take a second look at the removal site, with the aid of their climbers, to adequately figure the man hours required for a job of this size. I received a response from Bill's Tree Service, who declined to bid on the removal without the use of a crane. Saratoga Tree Service and Ian Geddes Tree Service supplied a proposal (attached). 1. Bill's Tree Service 14857 Sutton Drive San Jose, CA. 95124 (408) 559 -7221 2. Saratoga Tree Service 20380 Town Center Lane, Suite 230 Cupertino, CA. 95014 (408) 255 -1528 WITH CRANE NO CRANE $20,150.00 $20,1150.00 No Bid $30,885.00 3. Ian Geddes Tree Care, INC. $22,250.00 $33,875.00 P.O. Box 2962 Saratoga, CA. 95070 (408) 374 8233 11/05/1997 14:19 4082552421 SARATOGA TREE SERVIC PAGE 02 SARATOGA TREE SERVICE 20380 TOWN CENTER LANE, SUITE 230 CUPERTINO, CA. 95014 Phone (408)255 -1528 Fax (408)255 -2421 ESTIMATED JOB COST NAME ADDRESS City of Saratoga 13777 Fruitvale Ave. DATE : 10 -6 -97 *REVISED PHONE: 868-1244 CITY Saratoga 11/4/97 (see 11 /4/97) STATE: CA ZIP : 95070 WORK REQUESTED OR RECOMMENDATION Attn: Gary Enriques RE : Tree Removals at Hakone Gardens : Hakone Gardens: : *1) Remove large Monterey Pine over pond to grade. Haul all wood 2) Remove very large Montery Pine above pond area to grade. Haul all wood. 3) Remove $ dead Monterey Pines near picnic area to grade. Haul all wood. 4) Remove dead Oak near driveway at entrance to grade. Haul all wood. All large removals will be performed with the use of a large crane. TOTAL COST: $ 20,150 t COST $ 5400.00 $12,165.00 $ 1800.00 $ 785.00 BRUSH DISPOSAL: x CUT WOOD TO FIREPLACE LENGTH: HAUL WOOD AWAY: x BLOWER CLEAN UP: x TIME AND MATERIAL: PAYMENT ON COMPLETION: x SARATOGA TREE SERVICE is covered for Public Liability, Property Damage, and workers Compensation Insurance for the complete protection of our clients. !lost important, is our quality of workmanship, training, and safety to insure YOU of a job well done, and free of any problems. 3ARATOGA TREE SERVICE will not be responsible for damage to property not risible, especially underground, where not specifically mentioned herein. Stump grindings are not hauled away unless specified at additional cost. Zemoval permits are the responsibility of the property owner or management :ompany. iPPROVED: (Please return copy) ESTIMATE BY: Blair Glenn Py I.S.A. Certified Arborist #: 654 signature Date Amount SARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO. 2� q Z � AGENDA ITE? MEETING DATE: OCTOBER 15, 1997 CITY MANAG ORIGINATING DEPT.: COMMUNITY DEPT. HEAD: ENVIRONMENT SUBJECT: Resolution accepting Offers of Dedications for Pedestrian & Equestrian Easements in Tract 6781 (Teerlink Ranch) RECOMMENDED MOTION(S): Move to adopt the Resolution accepting the Offers of Dedications. REPORT SUMMARY: On November 4, 1992, the City Council adopted Resolution No. 92 -073, a Resolution Accepting various Offers of Dedication of Pedestrian & Equestrian and Trail Easements within Tract 6781, the Teerlink Ranch subdivision. A copy of that Resolution is attached. Shortly after the Resolution was adopted, City staff discovered that a portion of the trail system developed across three of the properties in the subdivision (Lots 21, 22 & 23) did not exist within the easements offered to and accepted by the City. As a result, Resolution No. 92 -073 was never recorded. Instead, it was held in the City Clerk's office pending receipt of revised Offers of Dedications from the three affected property owners of easements in the locations where the trails actually exist. Last month, the City finally received the last of the three Offers of Dedication for the revised Pedestrian & Equestrian Easement. As a result, the City can now accept the easements for the entire trail system within the subdivision by adopting the attached Resolution. If adopted, the Resolution will: 1) rescind Resolution No. 92 -073; 2) accept the Offer of Dedication of Trail Easements made by the subdivider on the Tract Map across those lots where the trails were developed and exist within the easement areas; and 3) accept the three attached Offers of Dedications for Pedestrian & Equestrian Easements across Lots 21, 22 & 23. Upon recordation of the Resolution, the public's continuing use and enjoyment of these hillside trails will be secured once and for all. FISCAL IMPACTS: None. The revised Offers were made by each of the three property owners without request for compensation from the City. Over time, there will be an incremental increase in the City's trail maintenance costs, however recently the City has been successful in getting trail maintenance performed by volunteers. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. CONSEQUENCES OF NOT ACTING ON RECOMMENDED MOTION(S): The Resolution would not be adopted and the Offers would not be accepted. The status of the trail easements within the subdivision would remain unclear. FOLLOW UP ACTIONS: The Resolution with the Offers attached will be recorded. ATTACHMENTS: 1. Resolution accepting Offers of Dedication with Offers attached. 2. Portion of Tract Map showing Trail Easements to be accepted. 3. Resolution No. 92 -073. RECORDING REQUESTED BY AND WHEN RECORDED RETURN TO: City of Saratoga City Engineer 13777 Fruitvale Avenue Saratoga, CA 95070 RESOLUTION NO. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA ACCEPTING OFFERS OF DEDICATION TRACT NO. 6781 WHEREAS, Resolution No. 92 -073, a Resolution of the City Council of the City of Saratoga Accepting Offers of Dedication of Pedestrian & Equestrian and Trail Easements within Tract No. 6781 was adopted on November 4, 1992, and WHEREAS, said Resolution No. 92 -073 was never recorded in the office of the Santa Clara County Recorder as a result of errors discovered in the location of certain easements described within said Resolution No. 92 -073 after its adoption, and WHEREAS, corrected Offers of Dedications for Pedestrian & Equestrian Easements have now been made to the City by the owners of Lots 21, 22, and 23 within Tract No. 6781, said Offers being attached hereto, and WHEREAS, the City finds that acceptance of the Offers of Dedications pertaining to said Pedestrian & Equestrian and Trail Easements within Tract No. 6781 is in the public interest. NOW, THEREFORE, the City Council of the City of Saratoga hereby resolves that: 1. Resolution No. 92 -073, adopted on November 4, 1992, is rescinded in its entirety. 2. The Offer of Dedication of Trail Easements made on that certain map of Tract No. 6781, recorded in Book 541 of Maps, Pages 17 -23, Santa Clara County Records, is accepted on behalf of the public save and except for those Trail Easements shown on and across Lots 19, 20, 21, 22, and 23 appearing on said map. 3. The Offers to Dedicate a Pedestrian & Equestrian Easement across portions of Lots 21, 22, and 23 within Tract No. 6781, attached to this Resolution, are each accepted on behalf of the public. The City Clerk is hereby authorized and directed to record a certified copy of this Resolution in the Office of the Santa Clara County Recorder. The above Resolution was passed and adopted by the City Council of the City of Saratoga at a regular meeting held on the day of , 19 _, by the following vote: AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: Deputy City Clerk RECORDING REQUESTED BY AND WHEN RECORDED RETURN TO: City of Saratoga Department of Public Works 13777 Fruitvale Avenue Saratoga, CA 95070 OFFER TO DEDICATE A PEDESTRIAN & EQUESTRIAN EASEMENT APN 503 -31 -075 LOT 21, TRACT 6781 14171 TEERLINK WAY For valuable consideration, the undersigned owners of real property situated in the City of Saratoga, County of Santa Clara, State of California, and more particularly described in Exhibit A attached hereto, hereby warranting that they constitute all of the owners thereof, for themselves, their heirs, successors and assigns, hereby irrevocably offer to dedicate to the City of Saratoga, a Municipal Corporation, a Public Pedestrian & Equestrian Easement under, over, and across said property. Said easement is offered with the following terms and conditions: 1. The easement shall be kept free and clear at all times of any permanent structures and other physical encumbrances which would prevent access to and use of the easement by the general public. The undersigned understands that the within offer can only be accepted by resolution of the City Council of the City of Saratoga and recordation of this instrument shall not and will not constitute acceptance of the within offer to .dedicate. This offer shall be irrevocable and shall be binding upon our heirs, personal representatives, successors and assigns. The plural as used herein shall include the singular, and the singular shall include the plural. Executed this d day of �� 19 Maurilio De Nicolo Susan E. De Nicolo (All signatures must be acknowledged before a - Notary Public - attach either a corporate, individual or partnership notary form.) RECORDING REQUESTED BY AND WHEN RECORDED RETURN TO: City of Saratoga Department of Public Works 13777 Fruitvale Avenue Saratoga, CA 95070 OFFER TO DEDICATE A PEDESTRIAN & EQUESTRIAN EASEMENT APN 503 -31 -076 LOT 22, TRACT 6781 14185 TEERLINK WAY For valuable consideration, the undersigned owners of real property situated in the City of Saratoga, County of Santa Clara, State of California, and more particularly described in Exhibit A attached hereto, hereby warranting that they constitute all of the owners thereof, for themselves, their heirs, successors and assigns, hereby irrevocably offer to dedicate to the City of Saratoga, a Municipal Corporation, a Public Pedestrian & Equestrian Easement under, over, and across said property. Said easement is offered with the following terms and conditions: 1. The easement shall be kept free and clear at all times of any permanent structures and other physical encumbrances which would prevent access to and use of the easement by the general public. The undersigned understands that the within offer can only be accepted by resolution of the City Council of the City of Saratoga and recordation of this instrument shall not and will not constitute acceptance of the within offer to .dedicate. This offer shall be irrevocable and shall be binding upon our heirs, personal representatives, successors and assigns. The plural as used herein shall include the singular, and the singular shall include the plural. Executed this / day of 19. William Hazlet Alff, Jr. Denny Vawter Alff (All sig atures must be adknowledged before a--Notary Public - attach either a corporate, individual or partnership notary form.) RECORDING REQUESTED BY AND WHEN RECORDED RETURN TO: City of Saratoga Department of Public Works 13777 Fruitvale Avenue Saratoga, CA 95070 OFFER TO DEDICATE A PEDESTRIAN & EQUESTRIAN EASEMENT APN 503 -31 -068 LOT 23, TRACT 6781 21800 HEBER WAY For valuable consideration, the undersigned owners of real property situated in the City of Saratoga, County of Santa Clara, State of California, and more particularly described in Exhibit A attached hereto, hereby warranting that they constitute all of the owners thereof, for themselves, their heirs, successors and assigns, hereby irrevocably offer to dedicate to the City of Saratoga, a Municipal Corporation, a Public Pedestrian & Equestrian Easement under, over, and across said property. Said easement is offered with the following terms and conditions: 1. The easement shall be kept free and clear at all times of any permanent structures and other physical encumbrances which would prevent access to and use of the easement by the general public. The undersigned understands that the within offer can only be accepted by resolution of the City Council of the City of Saratoga and recordation of this instrument shall not and will not constitute acceptance of the within offer to dedicate. This offer shall be irrevocable and shall be binding upon our heirs, personal representatives, successors and assigns. The plural as used herein shall include the singular, and the singular shall include the plural. Executed this day of 19 / SADf�KSHRN ICflu� KEK++) ( V ,.i lw�D�i� PA L S I N G H (Ali signatures must be acknowledged before a Notary Public - attach either a corporate, individual or partnership notary form.) A Trail Easement over and across the lands, now or formerly, of Krevanko (Lot 21), the lands, now or formerly, of Alff (Lot 22), and the lands, now or formerly, of Rekhi (Lot 23). r All that certain parcel of land situate within the City of Saratoga, County of Santa Clara, State of California, being an easement of uniform width of 8.00 feet for the installation and maintenance of a Trail Easement the centerline of which is more particularly described as follows: BEGINNING at a point on the Westerly sideline of Pierce Road, 60 feet wide, said point being on the Easterly line of Lot 22 as shown on the Amended Map of Tract 6781 filed in Book 562 of Maps at pages 31 to 36 in the office of the Recorder of the County of Santa Clara, State of California, said Point of Beginning being North 03 °17'41 "West.a distance of 50.25 feet from the South corner of said Lot 22; THENCE Northwesterly, departing from the said Westerly sideline of Pierce Road, from the Point of Beginning, North 40 °00'00 "West for a distance of 20.82 feet to a point of Curvature; THENCE continuing Northwesterly, along the arc of a tangent curve to the left with a Radius of 90.00 feet and a Central Angle of 34 °34'57" for an arc length of 54.32 feet to a point of Reverse Curvature; THENCE continuing Northwesterly, along the arc of a curve to the right from a Tangent bearing North 74 °34'57 "West with a Radius of 90.00 feet and a Central Angle 26 031'09" for an arc length of 41.66 feet to a point of Reverse Curvature; TRICE Westerly, along the arc of a curve to the left from a Tangent bearing North 48 003'48 "West with a Radius of-50.00 feet and a Central Angle of 61 °51'21" for an arc length of 53.98 feet to a point of Reverse Curvature; THENCE continuing Westerly, along the arc of a curve to the right from a Tangent bearing South 70 °04'51 "West with a Radius of 90.00 feet and a Central Angle of 36 °58'47" for an arc length of 58.09 feet to a point of Tangency; Thence Westerly, North 72 056'23 "West for a distance of 267.15 feet to a point of curvature; THENCE Northwesterly, along the arc of a Tangent curve to the right with a Radius of 70.00 feet and a Central Angle of 54 °04'23" for-an arc length of 66.06 feet to a point of Compound Curvature; THENCE Northerly, along the arc of a curve to the right from a Tangent bearing North 18 052'00 "West with a Radius of 200.00 feet and a Central Angle of 14 °29'40" for an arc length of 50.60 feet to a poirit-of Tangency; THENCE Northerly, North 04 °22'20 "West 62.51 feet to a point of Curvature; THENCE Northwesterly, along the arc of a Tangent curve to the left with a Radius of 40.00 feet and a Central Angle of 68 °36'01" for an arc length of 47.89 feet to a point of Reverse Curvature; THENCE continuing Northwesterly, along the arc of a curve to the right from a Tangent bearing North 72 058121 "West with a Radius of 40.00 feet and a Central Angle of 45 °00'00" for an arc length of 31.42 feet to a point of Tangency, said point being 4.00 feet Northeast of the Northeasterly line of Lot 20 of aforesaid Tract 6781; THENCE continuing Northwesterly, on a line which is 4.00 Northeast of the said Northeasterly line of Lot 20 and parallel with said Northeasterly line of Lot 20, North 27 058'21 "West for a distance of 164.14 feet to a point of Curvature; THENCE Northerly, departing from the said line which is 4.00 Northeast of the Northeasterly line of Lot 20 and parallel therewith, along the arc of a Tangent curve to the right with a Radius of 190.00 feet and a Central Angle of 24 °59'53" for an arc length of 82.90 feet to a point of Tangency, said point being 4.00 feet East of the Easterly line of Lot 19 of Tract 6781; THENCE continuing Northerly, on a line which is 4.00 East of the said Easterly line of Lot 19 and parallel with said Easterly line of Lot 19, North 02 058'28 "West for a distance of 125.36 feet to a point that is the TERMINUS of this line, said point being distant along the arc of a curve to the left from a Tangent bearing South 63 ° 15' 21 "East with a Radius of 128.00 feet and a Central Angle of 02 °02'29" for an arc length of 4.56 feet from the Northerly corner common to Lot 19 and Lot 21 on the Southerly sideline of Teerlink Way, 50 feet wide. Lengths Lot 21, APN: 503 -31 -075 309.78 L.F. Lot 22, APN: 503 -31 -076 710.38 L.F. Lot 23, APN: 503 -31 -068 106.73 L.F. Total 1,126.89 L.F. This description was prepared by me. ��� tANO SG Z/arren E. McDowell �/' 2�.y� 3 No. 3414 Land Surveyor No. 3414 License Expires 06 -30 -96 •.,�••••• : •��`t 'u. pf CAl \F�� 1 TRACT 6 7 81 ' �Y•'°" ITEERLINK RANCH f f 3 z y Lt. TIS,0.TM• 4Y213DESCRIBED IN BOOK F585, AT �. a =- by os M1. EDEN a0A0 10.►.eK ws 1//4 SELDOR LIVE iJ L'a PAGE 337, OFFICIAL RECORDS OF " (tH•tL'Y 4noeu)) xclxrARX Iww'OdY4tLf0 IaesAtutls3 +SANTA CLARA COUNTY, CALIF. 1� SCALE! I'• I6d �G 14 - - - E 4ep ' - - -- s .a s 3CONSISnNG OF 7 SHEETS AND LYING IN. Al A f, ��`'`,yP i T/ / ' gi d d*THE CRY OF SWAM& CALIFORNIA � � � D � •� I ' ?e��v\ ; T // � i L k i r X100' JAN , 1005 �m r a d IL ?4A? ��rcaE`r~�s i \ r� �'� 4 / I j LEA ENGINEERING ;1 O 11 10 / YKyT(,elAlail HAYWARD, CALIFORNIA A e / 0111111.146n IS; \\ • \ \n Itrlrrh SWUM) LE_. I 19f ++ t NL r4d L 19+. 41 m1 --r- ` Q►r {d L IM.6M a=ilwc7ne eoROeR tOII Fa toul0rt "AM( MM An!) • IL f11' {rY. MA61 e0. Vr I" w I rR t N t POST Fel O S'ET MONUMENT � L 1"419 u{.at 14 \ \ \ 1 1 I ""Ist.rIP3dIL ULt1(41) ALL DInGJSIO.n ARE 9WWW R4 rceT Amp DErimA s TNI(eor Lrlr Y uLn ltl) IRON 1AG 10 OC SeT Ar ALL UT foRNERs E1 Rlelrtar WAY. AT1 st► \ ` t _ ° V (rrls'Y 1++40') RECORD DATA REFERENCE M IT•K� _ \ \ \ \ 1 ( 1 Lfrt' {INS. treat (a. n•II Iwe �7� \ \ \ t j (1.{•r+ Y UN u)) a DEED wu nx 337 - a► m MAP OF TRAar uee NI MAP/ Al h /ATREAfmm L � \ N N'S7' 11 Y Ni {.1! (> IYH'[. M14{0 (D� 10011 L� r4lSt IkSt,T13 RSNT m ROS , as b"m I I L•4TOS IF wtTel rok- v.w /Wamb roW r WOHALsim =1.. W IL 04 14IRAP% It "1 R.1.f. I{411Ar1II A� /� ��y,� 5M -5aOO*W 6».te MM.11A"OF eEArJW. —• ow ^ Itl R.O.S. 11RAPS 14 •LANDS OP Pq L MASSON rD Ai OrOI ll� �u T1e 05 AC(ZIYe ORDER CIINTAINS ArrROXIMATELY (Sa1' 70'1)0' N Ci'Jh.51 C9)) r � 31.10 /1LRSS 484 .O.R. 234 LCGCND DETAIL'A rew-Lr wt BASIS OF- BEARINGS /? Q era sma scrim CORVE DELTA RADIUS UN4Tr _ DIE cTaMME OF Mr. EDEII ROAD TAM AS 1. S. D. E. MW II STOW ■AM UHNDR C 1 r f1' 19 !41.00 SS.11 to SO M e►' {o'O r WM WrWEEN M FowD C E Tt 10' 11' ILI@ tau V MM PER FEWID OF SURrEr FOED IIOME11SE11 ® S. f.E. SANITIRT 0— tM—T C ! r {d SS' 111.00 113 " r I; 1 SST N DIE OFFICE OF THE OOWTY o RE s CORDER OF UNTA C AFU COMM wuF. "We STI M IA*=T 114. IfAtIMt OI9m St W N SOON 11 of MAPS AT MOE 11 rIA1' �- T I Ur1rift 10LN a = l USED AS THE SUN OF WMMOS FOR M MAP. . ® TOM EASMIM T E 111•SCIe'L }41.10 Zai q ��S MMS-ESitESS EA MMY T 1 ttr4C11'L 111" •� �OIL5 REPORT T 4 1.11,34wi. LIS 8 tai[. FtrArt 11tatIRT tlNDl uuNUT (/�1LS�OILS R[R7R7 IW 5 04 eCDC tD oT E Cffy f MC . ® i0R tA1tY0T Fl TOGA �) AND h ON RGCORD AT TXE LRT Or jfrffi817- `;1 " SHEET 3 OF 7 { Please return to City Clerk City of Saratoga 13777 Fruitvale Ave. Saratoga, CA 95070 RESOLUTION NO. 92 -073 RESOLUTIOR OF THE CITY COUNCIL OF THE CITY OF SARATOGA ACCEPTING OFFERS OF DEDICATION WHEREAS, an Offer of Dedication of Trail Easements within Tract No. 6781 appears on that certain map of Tract No. 6781 recorded in Book 562 of Maps at Pages 31 through 37, Santa Clara County Records, and WHEREAS, an Offer to Dedicate to the Public a Pedestrian and Equestrian Easement has been made pertaining to certain real property within Tract No. 6781, said Offer being recorded in Book J370, Page 1380, Santa Clara County Records, and WHEREAS, a realignment of a portion of Trail Easement within Tract No. 6781 was recorded in Book K472, Pages 1480 through 1482, Santa Clara County Records, and WHEREAS, said Offers of Dedication pertaining to said easements have never been accepted by the City of Saratoga, and WHEREAS, the City Council has determined that acceptance of the Offers of Dedication pertaining to said easements would be in the public interest. NOW, THEREFORE, the City Council of the City of Saratoga hereby accepts the Offers of Dedication with respect to the easements hereinabove described and attached hereto. The City Clerk is hereby authorized and directed to record a certified copy of this resolution in the Office of the Recorder for Santa Clara County, California. The above and foregoing resolution was passed and adopted by the Saratoga City Council at a meeting held on the 4th day of November , 1992 , by the following vote: AYES: Councilmembers Kohler and Monia and Vice Mayor Tucker NOES: None ABSENT: Counci lmember Burger and Mayor ATTEST: Deputy City lerk SARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO. 2 2� MEETING DATE: OCTOBER 15, 1997 ORIGINATING DEPT.: COMMUNITY ENVIRONMENT AGENDA ITEM CITY MANAGER: DEPT. HEAD: SUBJECT: Vessing Road Assessment District - Preliminary Acceptance of Engineer's Report and Scheduling of Protest Hearing :RECOMMENDED MOTION(S): 1. Move to adopt the Resolution amending the Resolution of Intention. 2. Move to adopt the Resolution appointing the City Engineer as Superintendent of Streets for assessment district purposes. Move to adopt the Resolution preliminarily accepting the Engineer's Report and setting the Protest Hearing for January 21, 1998. REPORT SUMMARY: Pursuant to Council's actions of May 21, the Engineer of Work for the Vessing Road Assessment District, C2G /Civil Consultants Group, has prepared the Engineer's Report for the proposed assessment district. A copy of the Engineer's Report is attached. In order to continue the process of forming the District, the Council must preliminarily accept the report and schedule the Protest Hearing. The Legal Counsel for the District has prepared the attached three Resolutions for Council's consideration and approval. The three Resolutions if adopted will do the following: The first Resolution will amend the Resolution of Intention No. 97 -23.4 to allow for preliminary design costs associated with the water system improvements to be incurred and reimbursed to the City in the event the District is not formed. -v 2. The second Resolution appoints the City Engineer as the Superintendent of Streets for Assessment District purposes, a procedural requirement of assessment district law. The third Resolution grants preliminary acceptance of the Engineer's Report and schedules the Protest Hearing for Wednesday, January 21, 1998. This action establishes preliminary assessment amounts for each parcel in the proposed district which may then only be adjusted downward in the future as final construction and right -of -way acquisition costs become known. As support for the District remains strong amongst the property owners, it is recommended that Council adopt all three Resolutions. FISCAL IMPACTS: None at this time. The costs associated with this project would eventually be recovered via the assessments levied against the benefiting properties. ADVERTISING, NOTICING AND PUBLIC CONTACT: The property owners in the proposed district have been notified of this meeting. CONSEQUENCES OF NOT ACTING ON RECOMMENDED MOTION(S): The Resolutions would not be adopted and the process to form the assessments district would be stalled. FOLLOW UP ACTIONS: Notices and ballots will be mailed to the property owners in the proposed district prior to November 26. The Protest Hearing will be scheduled for your January 21 meeting. ATTACHMENTS: 1. Resolutions (3). 2. Preliminary Engineer's Report. l SARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO. ?, q ?,k MEETING DATE: October 15, 1997 ORIGINATING DEPT.: Administrative Services AGENDA ITEM �6 C-5) CITY MGR.: SUBJECT: Renewal of Lease with Xerox for Copier Services Recommended Motion(s): Authorize the City Manager to execute Purchase Order with Xerox Corporation for lease of copying equipment. Report Summary: Background - The City currently leases a central copy machine from Xerox. The 60 -month lease agreement will expire on 12/31/97. In addition, the City owns 4 additional Xerox copiers. Three of four of these copiers were purchased between 1989 and 1991 and are at the end of their useful lives and require replacement. The City is currently spending $2,478.75 per month for copier - related costs. Discussion - Staff contacted several vendors for competitive bids on the equipment, requesting government rates. Quotes were obtained from Xerox and Ikon in accordance with Article 2 -45, Purchasing System, of the Municipal Code. Both companies proposed to replace the main copier and the four other units under a new 60 -month lease agreement. A summarization of the quotes follows: • Xerox - $2,477.19 /month • Ikon - $2,543.20 /month Based on the quotes, staff recommends that City Council declare Xerox to be the lowest responsible bidder for the equipment in terms of price, proposed hardware and service history. One point to consider is that the Canon copiers proposed by Ikon are 15% slower than the Xerox product. In addition, the City's experience with the Xerox equipment has been favorable and their service record has been excellent. Complete copies of the proposals are available in the Administrative Services Department. Fiscal Impacts: If Xerox is awarded the contract, the City will pay approximately the same amount per month than was previously billed. There is adequate funding capacity within the existing budget for this action. Follow UD Actions: Place order. Lease and install copiers. Consequences of Not Acting on Recommended Motions: The City will be without copier service at the end of the calendar year. Attachments: 1. Xerox Proposal 2. Ikon Proposal Proposal Overview Xerox is offering the City of Saratoga the opportunity to replace the (3) Xerox 5028 copiers, desk top, (1) Xerox 5113 and (1) Xerox 5100 Duplicator with new technology. The proposed solution will not add any additional expence to the City of Saratoga, but yet replace aging equipment which is up to 9 years old. The (3) Xerox 5028 copiers and (1) Xerox 5113 desk top copier will be replaced with (4) Xerox DC 220 digital copiers which offer the abi city to combine a copier, fax and printer in one machine. The Xerox 5100 Duplicator, which in a recent survey was meeting the requirements of Office Personnel, will be replaced with a newly redesigned Xerox 5100A Duplicator Current Situation (3) Xerox 5028's purchased between 1988 and 1991 Reason for replacement: Aging technology and more frequent service calls Monthly operating cost (service/supplies) at 8,500 copies/month* $ 315.58 (1) Xerox 5113 Reason for replacement: High cost per copy & increased volume Monthly service/supply cost at 2,750 copies/month* $ 105.18 (1) Xerox 5100 ending a 5 year lease on 12/97 Lease and Operating cost (service /supplies) at 58,000 copies /month* $2,057.98 Total current cost for.(3) 5028's & (1) 5100 $ 2,478.75 Proposed Solution Replace the (3) Xerox 5028s and Xerox 5113 with (4) Xerox Document Center 220 digital copiers with option to add faxing and/or printing as available Replace Xerox 5100 with a Xerox 5100A 60 Month lease for (4) DC 220's* Operating expense (service/supplies) for (4) DC 220's at a total of 10,250 copies/month* 60 Month lease for a Xerox 5100A with all supplies and maintenance for first 58,000 copies* Total cost for (3) DC 220's and (1) 5100A * REFER TO FOLLOWING PAGE FOR SUPPORTING DATA $ 434.68 $ 395.31 1647.20 $ 2,477.19 Supporting Data for Proposal Page 5028 Operating Cost Calculations Yearly Full Service Maintenance Plan of $ 474.00 each = $ 39.50 /month Supplies for 8,500 copies /month Toner ($ 122/2A,000 yield) x 8,500 - Copy Cartridge ($ 393/23,000 yield) x 8,500 = Total operating expense 5113 Operating Cost Calculations Yearly Full Service Maintenance Plan of ($ 325.00/yr x 4 years) / 60 months There is currently a 1 yr. warranty, hence only 4 yrs. of service is calculated Supplies for 1,750 copies /month Toner ($ 90/8,000 yield) x 2,750 = Copy Cartridge ($ 306/16,000 yield) x 2,750 = Total operating expense Lease and operation expense for current Xerox 5100 Monthly Lease Invoice Maintenance 58,000 x $ 0.0090 Supplies © 58,000 /mo Toner ($ 275/150,000 yield) x 58,000 - Developer ($ 316 /500,000 yield) x 58,000 - Fuser ( $ 131.00/ 550,000 yield) x 58,000 = Total Cost Associated with 58,000 Copies per Month 60 Month lease for (4) DC 220's Individual lease payments of $108.67 each. Operating expense for (4) DC 220's An average total of 10,250 copies/month Maintenance for each unit runs at $ 70.00 per month Supplies: Drum/toner cartridge ($ 225/20,000 yield) x 10,250 Total supply usage 60 Month lease of Xerox 510(IA All supplies and maintenance for first 58,000 copies Invoices: Monthly Lease Invoice (on 60 month) Maintenance First 58,000 Copies Supplies for First 58,000 Copies Total Cost Associated with 58,000 Copies per Month (total) $ 118.50 $ 51.85 4 $ 315.58 (total) $ 21.66 $ 30.93 $ 52.59 $ 105.18 $ 1,379.18 $ 522.00 $ 106.33 $ 36.66 $ 13.81 $ 2,057.98 (total) $ 434.68 (total) $ 280.00 $ 115.31 $ 395.31 (included) (included) $ 1,647.20 $ 0.00 $ 0.00 $1,647.20 £/£ 3JHd 00tZ£5690b'QI S31VS XoW3X'WOHA St'£t G6- 0£ -d3S �koiJ • 0 tons Plan A 1 Canon NP6085 copier with stapling sorter and 4 Canon NP6221 copiers with auto fenders, 10 bin sorters and cabinets. Plan B 1 Canon NP 6085 copier and 4 Canon GP20OF copiers with stapling sorter, full duplexing, and multi casset feeding unit, printing, faxing, scanning and copier functions (see below for limmitations flu C CJ At n 1,05 GPavo CoP� S w .�f�• I�� /�u.�P'��;� � ss�,�i�� �,s.,s ��,�,, �.� Lea,4G Cash mo sery --39" moCNT Plan A $58,000.00 $952.60 u $2284.80 Plan B $106,000.00 $1736.60 $3,468.00 19ci,n L' �G, vu v Q S�.lo o o /^ 4a 55/3..20 fo gavc IKON Capital will pay .$8000.00 to satisfy the Xerox lease obligation. 'AJ GP 20OF copiers will not work off Windows NT workstations (driver is lr�W s under development) and will not scan in Windows NT network OS (work arround and perminante solution is currently being tested). All prices based on 68,000 copies a month. CMP price is locked in for the term of the contract, but can be changed if the customer and IKON agree CMP service includes all suplies excluding paper. All prices subject to change and do not include sales tax. -