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HomeMy WebLinkAbout06-16-1999 Agenda 7CSARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO. 3~sti AGENDA ITEM f CITY MGR: ~ DEPT. HEAD: MEETING DATE: JUNE 16,1999 ORIGINATING DEPT.: PUBLIC WORKS SUBJECT: Monthly Landscape Maintenance Services -Award of Monthly Maintenance Contracts Recommended Motion(s): 1. Move to declaze New Image Landscaping, Golden Touch Landscaping, Mike Samuelson Landscaping, and Gachina Landscaping to be the lowest responsible bidders. 2. Move to awazd monthly maintenance contracts to New Image Landscaping, Golden Touch Landscaping, Mike Samuelson Landscaping, and Gachina Landscaping for Fiscal Year 1999/2000 according to the following tables: Nntp• - ----- Award of a Ntonthly Maintenance Contract for Zones which are shaded are uncertain until ballots are :tabulated at the end cif the Public Hearing. l . Zone 9 McCartysville $196/month. 2. Zone 11 Arroyo de Sazatoga $80/month 3. Zone 12 Leuter Ct. $8Q/month 4. Zone 16 Beauchamps $75/month 5. Zone I7 Sunland Park $310Tmorith 6. Zone 27 Trica WoodsfCunnghann P1JGlasgow Ct. $202/month 7. Zone 29 Tollgate $85/month 8. Saratoga Civic Center $860/month 9. Medians and Parkways $2,225/month 10. Zone 22 Prides Crossing $415/month 11. Zone 3 Greenbriar $145/month 12. Horseshoe Drive $65/month 13. Zpne 1 Manor Drive $14~/month... 14. Zone 2 Fredricksberg $241/month 15. Zone 15 Bonnet Way $227/month 16. Zone 26 Bellgrove $304/month 17. Zpne 28 Kerwin Ranch $1,766/month:. Resort Summary Bids for Monthly Landscape Maintenance Services were opened on February 19. A list of the areas which will receive maintenance services are attached (Attachment 1). A total of four contractors submitted bids and a summary of the bids received is also attached (Attachment 2). As listed in the tables above, New Image Landscaping submitted the lowest bids on Items 1 - 9, Golden Touch Landscaping submitted the lowest bid on Item 10, Mike Samuelson Landscaping submitted the lowest bids on Items 11- 12, and Gachina Landscaping submitted the lowest bids on Items 13- 17. Staff has carefully checked the bids along with the listed references and has determined that the bids are responsive to the Notice Inviting Sealed Bids. Recall that the property owners in six of the Zones within the District are voting on proposed increased assessments for the coming year under the requirements of Proposition 218. These are Zones 1, 9, 12, 17, 27, and 28. Until the ballots are tabulated, it is uncertain whether the proposed increased assessments and therefore the contracts for those Zones can be approved by the City Council at this time. It is therefore recommended that the Council declare New Image Landscaping, Golden Touch Landscaping, Milce Samuelson Landscaping, and Gachina Landscaping to be the lowest responsible bidders on the project, and award the attached monthly maintenance contracts (Attachment 3) to these firms in the amount of their bids pending the outcome of the tabulation of the ballots. Fiscal Imuacts• Funding for this work is programmed in the adopted budget in Activity 3025 (Medians and Parkways) - Account No. 4515 (Maintenance Services), Activity 3030 (Parks/Open Space) -Account No. 4515 (Maintenance Services), and Activity 3040 (Landscape and Lighting District) -Account No. 4515 (Maintenance Services). The adopted budget contains sufficient funds to cover the contracts. Advertising, Noticing and Public Contact: Nothing additional. Consequences of Not Acting on the Recommended Motions: New Image Landscaping, Golden Touch Landscaping, Mike Samuelson Landscaping, and Gachina Landscaping will not be declared the lowest responsible bidders and monthly maintenance contracts will not be awarded to those firms. The Council may make specific findings to declare other bidders to be the lowest responsible bidders, or reject all of the bids and direct staff to re-bid the entire project. However, staff does not believe that lower bids will be obtained by re-bidding the project due to the competitive nature of the current bids received. follow Ua Actions: The contracts will be executed and the contractors will be issued Notices to Proceed. Attachments• 1. List of Maintenance Areas. 2. Bid Summary. 3. Monthly Maintenance Contracts. Supplement to Exhibit A City of Saratoga Landscaping and Lighting Assessment District LLA-1 Special Benefits provided to each Zone Zone 1 - (Manor Drive landscape District) -Provides for landscape maintenance of the Manor Drive medians and Saratoga-Sunnyvale Road frontage along Tract 3822. Zone 2 - (Fredericksburg Landscape District) -Provides for landscape maintenance along the Cox Avenue frontage of Tracts 3777, 4041, and 4042. Zone 3 - (Greenbriar Landscape District) -Provides for landscape maintenance of the Seagull Way entrance to Tract 4628, 4725 and 4726, and of the common areas along Goleta Avenue and Guava Court. Zone 4 - (Quito Lighting District) -Provides for streetlighting and landscape maintenance in the EI Quito Park residential neighborhoods; Tracts 669, 708, 748, 6785, 7833, and 8700. Zone 5 - (Azule Lighting District) -Provides for streetlighting in the Azule Crossing residential neighborhoods: Tracts 184, 485, 787, 1111 and 1800. Zone 6 - (Sarahills Lighting District) -Provides for streetlighting in the Sarahills residential neighborhood; Tracts 3392 and 3439. Zone 7 - (Village Residential Lighting District) -Provides for streetlighting in four separate residential neighborhoods surrounding Saratoga Village. Includes all or a portion of Cunningham Acres, La Paloma Terrace, Mary Springer #1 and #2, McCartysville, Saratoga Park, Williams and Tracts 270, 336, 416, 2399, 2502, 4477, 5350, 5377, 5503, 5676, 6419 and 6731. Zone 9 - (McCarrysville Landscape District) -Provides for landscape maintenance along the Saratoga-Sunnyvale Road frontage of Tract 5944. Zone 10 - (Tricia Woods Landscape District) -Provides for landscape maintenance along the Saratoga-Sunnyvale Road frontage of Tracts 6199, 7495 and 7928. Shared with Zone 27. Zone 11 - (Arroyo de Saratoga Landscape District) -Provides for landscape maintenance of the Via Monte entrances to all or a portion of Tracts 2694, 2835, 2844, 3036 and 4344. Zone 12 - (Leutar Court Landscape District) -Provides for landscape maintenance of the Leutar Court frontage in Tract 6996. Zone 15 - (Bonnet Way Landscape District) -Provides for monthly landscape maintenance along Bonnet Way; Tract 54'62. Zone 16 - (Beauchamps Landscape District) -Provides for landscaping and lighting of the Prospect Road entrance to the Beauchamps subdivision; Tract 7763. Zone 17 - (Sunland Park Landscape District) -Provides for landscape maintenance along the Quito Road frontage of Tracts 976 and 977. Zone 22 - (Prides Crossing Landscape District) -Provides for periodic landscape maintenance along Prospect Road between the Route 85 overcrossing and Titus Avenue and along Cox Avenue between the Route 85 overcrossing and Saratoga Creek. Includes all properties bordered by Route 85, Prospect Road and Saratoga Creek with the exception of the Brookview neighborhood (Tracts 1493, 1644, 1695, 1727, 1938 and 1996). Zone 24 - (Village Commercial Landscape and Lighting District) -Provides for routine maintenance of Village Parking Districts 1-4, Big Basin Way landscaping and street lighting. Zone 25 - (Saratoga Legends Landscape District) -Provides for landscape maintenance along the Saratoga-Sunnyvale Road frontage, and pedestrian pathways within Tract 8896. Zone 26 - (Bellgrove Landscape and Lighting District) -Provides for common area landscape maintenance and lighting associated with Tract 8700. Zone 27 - (Cunningham Place/Glasgow Court Landscape District) -See description for Zone 10. Zone 28 - (Kerwin Ranch Landscape District) -Provides for landscape maintenance along the Fruitvale and Saratoga Aves. Frontages of Tracts 8559 and 8560. Zone 29 -(Tollgate Landscape and Lighting District) -Provides for maintenance of the common area landscape and lighting improvements along Tollgate Road at the entrance to Tracts 3946 and 5001. 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N ~ ~ N ai ? ~ - ~ U u ~ a 1y ~ W ~ ~ ~ ~ ~ ~ ~ i ~ ~ p ~ U K I ~ ~ ~ •- N ~ N /n N N ~ W ~ N r N 10 W N N N N ULl N O ~ I _~ ~ Q ~ N N N d C C C N d y C C N C d C N N N ~ ~ a _ U Cll (D I I _ _ O N _ _ O O N N _ _ _ _ O O O O N N N N O O O N N N O N O N O N O N O = O N N (/l d ~ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ W r r c+i v CITY OF SARATOGA SANTA CLARA COUNTY, CALIFORNIA CONTRACT FOR PUBLIC WORKS MONTHLY LANDSCAPE MAINTENANCE SERVICES THIS CONTRACT, made on this 15th day of June ,1999 by and between the City of Saratoga, a municipal Corporation, in Santa Clara County, California, hereinafter called the City, and Gachina Landscaping hereinafter called the Contractor. WITNESSETH: WHEREAS, the City has caused to be prepared in the manner • prescribed by law, specifications and other contract documents, for the work herein described and shown, and has approved and adopted these contract documents and specifications and has caused to be published in the manner and for the time required by - law, a Notice Inviting Sealed Bids for doing the work in accordance with the terms of this Contract, and WHEREAS, the Contractor in response to said Notice has submitted to the City a sealed bid proposal in accordance with the terms of this Contract, and t ,. WHEREAS, the City, in the manner prescribed by law, has publicly opened, examined and canvassed the bids submitted and as a result has determined and declared the Contractor to be the lowest responsible bidder and has duly awarded to the Contractor a contract for certain work and for the sum or sums named in the bid proposal and in this Contract. NOW, THEREFORE, THE PARTIES AGREE AS FOLLOWS: ARTICLE I. WORK TO BE DONE: That the Contractor shall provide all necessary labor, machinery, tools, and apparatus; shall furnish all materials, superintendence and overhead expenses of whatever nature necessary to perform all the specifications and other contract documents and according to such instructions as may be given by the Saratoga Director of Public Works or his authorized agent. ARTICLE II. CONTRACT PRICES: Except as provided in Section IV B of the Specifications ("Changes and extra work"), the City shall pay the Contractor according to the prices stated in the bid proposal submitted by the Contractor; which shall include all applicable taxes, for complete performance of the work. The Contractor hereby agrees to accept such payment as full compensation for all materials and appliances necessary to complete the work; for all loss or damage arising from the work or frem action of the elements, or from any unforeseen obstruction or difficulties which may be encountered in the prosecution of the work; incurred in and in consequence of the suspension or discontinuance of the work;~as hereby specified; for all liabilities and other insurance; for all fees or royalties or other expenses on account of any patent or patents; for all overhead and other expenses incident to the work and expected profits; . and for well and faithfully performing the work, all according to the contradt specifications, instructions, and the requirements of'the City. ARTICLE III. PARTS OF THE CONTRACT: That the complete contract document consist of the following: 1. Notice Inviting Sealed Bids 2. Bid Proposal 3. Contract for Public Works 4. Hold Harmless Clause 5. Specifications 6. Insurance Certificates 7. City of Saratoga DBE Requirements In case of any conflict between this Contract and any other part of the contract, this Contract shall be binding. IN WITNESS WHEREOF, the City has caused its corporate name to be hereunto subscribed and its corporate seal to be hereunto affixed by its City Manager and its City Clerk thereunto duly authorized and the Contractor has executed these presents the day and year hereinabove written. AWARDED BY CITY COUNCIL: Date: ATTEST: CITY OF SARATOGA: CONTRACTOR: City Clerk The foregoing Contract is appro~red as to form this day of , 19 Title License No. Tax ID or SSN City Attorney Funds Verified: Finance Director By ,. Contract No. CITY OF SARATOGA SANTA CLARA COUNTY, CALIFORNIA CONTRACT FOR PUBLIC WORKS 1~ONTHLY LANDSCAPE 1rIlsiINTENANCE SERVICES THIS CONTRACT, made on this 15th day of June.,1999 by and between the City of Saratoga, a municipal Corporation, in Santa Clara County, California, hereinafter called the City, and Mike Samuelson Landscaping hereinafter called the Contractor.. ` WITNESSETH: WHEREAS, the City has caused to be prepared in the manner prescribed by law, specifications and other contract documents, for the work herein described and shown, and has approved and adopted these contract documents and specifications and has caused to be published in the manner aad for the time required by _ law, a Notice Inviting Sealed Bids for doing the work in accordance with the terms of this Contract, and WHEREAS, the Contractor in response to said Notice has submitted to the City a sealed bid proposal in accordance with the terms of this Contract, and WHEREAS, the City,. in the manner prescribed by law, has publicly opened, examined and canvassed the bids submitted and as a result has determined and declared the Contractor to be the lowest responsible bidder and has duly awarded to the Contractor a contract for certain work and for the sum or sums named in the bid proposal and in this Contract. NOW, THEREFORE, THE PARTIES AGREE AS FOLLOWS: ARTICLE I. WORK TO SE DONS: That the Contractor shall grovide all necessary labor, machinery, tools, and apparatus; shall furnish all materials, superintendence and overhead expeases of whatever nature necessary to perform all the specifications and other contract documents aad according to such instructions as may be given by the Saratoga Director of Public Works or his authorized agent. ARTICLE II. CONTRACT PRICES: Except as provided in Section IV B of the Specifications {~~Changes and extra work"), the City shall pay the Contractor according to the prices stated in .the bid proposal submitted by the Contraetorr which shall include all applicable taxes, for complete performance of the work. The Contractor hereby agrees to accept such payment as full compensation for all materials aad appliances necessary to complete the work; for all loss or damage arising from the work or from action of the elements, or froma any unforeseen obstruction or difficulties which may be encountered in the prosecution of the work; incurred is and in consequence of the suspension or discontiauance of the work;'"as hereby specified; for all liabilities and other insurance; for all fees or royalties or other expenses on account of any patent or patents; for all overhead and other expenses incident to the work and expected profits; : and for well and faithfully performing the work, all according to the contract specifications, instructions, and the requirements of%the City. ARTICLE III. PARTS OF THE CONTRACT: That the complete contract document consist of the following: 1. Notice Inviting Sealed Bids 2. Bid Proposal 3. Contract for Public Works 4. Bold Harmless Clause 5. Specifications 6. Insurance Certificates 7. City of Saratoga DBE Requirements In case of any conflict between this Contract and any other part of the contract, this Contract shall be binding. IN WITNESS WHEREOF, the City has caused its corporate name to be hereunto subscribed and its corporate seal to be hereunto affixed by its City Manager and its City Clerk thereunto duly authorized and the Contractor has executed these presents the day and year hereinabove written. AWARDED HY CITY COUNCIL: CITY OF SARATOGA: Date: ATTEST: City Clerk The foregoing Contract is approlved as to form this day of , 19 CONTRACTOR: By License No. Title Tax ID or SSN City Attorney Funds Verified: Finance Director r Contract No. CITY OF SARATOGA SANTA CLARA COUNTY, CALIFORNIA CONTRACT FOR PUBLIC WORKS MONTHLY LANDSCAPE MAINTENANCE SERVICES THIS CONTRACT, made on this 15th day of June.,1999 by and between the City of Saratoga, a municipal Corporation, in Santa Clara County, California, hereinafter called the City, and Golden Touch Landscaping hereinafter called the Contractor. WITNESSETH: WHEREAS, the City has caused to be prepared in the manner • prescribed by law, specifications and other contract documents, for the work herein described and shown, and has approved and adopted these contract documents and specifications and has caused to be published in the manner and for the time required by - law, a Notice Inviting Sealed Bids for doing the work in accordance with the terms of this Contract, and WHEREAS, the Contractor in response to said Notice has submitted to the City a sealed bid proposal in accordance with the terms of this Contract, and r WHEREAS, the City, in the manner prescribed by law, has publicly opened, examined and canvassed the bids submitted and as a result has determined and declared the Contractor to be the lowest responsible bidder and has duly awarded to the Contractor a contract for certain work and for the sum or sums named in the bid proposal and in this Contract. NOW, THEREFORE, THE PARTIES AGREE AS FOLLOWS: ARTICLE I. WORK TO BE DONE: That the Contractor shall provide all necessary labor, machinery, tools, and apparatus; shall furnish all materials, superintendence and overhead expenses of whatever nature necessary to perform all the specifications and other contract documents and according to such instructions as may be given by the Saratoga Director of Public Works or his authorized agent. ARTICLE II. CONTRACT PRICES: Except as provided in Section IV B of the Specifications ("Changes and extra work"), the City shall pay the Contractor according to the prices stated in the bid proposal submitted by the Contractors which shall include all applicable taxes, for complete performance of the work. The Contractor hereby agrees to accept such payment as full compensation for all materials and appliances necessary to complete the work; for all loss or damage arising from the work or from action of the elements, or from any unforeseen obstruction or difficulties which may be encountered in the prosecution of the work; incurred in and in consequence of the suspension or discontinuance of the work;~~as hereby specified; for all liabilities and other insurance; for all fees or royalties or other expenses on account of any patent or patents; for all overhead and other expenses incident to the work and expected profits; . and for well and faithfully performing the work, all according to the contrac°t specifications, instructions, and the requirements of~the City. ARTICLE III. PARTS OF THE CONTRACT: That the complete contract document consist of the following: 1. Notice Inviting Sealed Bids 2. Bid Proposal 3. Contract for Public Works 4. Hold Hazmless Clause 5. Specifications 6. Insurance Certificates 7. City of Saratoga DBE Requirements In case of any conflict between this Contract and any other part of the contract, this Contract shall be binding. ZN WITNESS WHEREOF, the City has caused its corporate name to be hereunto subscribed and its corporate seal to be hereunto affixed by its City Manager and its City Clerk thereunto duly authorized and the Contractor has executed these presents the day and year hereinabove written. AWARDED BY CITY COUNCIL: Date: ATTEST: City Clerk The foregoing Contract is approved as to form this day of , 19 City Attorney Funds Verified: Finance Director CITY OF SARATOGA: CONTRACTOR: By Title License No. Tax ID or SSN Contract No. CITY OF SARATOGA SANTA CLARA COUNTY, CALIFORNIA CONTRACT FOR PUBLIC WORKS MONTHLY LANDSCAPE MAINTENANCE SERVICES THIS CONTRACT, made on this 15th day of June ,1999 by and between the City of Saratoga, a municipal Corporation, in Santa Clara County, California, hereinafter called the City, and New Image Landscaping hereinafter called the Contractor. WITNESSETH: WHEREAS, the City has caused to be prepared in the manner prescribed by law, specifications and other contract documents, for the work herein described and shown, and has approved and adopted these contract documents and specifications and has caused to be published in the manner and for the time required by law, a Notice Inviting Sealed Bids for doing the work in accordance with the terms of this Contract, and WHEREAS, the Contractor in response to said Notice has submitted to the City a sealed bid proposal in:accordance with the terms of this Contract, and r' r WHEREAS, the City, in the manner prescribed by law, has publicly opened, examined and canvassed the bids submitted and as a result has determined and declared the Contractor to be the lowest responsible bidder and has duly awarded to the Contractor a contract for certain work and for the sum or sums named in the bid proposal and in this Contract. NOW, THEREFORE, THE PARTIES AGREE AS FOLLOWS: ARTICLE I. WORK TO BE DONE: That the Contractor shall provide all necessary labor, machinery, tools, and apparatus; shall furnish all materials,. superintendence and overhead expenses of whatever nature necessary to perform all the specifications and other contract documents and according to such instructions as may be given by the Saratoga Director of Public Works or his authorized agent. ARTICLE II. CONTRACT PRICES: Except as provided in Section IV B of the Specifications ("Changes and extra work"), the City shall pay the Contractor according to the prices stated in the bid proposal submitted by the Contractor; which shall include all applicable taxes, for complete performance of the work. The Contractor hereby agrees to accept such payment as full compensation for all materials and appliances necessary to complete the work; for all loss or damage arising from the work or from action of the elements , or from any unforeseen obstruction or difficulties which may be encountered in the prosecution of the work; incurred in and 3n consequence of the suspension or discontinuance of the work; as hereby specified; for all liabilities and other insurance; for all fees or royalties or other expenses on account of any patent or patents; for all overhead and other expenses incident to the work and expected profits; . and for well and faithfully performing the work, all according to the contract specifications, instructions, and the requirements of'the City. ARTICLE III. PARTS OF THE CONTRACT: That the complete contract document consist of the following: 1. Notice Inviting Sealed Bids 2. Bid Proposal 3. Contract for Public Works 4. Hold Harmless Clause 5. Specifications 6. Insurance Certificates 7. City of Saratoga DBE Requirements In case of any conflict between this Contract and any other part of the contract, this Contract shall be binding. IN WITNESS WHEREOF, the City has caused its corporate name to be hereunto subscribed and its corporate seal to be hereunto affixed by its City Manager and its City Clerk thereunto duly authorized and the Contractor has executed these presents the day and year hereinabove written. . AWARDED BY CITY COUNCIL: CITY OF SARATOGA: Date: ATTEST: CONTRACTOR: City Clerk The foregoing Contract is approved as to form this day of , 19 By Title License No. Tax ID or SSN City Attorney Funds Verified: Finance Director Contract No.