HomeMy WebLinkAbout1S OCRCity Council Staff Re{)orl
DATE: December 10, 2020 CONSENT CALENDAR
SUBJECT: APPROVE AN AMENDMENT TO CONTRACT SERVICES AGREEMENT
NO. 7139 (A7139) WITH CONSERVE LANDCARE, INC FOR
LANDSCAPE AND GROUNDS MAINTENANCE SERVICES.
FROM: David H. Ready, City Manager
BY: Staci Schafer, Director of Maintenance and Facilities
SUMMARY
This action will approve Amendment No. 2 to Contract Services Agreement No. 7139
(A7139) with Conserve LandCare, Inc., incorporating landscape and grounds
maintenance services of Assessment Districts, Medians, and Parkways.
RECOMMENDATION:
1. Approve Amendment No. 2, to Contract Services Agreement No. 7139 with
Conserve LandCare, Inc., in the amount of $372,837, for a total annual contract
amount of $765,811;
2. Authorize the City Manager to execute all necessary documents.
BUSINESS PRINCIPAL DISCLOSURE:
Conserve Landcare, Inc.
Conserve Landcare, a California corporation. According to a Statement of Information
filed with the State of California Secretary of State, the corporate officers are: George
Gonzalez as CEO, Theresa Gonzalez as Secretary, and Bruce Wilson as CFO, and
George Gonzalez, Theresa Gonzalez and Bruce Wilson as Directors. A Public Integrity
Disclosure Form is included as Attachment 1.
-
2City Council Staff Report December 10, 2020 --Page 2 Amendment to Contract Services Agreement No. 7139 BACKGROUND: The City has historically contracted for landscape and grounds maintenance services since 1995, privatizing these services in an effort to reduce General Fund operating and maintenance costs. On May 16, 2018, Council awarded three Contract Services Agreements for Landscape and Grounds Maintenance Services of City Parks, City Facilities, and Assessment Districts, Medians, and Parkways, with an initial three-year term, terminating June 30, 2021 and two one-year optional renewals at the City's discretion. Invitation for Bids Company Bid Amount IFB 18-05, City Parks· Conserve LandCare $682,854 IFB 18-06, City Facilities PWLC 11, Inc. $408,698 IFB 18-07, Assessment Districts, Urban Habitat, Inc. $256,002 Medians, and Parkways STAFF ANALYSIS One of the budget savings measures implemented for FY 20-21 was a 50% reduction in landscape maintenance services, due to COVID-19 impacts. The City operates with three different contractors to provide landscape maintenance services at all City Parks, Facilities including certain areas of the Palm Springs International Airport, various landscaped Medians, Parkways, and Assessment Districts throughout the City. The total cost of these contracts is $1,482,288 and $1,155,868 is funded by the General Fund. The remaining cost is funded through Special Revenue Fund accounts for revenue received through special property assessments levied on certain properties to offset the City's costs associated with landscaping, lighting or parkway maintenance and $258,774 by the Airport Fund. Each contract was amended reducing General Fund services by 50%, reducing the frequency of tasks, and routine services, this excluded maintenance services provided for Airport, and Assessments Districts. Urban Habitat, Inc., is responsible for the Landscape and Grounds Maintenance Services of Assessment Districts, Medians, Parkways, and annual Turf Reseeding. On August 5, 2020, the City issued a Notice of Default to Urban Habitat for failure to prosecute the Work according to the approved schedule, for Landscape Maintenance Services provided in June 2020, Attachment 2. On August 17, 2020, the City issued a second Notice of Default for Landscape Maintenance Services provided in July 2020, included as Attachment 3.
3City Council Staff Report December 10, 2020 --Page 3 Amendment to Contract Services Agreement No. 7139 On October 22, 2020, the City issued a Notice of Intent to Default and Demand to Cure to Urban Habitat, Inc, included as Attachment 4. Urban Habitat is in default of the Contract for, without limitation, abandoning the work by failing to report to the work site and diligently prosecuting the work, disregarding or violating the provisions of the Contract or the City's instructions, and failing to prosecute the work according to the approved schedule without excusable delays. Very poor landscape maintenance was identified in various areas, including the Canyon Sands Parkway, Mountain Gate Parkway, and Sunny Dunes (Triangle) Parkway. Despite the City's notification of this fact, these unsatisfactory conditions have persisted. Canyon Sands Images depict deficiencies noted on 7-14-20. Images below depict deficiencies noted on 7-17-20.
4City Council Staff Report December 10, 2020 --Page 4 Amendment to Contract Services Agreement No. 7139 (September 22, 2020) (August 31, 2020)
5City Council Staff Report December 10, 2020 --Page 5 Amendment to Contract Services Agreement No. 7139 Mountain Gate II (September 22, 2020)
6City Council Staff Report December 10, 2020 --Page 6 Amendment to Contract Services Agreement No. 7139 Urban Habitat responded to the City's Demand to Cure on October 30, 2020, requesting to meet with staff and discuss the claims presented against them. On November 3, 2020, staff and Urban Habitat met review their contractual obligations, resulting in the determination to amend Urban Habitat's contract term to December 31, 2020. Due to the continued maintenance issues experienced with Urban Habitat staff solicited bids from both Conserve LandCare and PWLC II, for Landscape and Grounds Maintenance Services of Assessment Districts, Medians, and Parkways. The table below identifies each contractor's bid. Bid Results Bid Schedule Bid Schedule A -Assessment Districts Bid Schedule B -Medians & Parkways Bid Schedule C -Annual Turf Reseeding Total Bid Conserve LandCare $ 103,560 $ 199,320 $ 6,392 $ 309,272 PWLC II $ $ $ $ 102,636 217,848 11,017 331,501 These are annual costs; 50% of this cost will be incurred for remainder of Fiscal Year 2021. Conserve LandCare is the low bidder, with a total annual cost of $309,272 and an increase of $151,440 for Fiscal Year 20-21. Although Conserve LandCare's bid exceeds the current annual cost of Urban Habitat at $271,327, Conserve Land Care's bid includes new Parkways and Medians that must be included in these services. The proposed Amendment also includes annual turf reseeding for City Parks, in the amount of $63,565, for a total increase of $215,005, for Fiscal Year 20-21. Staff recommends transferring the services to Conserve LandCare as this vendor has been providing acceptable landscape maintenance services. ENVIRONMENTAL IMPACT: Section 21084 of the California Public Resources Code requires Guidelines for Implementation of the California Environmental Quality Act ("CEQA"). The Guidelines are required to include a list of classes of projects which have been determined not to have a significant effect on the environment and which are exempt from the provisions of CEQA. In response to that mandate, the Secretary for Resources identified classes of projects that do not have a significant effect on the environment and are declared to be categorically exempt from the requirement for the preparation of environmental documents. In accordance with Section 15301 "Existing Facilities," Class 1 (h) projects consist of the maintenance of existing landscaping and native growth; therefore, landscape and grounds maintenance services are considered categorically exempt from CEQA.
7City Council Staff Report December 10, 2020 --Page 7 Amendment to Contract Services Agreement No. 7139 FISCAL IMPACT: Although the cost of landscape maintenance services with Conserve LandCare is $215,005 more than with the current vendor, funding is available in the currently adopted budget and a supplemental appropriation is not required. Sufficient funding for Fiscal Year 20-21 is available in the following accounts: Account Amount 001 2451 43065 $ 81,685 001 2451 43200 $ 67,800 001 2451 43500 $ 1,350 001 2451 43520 $ 3,540 260 1396 42301 $ 1,800 141 4310 43530 $ 2,700 141 4310 43550 $ 3,600 141 4310 43560 $ 19,200 141 4310 43570 $ 18,900 141 4310 43580 $ 690 141 4310 43590 $ 1,380 141 4310 43595 $ 2,760 141 4310 43597 $ 9,600 Total $215,005 -s~ ~£✓ taci Schafer Marcus L. Fuller, MPA, P.E., P.L.S. Director of Maintenance & Facilities Assistant City Manager APPROVED: <.. David H. Ready, Esq., Ph. City Manager Attachments: 1. Public Integrity Disclosure Form 2. Notice of Default, August 5, 2020 3. Notice of Default, August 17, 2020 4. Notice of Intent and Demand to Cure 5. Amendment No. 2
8ATTACHMENT 1
9ATTACHMENT 2
10City of Palm Springs Department of Maintenance & Facilities 425 N Civic Drive, Palm Springs, CA 92262 ❖ Phone: 760.323.8167 Fax: 760.322.5581 August 5, 2020 Urban Habitat La'ndscape Contractors Attn: Theresa Brennan P.O. Box 1177 La Quinta, CA 92247 Re: Default of Contract Services Agreement No. 7141 Theresa, This letter is to inform you that in June 2020, several locations (as listed below) were not maintained properly and you are in default of our Contract Service Agreement No. 7141. Urban Habitat was notified via email from the City of Palm Springs that these areas were severely neglected and needed to be addresse9. In addition, this neglect resulted in numerous dead plants and distressed trees. The following locations had significant neglect: .Location "" t-;i:{~/ ~ ,.,,, , .. ' ~-~Remarl<si ~ --·-.1:..1 - -;, ,~ ,.,. Chino Rd. Medians Dead plants, untrimmed olants. litter, weeds Chia Rd. Parkway Dead plants, evidence of lack of irrigation, weeds, litter. larae debris Canyon Sands Parkway Litter, untrimmed plants, dying turf, tree branches (fallen) Mountain Gate Parkway Litter, weeds, accumulated debris Sunny Dunes (triangle) Dead plants, evidence of lack of irrigation, distressed palm trees According to our Bid Document (IFB 18-07) in Section 6-9 (Section 6, Page 10)-Liquidated Damages, the following criteria will apply as noted in the attached document: A. Fifty Dollars ($50) per occurrence for regular tasks B. Two Hundred Fifty Dollars ($250) per occurrence for periodic tasks; and C. Two thousand Five Hundred Dollars ($2,500) per Occurrence for occasional tasks. I As per the above clause and after reviewing your June invoices #5675 and #5676, we are deducting $1,600 for non-performance as liquidated damages with this current invoice. Please refer to the attached page for more details. Additionally, we are assessing damage to palm trees and other plants and reserve the right to present this• issue in the coming months. Staci · .Schafer Direct r of Maintenance & Facilities Attachment: Liquidated Damages per Location Attachment 2: Photos of Locations
11Liquidated Damages per Location (June 2020) .Location _ -, -, ,, -Chino Rd. Medians Chia Rd. Parkway Canyon Sands Parkway Mountain Gate Parkway Sunny Dunes (triangle) OVERALL TOTAL: Remarks ,, ~ ."': -,~_ .. _ n Dead plants, untrimmed plants, litter, weeds • Dead Plants = $50 ( one plant) • Untrimmed Plants= $50 (one occurrence) • Litter= $50 (2 occurrences) • Weeds = $50 (2 occurrences) Total: $300 Dead plants, evidence of lack of irrigation, weeds, litter, large debris • Dead Plants = $150 (3 plants) • Litter = $50 (3 occurrences) • Weeds = $50 (3 occurrences) Total: $450 Litter, untrimmed plants, dying turf, tree branches (fallen) • Untrimmed Plants= $50 (one occurrence) • Litter= $50 (1 occurrence) • Weed Abatement= $50 (3 occurrences) Total: $250 Litter, weeds, untrimmed plants, accumulated debris • Untrimmed Plants= $50 (one occurrence) • Litter = $50 (2 occurrences) • Weeds = $50 (2 occurrences) Total: $250 Dead plants, weeds, evidence of lack of irrigation, distressed palm trees • Dead Plants = $250 (five plants) • Weeds = $50 (2 occurrences) Total: $350 $1,600 * Occurrence is based on noted litter, weeds, untrimmed plants, etc., not being resolved on a weekly basis (though some work tasks are required daily). For example, litter that remained uncollected for two weeks constitutes two occurrences.
12Canyon Sands Images depict deficiencies noted on 7-14-20. Images below depict deficiencies noted on 7-17-20. Chia Road Images depict deficiencies noted on 7-15-20.
13Mountain Gate Parkway Images depict deficiencies noted on 7-2-20 post-crew work from prior week. N. Riverside Dr. And S. Riverside Drive (Triangle at Sunny Dunes) Images depict deficiencies noted on 7-15-20; dead plants indicate lack of adequate maintenance in the prior mont~.
14ATTACHMENT 3
15Gity of Palm Springs Department of Maintenance & Facilities 425 N Civic Drive, Palm Springs, CA 92262 ❖ Phone: 760.323.8167 Fax: 760.322.5581 August 17, 2020 Urban Habitat Landscape Contractors Attn: Theresa Brennan P.O. Box 1177 La Quinta, CA 92247 Re: Default of Contract Services Agreement No. 7141 Theresa, This letter is to inform you that in July 2020, the location (listed below) was not maintained properly and you are in default of our Contract Service Agreement No. 7141. Urban Habitat did not routinely maintain this area as time-stamped photos from July and August 2020 indicate. Although Urban was reminded to clean up this area on August 10, 2020, weeds were not properly removed and some plants that are intruding onto the road require trimming. As of August 14, 2020, weeds and debris are also very visible in the Golf Club drive medians. The following location(s) had significant neglect: Cocation c--,· . ~ C -~ --, C ~ l ..._, Remarkst~ =-~-7. = -r" """' '{ ~·?-:!=:.$, Golf Club Drive Median #1 Weeds.debris Golf Club Drive Median #2 Weeds. untrimmed plants. litter/debris ,,, -·>-According to our Bid Document (I FB 18-07) in Section 6-9 (Section 6, Page 10) -Liquidated Damages, the following criteria will apply as noted in the attached document: A. Fifty Dollars ($50) per occurrence for regular tasks B. Two Hundred Fifty Dollars ($250) per occurrence for periodic tasks; and C. Two thousand Five Hundred Dollars ($2,500) per occurrence for occasional tasks. As per the above clause and after reviewing your July invoice #57511 we are deducting $400 for non-performance as liquidated damages with this current invoice. Please refer to the attached page for more details. Attachment: Liquidated Damages per Location Attachment 2: Photos of Locations ',
16Liquidated Damages per Location (July 2020) ;;-. --•---i!:'; ' ., Location •· ·-• -Y' ~Remarks~ ~ I .···i1 -: jt -1--=r '.I '.,-, .,= ;,f-• ·-~ . .:: ~ -~-~ .. -• '.-i~ ~' Golf Club Medians #1 ,.._ ---· Weeds/Debris I 1,. ' • Weeds = $50 ( 1 occurrence) I I 1 Total: $50 ,I -1: Golf Club Median ·#2 -Litter, weeds, untrimmed plant • Litter/debris = $100 (2 occurrences) • Weeds = $200 (4 occurrences) :i • Untrimmed plant = $50 (1 occurrence) 1 r I Total: $350 I,. ---' ---.;;; ---"'"• .-~· -' ·---... -~ -' Ii r I • I I ----·--•. :: -------. ---., . . I ··---· -., OVERALL TOTAL: $400 ... --·· ... • Occurrence is based on noted litter, weeds, untrimmed plants, etc .• not being resolved on a weekly basis (though some work tasks are required daily). For example, litter that remained uncollected for two weeks constitutes two occurrences. ·--: I •l ..
17Golf Club Medians Images depict deficiencies noted on 7-22-20. , . . -~-. . --. ,.,. . '.•. --· ;: :-· .,1~ ·--: _.. J. ,.::-=-.:-r.. ; .. -.:-, <--~·.t' ·--"· , .... Images below depict deficiencies noted on 8-10-20. --. -... ~--. . "; --~ -;..•\ •. --::::r-f:,&::., ~ ..,.. .... • ·-• -i Images depict deficiencies noted on 8-14-20 post Urban crew work: ;•"I~ .•"'::'-.•1·J.!..--·.:-!,,('> :-: -·-.o,. -· ,:. .,.,,_., --~--'.. ::....._.._n..,:.-i~(,--."'! :-:.-~-... -... ~·---~;....:-.•.,"..: •.. ~·~:,_ ~.,: • .'-::'·~---:. ,.,•~·.:::-.... --
18Golf Club Medians Images depict deficiencies noted on 8-14-20 post Urban crew work: Reflects the "after" unacceptable condition post-dead plant removal; area was not properly cleaned up after removal. • ~. ~---_-..>-! .. _. •~ Some maintenance was accomplished below but it was not l~ft f_n an. ~cceptable condition. •'.°" .. 1 i 1 ,,,-._:-• _____ .. l Before condition
19ATTACHMENT 4
20City of Palm Springs Department of Maintenance & Facilities 425 N Civic Drive, Palm Springs, CA 92262 ❖ Phone: 760.323.8167 Fax: 760.322,5581 October 22, 2020 Urban Habitat Environmental Landscapes Attn: Theresa Brennan P.O. Box 1177 La Quinta, CA 92247 Subject: Notice of Intent to Default and Demand to Cure; City of Palm Sprin.9s Assessment Districts, Parkways & Medians Landscape and Grounds Maintenance Services Invitation for Bids No. 18-07 (Contract Services Agreement No. 7141) Ms. Brennan: Pursuant to the Contract Documents ('1Contract") for the above-captioned project ("Project"), this letter serves as the City of Palm Springs• ("City") formal written notice of intent to find Urban Habitat Environmental Landscapes (11Urban Habitat") in default on the Project. If Urban Habitat fails to cure the items of default in accordance with the Contract and this notice letter, the City may terminate Urban Habitat's right to perform under the Contract by issuing a default notification. According to Sectiofr~ -ofttie~ SpeciaC Conditions, when one or moreofihe following-events occur prior to the acceptance of the Work, Urban shall be considered in default of the Contract. These events include, among other things, the following: abandoning the Work by failing to report to the Work Site and diligently prosecute the Work; disregarding or violating the provisions of the Contrad's Documents or City's instructions; or failing to prosecute the Work according to the approved schedule without excusable delays in conformance with 6-6, "DELAYS AND EXTENSIONSlOE-TIME . .-The City;must,notify,tJrban;oMhe·City's;intent to-find.,l:Jrban·in default. If, within five (5) working days after receipt of a notice to cure, Urban Habitat fails to commence satisfactory correction of the default, or to diligently continue satisfadory and timely correction of the default thereafter, then the City may terminate Urban Habitat's right to perform under the Contract. Urban Habitat is in default of the Contract for, without limitation. abandoning the work by failing to report to the work site and diligently prosecuting the work, disregarding or violating the provisions of the Contract or the City's instructions, and failing to prosecute the work according to the approved schedule without excusable delays. Specifically, the following table provides events of default by Urban Habitat that must be cured pursuant to Section 6-4 of the Special Conditions and this notice letter: Chino Rd. Medians Deficiencies There la a lack of inspection of inigation, photographic evidence of litter (which remains uncollected), palm fronds. and weed growth as of October 16, 2020.
21-. Canyon Sands Parkway The area of the parkway near the entry to the culvert/drainage way has 'i 11volunteer" plants (palms) growing and potentially reducing the ! l effediveness of the culvert as of October 16, 2020 . ."{. I: I' 'i J » I/.,_M_o-un_t_a-in_G_a-te_ll_P_a-rkw_a_y--+--T-hi_s_p_a_rkw_a_y-re-ce-iv_e_s_u_ns-a-ti-sf_a_ct_o_ry_m_a_in-te_n_a_n_ce ___ T_h_e-re-is_a_l_a_ck-of----t'f inspection of irrigation which has again resulted in soil erosion that has ::1 led to the recurrence of a sinkhole. There is also photographic evidence of accumulated debris, litter, untrimmed and several dead plants and general weed abatement which remain~ unsatisfactory as of ·_.; October 16, 2020. 1, j'(r-----------+--------------------------f j Sunny Dunes (triangle) There are dead plants due to the lack of irrigation that require replacement as of October 16, 2020. Approximately 21 plants have died due to the lack irrigation. ''t-------_...,...----,~--1--------------------------t'" { Gene Autry Traff •:0,-· ----~,r"•-= This median has accumulated litter and weeds that remain uncollected. t i ~f ! l I I As of October 16, 2020, additional deficiencies were found in the median closest to Via Escuela. These deficiencies include untrimmed plants, weeds, and litter. Weeds are also growing onto the art sculpture. i'.t-M•---o-un ..... ·t~-a ..... i~-G-··a-i ..... ~-P"",:·a~;kw;.;;.·-----a .... -y ..... -·i ..... :".)+ ... -T-he-n-ot_e_d-lo-c----.:a~tio ..... n_s_fi--··a---,v-e...,.. .. a.,._,·cc_u_·_m-· u-··1~at=--e-.o~a"".:,e.,,...l:>r-·is.,../l=ift!'<'-.e=r~fh=·a:--t'~r!:=--rn.._,...:_a~~J-=--IJ!..~,.,~~:_-.. ··.__,, _____ ~.l\ ----~-~• ~-. Lawrence Circle I: ;· uncollected and there are weeds present. The Alterra/Tramview entry .l i; • Howard Circle 11 i, also has untrimmed and overgrown plants and turf with ground squirrel ~\ f • Alberto Circle 1i :.:1mounds throughout the area. This is as of October 16, 2020. ii', • Jimenez Circle ;~ · : ! .• • Storm Basin --1 11 1 • Alterra/Tramview Ii 1! _J !~·i;i, ~'•_Rd.~ .. :;;;~;;;.;.-;;:;::;:...==dl'~l+~r~===::=::.:======·~' ·=· ·..:-==:==.=·-·=t==t ~=, =======t:~~ir=====-=====-~--~--•' ·l -· ,,,_b i :; ·-i-~di;~ Tr~-ll 0M-~d·i;~;-· ~-) .. -~There i;··~~~;,;;·~i=~ted debris/litter that includes p~lm .fronds and ~the; .• plant related waste. In addition, there are several untrimmed plants [ Golf Club Drive and a tire wheel cap in the median as of Odober 16, 2020. There are untrimmed plants, accumulated litter/debris and palm fronds in this median as of Odober 16, 2020. i------------+--------------------------1; Sunrise (Via Escuela to There are untrimmed plants and accumulated (unraked) debris in Racauet Club Drive) several areas as of October 16, 2020. '. Vintage Palms (area) There are untrimmed plants (including volunteer plant growth) and accumulated debris as of September 16, 2020. ,.,__ ________ _....,. ______________ .....,__ __________ ---t · ... ---~ \ Please Note: All references to photographic evidence in Table 1 are l included in Attachment 5. Photos of Landscape Maintenance I ( Conditions (Various Locations) ·!, rl •-.,.1 _...__,.·--· __ .,... __ ·-..... -·· .... ___ -___ ::.__ .. ~ ...... ~ ·_· '..;,,:"·,~----..... i.._: ----:,,_;;:0:::..0:::..--, ~·.~~-------~•-----............... ::.-·:;,::;-;...-........ --~ ----~:-:--. --:_,,:,,i.= .. =-=_:;;.,.. __ ,._-... -.. -... ~--= .. _--_e:~=-,--,=-.. _-:,o __ ~'!.'""---~--"\-~--~----===-~ ... Furthermore, the City notified Urban Habitat previously via two Notices of Liquidation Letters (See Attachment 1), dated August 5, 2020 and August 17, 2020 respectively, regarding unsatisfadory work and abandonment of work at various locations on the Project. In the Notice of Liquidated Damages dated August 5, 2020, the City notified Urban Ha6jlat of the complete lack of maintenance at two locations: Chino Rd. Medians and Chia Rd. Parkway. The
22City had previously notified Urban Habitation of the lack of maintenance via emails dated July 15, 2020 and July 22, 2020 respectively (See Attachment 2). In addition, unacceptable conditions were found at Canyon Sands Parkway (See Attachment 1 ), Mountain Gate Parkway (See Attachment 1), and the Sunny Dunes (triangle) Parkway (See Attachment 1 & Attachment 3). After notification of the unsatisfactory conditions at Mountain Gate, Canyon Sands Parkway, and the Sunny Dunes (triangle) Parkway, Urban Habitat attempted to cure the unsatisfactory conditions but said conditions still remain. In the Notice of Liquidated Damages dated August 17, 2020, Urban Habitat was notified of unsatisfactory maintenance at the Golf Club Drive medians. Urban Habitat had been previously notified of the conditions at that location via an email dated, August 10, 2020 (See Attachment 4). Work performed by Urban Habitat at the Golf Club Drive medians after notification (See Attachment 2) did not cure all of the specified issues. The neglect at these locations has resulted in numerous dead plants, distressed trees, soil erosion, litter, untrimmed plants, weeds, irrigation issues, and accumulated debris, which indicate that Urban Habitat is not able to satisfactorily perform the tasks which are required pursuant to the Contract. The City hereby formally demands that Urban Habitat cure the defaults noted in this notice letter within five (5) working days. (See Contract, Special Conditions Section 6-4.} If, within five (5) working days after receipt of this notice letter, Urban Habitat fails to commence satisfactory correction of the defaults, or to diligently continue satisfactory and timely correction of the defaults thereafter, then the City may terminate Urban Habitat's right to perform under the Contract. In addition, effective immediately and pursuant to the Contract, Urban Habitat must provide via email to the City its weekly work schedule as it relates to personnel assigned to perform the Contract work. This shall include, among other things, approximate work locations of crews for each day of the week. Please contact me should you wish to discuss this notice of intent to default and demand to cure. Sincerely, J ,., .. t. Staci~·. Schafer Director of Maintenance & Facilities cc: David Ready, City Manager, City of Palm Springs Marcus Fuller, Assistant City Manager, City of Palm Springs Jeffrey Ballinger, City Attorney Rancho Mesa Insurance Services, Inc., Surety Attachments 1. Notifications of Liquidated Damages and Related Attachments (Locations of Photos) 2. Email Notification of Chia Road and Chino Road Landscape Conditions 3. Email Notification of Sunny Dunes (triangle) Landscape Conditions 4. Email Notification of Golf Club Drive Landscape Conditions 5. Photos of Landscape Maintenance Conditions (Various Locations)
23Attachment 1 Notifications of Liquidated Damages and Related Attachments to include Locations of Photos
24-City of Palm Springs Department of Maintenance & Facilities 425 N Civic Drive, Palm Sprlnas, CA 92262 40t Phone: 760.323.8167 Fax: 760.322.5581 August 5, 2020 Urban HabJtat Landscape Contractors Attn: Theresa Brennan P.O. Box 1177 La Quinta, CA 92247 Re: OefauH of Contract Services Agreement No. 7141 Theresa, This letter is to inform you that in June 2020, several locations {as listed below) were not maintained properly and you are in default of our Contract Service Agreement No. 7141. Urban Habitat was notified via email from the City of Palm Springs that these areas were severely neglected and needed to be addressed. In addition, this neglect resulted In numerous dead plants and distressed trees. The following locations had significant neglect: Location Remarks :1; Chino Rd. Medians Dead plants. untrimmed plants. litter. weeds Chia Rd. Parkway Dead plants, evidence of lack of Irrigation, weeds. litter. larae debris Canyon Sands Parkway Litter, untrimmed plants, dying turf, tree branches (fallen) Mountain Gate Parkway Litter. weeds. accumulated debris ~sunny Dunes(tiiangli)-Dead plants, evidence of lack of inigation, distressed oalm trees According to our Bid Document (IFB 18-07) in Section 6-9 (Section 6, Page 10) -Liquidated Damages, the following criteria will apply as noted in the attached document: A. Fifty Dollars ($50) per occurrence for regular tasks B. Two Hundred Fifty Dollars ($250) per occurrence for periodic tasks; and C. Two thousand Five Hundred Dollars ($2,500) per Occurrence for occasional tasks. -As per the above clause and after reviewing your June Invoices #5675 and #5676, we are deducting $1,600 for non-performance as liquidated damages with this current invoice. Please refer to the attached page for more details. Additionally, we are assessing damage to palm trees and other p1ants and reserve the right to present this issue in the coming months. s· :'~:· ~-\ './ Staci} . chafer Dire .'.,. ___ .·!of Maintenance & Facilities Attachment Liquidated Damages per Location Attachment 2: Photos of Locations
25Liquidated Damages per Location (June 2020) Location __ l Chino Rd. Medians Chia Rd. Parkway Canyon Sands Parkway Dead plants, untrimmed plants, litter, weeds • Dead Plants = $50 (one plant) • Untrimmed Plants = $50 (one occurrence) • Litter = $50 (2 occurrences) • Weeds = $50 (2 occurrences) Total: $300 Dead plants, evidence of lack of irrigation, weeds, litter, large debris • Dead Plants= $150 (3 plants) • Litter= $50 (3 occurrences) • Weeds= $50 (3 occurrences) Total: $450 Utter, untrimmed plants, dying turf, tree branches (fallen) • Untrimmed Plants= $50 (one occurrence) • Litter • $50 ( 1 occurrence) • Weed Abatement= $50 (3 occurrences) Total: $250 Mountain ~ate e~rkway ------------Litter, weeds,.untrimmed-plants,.accumulated Sunny Dunes (triangle) OVERALL TOTAL: debris • Untrimmed Plants = $50 (one occurrence) • Litter = $50 (2 occurrences) • Weeds = $50 (2 occurrences) Total: $250 Dead plants, weeds. evidence of lack of irrigation, distressed palm trees • Dead Plants = $250 (five plants) • Weeds = $50 (2 occurrences) Total: $350 $1.800 • 0ccuf18nce is based on noted titter, weeds, untrimmed plants, etc., not being resolved on a weekly basis (though some worlc tasks 819 required daily). For example, Jitter that remained uncollected for two weeks constitutes two occurrences.
26Canyon Sands l._mag-es depict deficiencies noted on 7-14-20. ;.~ -•,,~ ,;,.r:~: _. ..... Images below depict deficiencies noted on 7-17-20. •. Chia Road Images depict deficiencies noted on 7-15-20.
27Mountain Gate Parkway Images depict deficiencies noted on 7-2-20 post-crew work from prior week. N. Riverside Dr. And S. Riverside Drive (Triangle at Sunny Dunes) Images depict deficiencies noted on 7-15-20; dead plants Indicate lack of adequate maintenance In the prior month. IP h
28City of Palm Springs Department of Maintenance & Faciliti't• 425 N Civic Drive, Palm Sprlnp, CA 92262 • Phone: 760.323.8167 fax: 760.322.S581 August17,2020 Urban Habitat Landscape Contractors Attn: Theresa Brennan P.O. Box 1177 La Quinta, CA 92247 Re: Default of Contract Services Agreement No. 7141 Theresa. This letter is to Inform you that in July 2020, the location (listed below) was not maintained properly and you are In default of our Con11'ct Service Agreement No. 7141. Urban Habitat did not routinely maintain this area as time-stamped photos from July and August 2020 Indicate. Although Urban waa reminded to clean up this area on August 1 o. 2020, weeds were not property removed and some plants that are Intruding onto the road require-trimming. As of August 14, 2020, weeds and debris are also very visible In the Golf Club drive medians. The fonowtng location(s) had significant neglect: -· .. ,. .. ==--=-.... -. --L.acation .Ramarkl ----.... .. ,~ .... •.,. .. -~-; -.... tr-'::,t-... " . ..,c.-.... .i. .. Golf Club Drive·-Medlan #1 .. Weeda. debrii --.,-Golf Club Dive Medlari #2 Weeda~ untrimmed, Dlants. litterldebria ·' ,, , .. -:: -. ---: According to our Bid Document (IFB 18-07) in Section 6·9 (Section e. Page·10)-Liquidated Damages, the foUowing criteria will apply aa noted in the attached document: _ _,_,_., ____ ....;;,_.;;.,~=-==~==--=--iiaiiiii,iiiiiiiiiiiii~.:..:.,--=iiiiiiiiiiiiii==-----..----=---~~wua:w A. Fifty Dollars ($50) per occunence for regular tasks B. Two Hundred Fifty Dollarl ($250) per occurrence for periodic taaks; and C. Two thousand Five Hundred Dollars ($2,500) per occurrence for occasional tasks. As per the above clause and after reviewing your July Invoice #5751. we are deducting $400 for non-perfonnance as liquidated damages with this current invoice. Please refer to the attached page for more detalli. l"·_y, . ' ;;-,,· .!Schafer D ~'" ... · (··of Maintenance & Facilities Attachment: Liquidated Damages per Location Attachment 2: Photos of Locations
29' ¥ --· Liquidated Damages per Location (July 2020) -----' -----L."J:, ,::._-..... _; ~ -· .Location -· ~ ,,Remarks -. ---=-...... -,;.;_'! -=--~:c. -·•,.-.:.,&~-'-' Golf Club Medians #1 -. -~-weeds/Debris ---»· .: -· ---, i • Weeda= $50 (1 occurrence) ~ I .. ,< Total: $50 --. ' --.. -=-;•"J -•~_ ... ,,._,. ~--== , -.. Golf e1uti Median #2 'Litter, weeds, untrimmed plant --. . -~ : --__ ..... _,., ;5 -,,[ ~ I I • Litter/debris'= $100 (2 occurrences) • Weeds = s200 (4 occurrences) • Untrimmed plant = $50 (1 occurrence) ,Total: $350 . -~----~-. . . C ,_ .., . , .... T ~ ·-------=--. -· ' I l -.... -. ,. . --!•' --' ---~ .... ; -,. . . --~-! I -·•-·--.... -. .a --"" -.. ---•---M ;, -. . ' ·., -. • n ----~ ,. ~~ ---. -,=._.:; . .. -. ---. . . :." ... ·. _•, -: .,-.... ---·------~-OVERALL TOTAL: --.,!~-•· .... ; ---.$400: --. --~ -----' -~ ---• Occurrence Is based on noted litter, weeds, untrimmed plants, etc., not being resolved on a weekly basis (though some work tasks are required daily). For example, litter that remaJned uncollected for two weelca constitutn two occurrences. ...
30Golf Club Medians Images depict deficiencies noted on 7-22-20. ~ ,_. ,. ~ _ _ ... ·-~:--~----;:..,....,~--,,:·.-::=-, -~!·•I .-:..,f-~·._.-·· ·Ji:...••.:._ •. ~ ,; I ~--~-"'. :-!;.," _ " -!~ , .-...... ~ .... ~· ~ .,..• .-·--:.' 11: .,. _•-~ :._ r,Jii&.; ...... ...ali,,,,ti,.;j;..Jllil~ii.i lmases depict deficiencies noted on 8-14-20 ,Rsm Urban crew work: .i.. .. ,,. ....... "··.: , ... , .. ,-r-.• ... _ ,,..-_,..·---: ~. • "r-... -..... .·· . r:-• · --,, • ~,. r_,,_.,..,.,_,..._~~ 1. 'IY• ·.-· ... ;:.-..••-._ .... h•"·""'"---·-
31Golf Club Medians Images depict deficiencies noted on 8-14-20 post Urban crew work: Reflects the "after" unacceptable condition post-dead plant removal; area was not pro?~~V. t!_•~~!~ -~p ~_fter re~I. Before condition Some maintenance was accomplished below but __ _,,,-==,It was"nonift"'ln an accepta&ie conalflo~n"'"".---=====-=====-----=-=-----: .. --•• • •l~..,..•.....el'·V-_ ,1,:-w-f'..._•
32Attachment 2 Email Notification of Chia Road and Chino Road Landscape Conditions
33Ernesto Salinas From: Sent: To: Cc: Subject: Ernesto Salinas Wednesday, July 15, 2020 10:05 AM Jeff Hamilton Theresa Brennan Chia rd assessment district (off of Gene Autry) Please make a site visit to this location today. A lot of plants have died due to lack of maintenance and irrigation. It has not had attention in quite a while by the looks of it. This is an assessment district not subject to any recent budget cuts. Realistically, some of the plants now need to be replaced in kind. Please let me know when resolved. Sent from my iPhone ·l
34, Ernesto Salinas From: Sent: To: Cc: Subject: Attachments: Categories: Jeff, Ernesto Salinas Wednesday, July 221 2020 8:15 AM Jeff Hamilton Theresa Brennan Chino drive IMG_2114Jpg; A TT00001.txt; IMG ... 211 SJpg; A TT00002.txt; IMG_2116J pg; A TT00003.txt; IMG..;.2117 Jpg; A TT00004.txt; chino median trash jul 22 2020Jpg; chino median weedsJpg; chino median fronds and weedsJpg Red Category This is at the Chino Dr median of old las palmas. Please see attached pies. I was going to mention this yesterday but I saw one of your guys parked in the area and thought they were working on the median but I was wrong as I did not notice any change or improvement today. I can tell you that I walk that area every other day and do not think I've seen any work done in quite a while. Please let me know when resolved. This median extends from NPC (by the chicken ranch) all the way to the Jewish center. Thanks, Ernesto .--· -.----~-· ---· _,.. -----. ...... ... ........ ~--..--... , ...... ______ ,_ .. ...,_... ,,. __
35Attachment 3 Email Notification of Sunny Dunes (triangle) Landscape Maintenance Conditions 14
36Ernesto Salinas From: Ernesto Salinas Sent: To: Thursday, July 16, 2020 3:25 PM Jeff Hamilton Cc: Subjed: Theresa Brennan; Brett Brennan; Alberto Gutierrez RE: Sunny Dunes Triangle median by KFC Thanks for the reply. Can you confirm it was checked today and that it is working? -Ernesto From: Jeff Hamilton <jeff@myurbanhabitat.com> Sent: Thursday, July 16, 2020 9:06 AM To: Ernesto Salinas <Ernesto.Salinas@palmspringsca.gov> Cc: Theresa Brennan <theresa@myurbanhabltat.com>; Brett Brennan <brett@myurbanhabitat.com>; Alberto Gutierrez <alberto@myurbanhabitat.com> Subject: RE: Sunny Dunes Triangle median by KFC Good Morning Ernesto, Alberto checked the irrigation at the Parcel Triangle near Sunny Dunes this past Monday and the system was working normally, he did add 10 minutes to the controller. Historically this has been a challenging area as the homeless have on several occasions shut the backflow off. Kenny is aware of the vandalism to the backflow devices in that area, as well as N. Riverside Dr. Thanks, Jeff Hamilton Maintenance Manager DURBAN f:JDHABITAT LAND•CAP8CONTRACTOa. PO Box 11n • la Quinta, CA 92247 Off1ee 760-345-1101 · Cell 442·295·7232 · Fax 855-469-4224 California License 9637 44 · Nevada License 0085096 From: Emesto Salinas <Ecotsto.SalinHl)palmspringsca.10V> Sent: Thursday, July 16, 2020 6:59 AM · -To: Jeff Hamilton <Jeff@myurbanhabitat.com> Cc: Theresa Brennan <thtresl'dff!yurbanhabitat.com> Subjed: Sunny Dunes Triangle median by KFC · Good Morning, At the sunny dunes triangle median by the KFC and the 111 Vintage cars, it does not appear the irrigation is working properly. A row of palm trees are distressed and several plants have died or are dying. There is no indication of moisture in the ground when checked in the early AM. Please inspect ASAP and let me know what is found and when resolved. 1
37
38
39
40Sent from my iPhone
41Attachment 4 Email Notification of Golf Club Drive Landscape Conditions
42Ernesto Salinas From: Ernesto Salinas Sent: To: Tuesday, August 11, 2020 5:29 AM Jeff Hamilton Subjed: RE: Golf club drive Thanks. -Ernesto -----Original Message-----From: Jeff Hamilton <jeff@myurbanhabitat.com> Sent: Monday, August 10, 2020 6:31 AM To: Ernesto Salinas <Ernesto.Salinas@palmspringsca.gov> Cc: Alberto Gutierrez <alberto@myurbanhabitat.com> Subject: Re: Golf club drive E Hey Ernesto, We will have the crew out there tomorrow at Golf Club Drive. Thanks, Jeff Hamilton Sent from my f Phone > On Aug 10, 2020, at 5:09 AM, Ernesto Salinas <Ernesto.Salinas@palmspringsca.gov> wrote: > > Hi Jeff, > Golf Club drive is in need of some attention. Please let me know when resolved. Thanks, > > Ernesto > > > <IMG_2215.jpg> > > > > <IMG_2214.jpg> > > > > <IMG_2213.jpg> > > > 1
43Attachment 5 Photos of Landscape Maintenance Conditions (Various Locations}
44
45Sunrise (Via Escuela to Racquet Club Dr)
46Sunrise (Via Escuela to Racquet Club Dr) ---Vintage Palms (by Avenida Caballeros) Mountain Gate I (Dead End Roads, Basin, and Alterra Entrance) ~--~ ~•.~,.._--~ '"'r'':••;,._.~>:,.: .,. __ -,::._.-:.:..-... 1.,,..•• -• J'_ • ~ .., •• • ."..I.; ---;,.
47Mountain Gate I (Dead End Roads, Basin, and Alterra Entrance)
48
49
50
51Chino Rd. Medians
52
53ATTACHMENT 5
54AMENDMENT NO. 2 TO CONTRACT SERVICES AGREEMENT NO. 7139 (A7139) CITY PARKS, ASSESSMENT DISTRICTS, MEDIANS, AND PARKWAYS LANDSCAPE AND GROUND MAINTENANCE SERVICES This Amendment No. 2 to the Contract Services Agreement (A7139), ("Amendment No. 2"), is made and entered into this __ day of ______ , 2020, by and between the City of Palm Springs, a California charter city and municipal corporation, hereinafter designated as the City, and Conserve LandCare, Inc., a California corporation, hereinafter designated as the Contractor. City and Contractor are individually referred to as "Party" and are collectively referred to as the "Parties". RECITALS A. City has determined that there is a need for Landscape and Grounds Maintenance Services at various City Parks, Assessment Districts, Medians, and Parkways (hereinafter "Landscape Maintenance"), and on May 16, 2018, the City Council approved a Contract Services Agreement (A7139) with Contractor to provide Landscape Maintenance. B. On July 6, 2020, City and Contractor entered into Amendment No. 1, reducing the frequency of Landscape Maintenance of City Parks and Annual Turf Reseeding by fifty percent (50%), due to budget constraints anticipated by COVID-19, for an annual reduction of $392,974.68. C. At the time the City approved Contract Services Agreement (A7139) with Contractor to provide landscape maintenance, the scope of work did not include landscape maintenance of Assessment Districts, Medians, and Parkways, as the City had entered into a separate Agreement (A7141) with Urban Habitat, Inc., for these services. D. Effective January 1, 2021 the City will have terminated A7141 with Urban Habitat, Inc. for landscape maintenance of Assessment Districts, Medians, and Parkways. E. The City is responsible for Landscape Maintenance and requested Conserve LandCare submit a proposal to provide Landscape Maintenance of the Assessment Districts, Medians, and Parkways. In addition, City requested Contractor provide Turf Reseeding in full of all City Parks. F. It is necessary to expand the scope of services for Contract Services Agreement (A7139) with Contractor to provide Landscape Maintenance of Assessment District, Medians, Parkways, and Annual Turf Reseeding. G. Contractor has submitted to City a proposal to provide landscape maintenance of Assessment Districts, Medians, and Parkways in the amount of $309,272, for a one-time cost increase of $215,005.28, and a one-time cost of $63,565.58, for Landscape Maintenance through June 30, 2021; and $372,837.28, for Landscape Maintenance services annually.
55H. City wishes to amend Contract Services Agreement (A7139) to add the additional Landscape Maintenance as identified in this Amendment No. 2. I. In consideration of these promises and mutual agreements, City agrees to retain and does hereby retain Contractor and Contractor agrees to provide services to the City as follows: AGREEMENT SECTION 1. The true and correct recitals above are incorporated by this reference herein as the basis for this Second Amendment. SECTION 2. Article 3 "Contract Price" as defined therein is revised to read: "Seven Hundred Sixty-Five Thousand Eight Hundred Eleven Dollars and Ninety-Seven Cents ($765,811.97)." SECTION 3. Exhibit "A" Contractor's Bid Proposals is hereby revised by incorporating the additional services as outlined in Contractor' Proposal, included herein as Attachment A, Landscape and Grounds Maintenance Services, Assessment Districts, Medians, and Parkways. SECTION 9. Full Force and Effect. All terms, conditions, and provisions of the Contract Services Agreement 7139, unless specifically modified herein, shall continue in full force and effect. In the event of any conflict or inconsistency between the provisions of this Amendment No. 2 and any provisions of the Contract Services Agreement 7139, the provisions of this Amendment No. 2 shall in all respects govern and control. SECTION 10. The persons executing this Amendment No. 2 on behalf of the Parties hereto warrant that (i) such party is duly organized and existing, (ii) they are duly authorized to execute and deliver this Amendment No. 2 on behalf of said party, (iii) by so executing this Amendment No. 2, such party is formally bound to the provisions of this Amendment No. 2, and (iv) the entering into this Amendment No. 2 does not violate any provision of any other agreement to which said Party is bound. · Agreement Number: 7139 Original City Council Approval: Original Contract Amount: FY19-20 CPI Adjustment: Annual Increase Annual Contract Amount FY20-21 CPI Adjustment: Annual Increase Annual Contract Amount May 16, 2018 $ 682,854.00 July 1, 2019 $ 53,399.18 $ 736,253.18 $ 49,697.40 $ 785,950.58
56Amendment #1 Annual Costs: Department Approval: Annual Increase/Decrease Total Annual Contract Amount THIS Amendment #2 Annual Costs: City Council Approval: One-Time Cost Increase/Decrease Total FY20-21 Contract Amount Annual Increase/Decrease Total Annual Contract Amount July 6, 2020 $ 392,974.68 $ 392,974.69 December 10, 2020 $ 215,005.28 $ 607,979.97 $ 372,837.28 $ 765,811.97 Except as specifically amended by this Amendment No. 2, all terms and provisions of Agreement No. 7139 remain in full force and effect. [SIGNATURES ON FOLLOWING PAGE]
57IN WITNESS WHEREOF, the Parties have executed this Amendment No. 2 as of the dates stated below. Date: -----------APPROVED AS TO FORM: By:----------Jeffrey Ballinger, City Attorney Date: -----------Date: -----------Check one: _Individual _Partnership _Corporation "CITY" City of Palm Springs By:-----------David H. Ready, City Manager ATTEST: By: __________ _ Anthony J Mejia, MMC, City Clerk "CONTRACTOR" Conserve LandCare, Inc. By: -------------Signature Name and Title By: -----------Signature Name and Title Corporations require two notarized signatures: One signature must be from Chairman of Board, President, or any Vice President. The second signature must be from the Secretary, Assistant Secretary, Treasurer, Assistant Treasurer, or Chief Financial Officer.
58CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT CML CODE § 1189 A notary public or other officsr completing this cE!ttificate ve.rifiQs only the ioontity of the in<Widual who signed the document to vhlich this certificats is attach8d, and not the truthfulness, accuracy, or vaJidity of that document. \ state of California County of ____________ _ On __________ before me, _____________________ __, Date Hete Insert Name and Tliie of the Officer pemonally appeared _____________________________ _ Ncune(s) of Signer(s) Who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s} is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the S3me in his/her/their autholiZed capacity<ies), and that by his/her/their signature(s) on the instrument 1he person(s), or the entity upon behalf of which the peroon(s} acted, executed the inmrument Pfooe Notary Seal Above I certify under PENAL TY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. Signature _______________ _ Signature of Notary Public --------------OPTlONAL--------------Though this section is optional, oompleting this information can deter lllteration of the document or fraudulent reattachment of this form to an unintended document. Desc.ription of Attached Document Trtle or Type of Document: ____________ Document Date: _______ _ Number of Pages: ___ Signer(s) Other Than Named Above: ____________ _ Capactty(ies) Claimed by Signer(s) Signer's Name: ____________ _ Signer's Name: ____________ _ • Corporate Officer -Trtle(s): _____ _ • Corporate Officer -litle{s}: ______ _ • Partner -• Limited • General • Partner -• Limited • General • Individual • Attorney in Fact D Individual D Attorney in Fact • Trustee • Guardian or Conservator • Trustee • Guardian or Conservator •Other: _____________ _ • Other: ______________ _ Signer Is Representing: ________ _ Signer Is Representing: ________ _ 02014 National Notary Associm.ion • www.Natio1l31Notary.org · 1-800-US NOTARY (1-800-876-6827) Item #6907
59ATTACHMENT A
60BID SCHEDULE A CITY PARKS LANDSCAPE _AND GROUNDS MAINTENANCE SERVICES The following Bid Schedule A is for identification of monthly lump sum prices for landscape and grounds maintenance services at the City's various parks. Bidders shall refer to Attachment "A" "City Park Information" included in the Appendix to the Bid Documents for a listing of the areas of turf and landscape areas within each City Park Identified in the Bid Schedule. The quantities identified by the City are for informational and estimating purposes only; the Bidder shall be required to confirm all quantities as shown on the Inventory included in the Appendix, and in submitting a Bid acknowledges and agrees to provide the full range of services required regardless of the actual amount of landscaped areas to be maintained. Bidders shall refer to the City Park Maps included with Attachment "A" of the Appendix for specific locations of each City Park. CITY PARKS LANDSCAPE ANO GROUNDS MAINTENANCE SERVICES INVITATION FOR BIOS NO.18-05 MARCH2018 BIO SCHEDULE A COVER
61BID SCHEDULE A CITY PARKS LANDSCAPE AND GROUNDS MAINTENANCE SERVICES INVITATION FOR BIDS NO. 18-05 PARK LUMP SUM BID. ANNUAL COST (PER MONTH) Baristo Park $ ~e,(!). !!2-$ (, O()(). ~ M Demuth Park $ /._ f,. flt', ~ $ 2,U SoP.~ t. Desert Highland Park $ --;~rod-~ $ l/ z..., oe>tP. ' Dog Park $ ljfJO. ~ $ 't 6110~ ~ Frances Stevens Park $ I I I t,I). e-$ ll ~-tP_.. ~ Gene Autry Trail Gateway Park $ "eo. ~ $ ~ 'UJ)IJ).,.. Ruth Hardy Park $ /,l ~ ~ $ 711,_ I/«) . ,. Sunrise Park $ l/1 ?---1J. ~ r~i• 1¥0, VIA~ Victoria Park $ ?,t/S-IJ. ~ $ '2,"I "l')I). ~ l Wellness Park $ I, 4,ol)~ te. $ tft.l-~·'22,. Trail Heads (5) $ JS"e,, ~ $ r, 2,.00, -· CITY PARKS LANDSCAPE AND GROUNDS MAINTENANCE SERVICES ANNUAL COST S-12-, t/Ot). 1}0 $ . (Price in figures) ~ f,-t J..,,,.,~e.l ftt'e~ ~-/l.vJe tt.d M ,f • .,, /..,Afl,.el ~•II.rs dlC~ .C• . (Price in words) (e4'fS Note: These prices shall include all general maintenance of the parks in accordance with the Technical Specifications (including removal of dead or damaged tree limbs that have broken and are hanging from a tree, or fallen onto the ground), excluding annual turf (winter rye grass) re-seeding. These prices also include an annual allowance of $25,000 for additional parts pursuant to Section 10 -Special Provisions. Conserve Landcare Name of Bidder CITY PARKS LANDSCAPE ANO GROUNDS MAINTENANCE SERVICES INVITATION FOR BIDS NO. 18-05 MARCH2018 BIO SCHEDULE A PAGE1
62BID SCHEDULE B CITY PARKS ANNUAL TURF RE-SEEDING The following Bid Schedule B is for Identification of the total cost per acre for performance of all services related to annual turf (winter rye grass) re-seeding at the City Parks. Bidders shall refer to Attachment "A" included in the Appendix to the Bid Documents for a listing of the areas of turf. The quantities identified by the City are for informational and estimating purposes only; the Bidder shall be required to confirm all quantities as shown on the Inventory included in the Appendix. From year to year, the City reserves the right to direct the Contractor to perform annual turf (winter rye grass) re-seeding at all, some, or none of the areas for which the Contractor is providing turf maintenance within the City's parks. The bid price identified in Bid Schedule B will be used as the price paid to the Contractor dependent upon the total acreage of annual turf (winter rye grass) re-seeding required by the City. CITY PARKS LANDSCAPE ANO GROUNDS MAINTENANCE SERVICES INVITATION FOR BIDS NO. 18-05 MARCH 2018 810 SCHEDULE B COVER
63Item No. 1. 2. 3. 4. 5. 6. 7. 8. 9. $ BID SCHEDULE B CITY PARKS ANNUAL TURF (WINTER RYE GRASS) RE--SEEDING LANDSCAPE AND GROUNDS MAINTENANCE SERVICES INVITATION FOR BIDS NO.18-05 Description Estimated Unlt Unit Quantity Price Annual Turf (Winter Rye Grass) Re-0.6 Acres s /1. 2 ,o. !:!. Seeding Baristo Park Annual Turf (Winter Rye Grass) Re-41 Acres $/. '2 '"·~ Seeding (Demuth Park) Annual Turf (Winter Rye Grass) Re-7.6 Acres $/ ,,o .. i!t. Seeding (Desert Highland Park) " Annual Turf (Winter Rye Grass) Re-1.9 Acres $I, 1,.3c, .. • Seeding (Dog Park) Annual Turf (Winter Rye Grass) Re-1.6 Acres $ It. "l-10, 41!. Seeding (Frances Stevens Park) Annual Turf (Winter Rye Grass) Re-14.6 Acres $ It 2-JD. ~ Seeding (Ruth Hardy Park) Annual Turf (Winter Rye Grass) Re-14.4 Acres $ I,. 1-JD. !fl Seeding (Sunrise Park) Annual Turf (Winter Rye Grass) Re-6.8 Acres $ 1/J.JD. "!!!. Seeding (Victoria Park) Annual Turf (Winter Rye Grass) Re-· 1.3 Acres $/1. lJe,.~ Seeding (Wellness Park) CITY PARKS ANNUAL WINTER RYE-GRASS RE-SEEDING .TOTAL COST /10,. 'IS''/.~ • (Price in figures) Amount $ 1~,. ~ $ C-f)}f3D. "'~ $ 1" 1v,. ~ s ~!11?".~ s I,. 1,1 · 'I!!-s I~ 'I~.~ $ l?-1.rrz.,!!!-$ "~3'1'/, ~ $ I, r,1, ~~ [),.,~ It., A.ti I" .. -I It-~ /la~v.S4'1.d1 f..,r AvAtl~I 4,,e( /;Et,_ r~,.. (Price In words) ,-1,.rS Conserve Landcare Name of Bidder CITY PARKS LANDSCAPE ANO GROUNDS MAINTENANCE SERVICES INVITATtON FOR BIOS NO, 18-05 MARCH2018 c"'4 "" c~~ BIO SCHEDULE B PAGE 1
64CONSERVE LANDCARE, SUBMISSION BID SCHEDULE C ASSESSMENT DISTRICTS: LANDSCAPE AND GROUNDS MAINTENANCE SERVICES The following Bid Schedule C is for the identification of monthly lumpsum prices for landscape and ground maintenance services at the City's various Landscape Maintenance Assessment districts. Bidders shall refer to the Attachment A "Assessment Districts" for a listing of the areas requiring landscape maintenance and the work activities/frequencies required. FY 20-21 ,, LOCATION MONTHLY ANNUALLY, -Assessment District No. 6A $ 225.00 $2,700.00 Fairport Development Assessment District No. 6C $ 590.00 $7,080.00 Park Sonora Tract Assessment District No. 7 $ 300.00 $3,600.00 Sunrise Norte Assessment District No. 8 $ 450.00 $5,400.00 Vintage Palms Assessment District No. 9 $ 600.00 $7,200.00 Flora Vista Assessment District No. 10 -Zone 1 $3,200.00 $38,400.00 Mountain Gate 1 Assessment District No. 10 -Zone 2 $3,150.00 $37,800.00 Mountain Gate 2 Assessment District No. 12 $ 115.00 $1,380.00 Smoke Tree Commons Sub-Total Bid Schedule C $ 8,630.00 $103,560.00
65BID SCHEDULE D PARKWAYS AND MEDIANS: The following Bid Schedule D is for identification of monthly lump sum prices for landscape and grounds maintenance services for the City's various landscaped parkways and medians. Bidders shall refer to Attachment B, "Parkways and Medians" for a listing of the areas requiring landscape maintenance and the work activities/frequencies required. FY 20-21 -~ LUMP SUM BID 1: PARKWAY/MEDIAN LOCATION (PER'MONTH) ANNUAL COST ~ ,t & Location #1 $ 230.00 $2,760.00 Location #2 $ 120.00 $1,440.00 Location #3 $1,640.00 $19,600.00 Location #4 $ 240.00 $2,880.00 Location #5 $ 240.00 $2,880.00 Location #6 $ 460.00 $5,520.00 Location #7 $ 160.00 $1,920.00 Location #8 $2,180.00 $26,160.00 Location #9 $ 260.00 $3,120.00 Location #10 $ 240.00 $2,880.00 Location #11 $1,600.00 $19,200.00 Location #12 $ 620.00 $7,440.00 Location #13 $ 360.00 $4,320.00 Location #14 $ 220.00 $2,640.00 Location #15 $ 150.00 $1,800.00 Location #16 $1,660.00 $19,920.00 Location #17 $ 160.00 $1,920.00 Location #18 $ 520.00 $6,240.00 Location #19 $ 180.00 $ 2160.00 Location #20 $ 400.00 $4,800.00 Location #21 $1,200.00 $14,400.00 Location #22 $ 350.00 $4,200.00 Location #23 $ 350.00 $4,200.00
66i,;-w " ' _"f.,s >:W , ~-1/ ':' .w.·.-,✓,,-: "/" BID SCHEDULE D (Continued) PARKWAYS AND MEDIANS L:UMPSUM BID :PA~~WA¥/lVl~D1:AN 'LOCATfO~ . (PER MONTH) " ,a ,. ~ "' ~ :;; ·_;.,:,;,-:.:., Location #24 $ 460.00 Location #25 $ 140.00 Location #26 $1,450.00 Location #27 $ 160.00 beeatien #~8 $-NIA beealieR #~& $ +80.00 Location #30 $ 520.00 Location #31 $ 340.00 beeatieR #3~ $ 3&0.00 beeatieR #33 $ +&0.00 beeatieR #34 $ 390.00 Sub-Total Bid Schedule D $ ~8,880.00 Revised Sub-Total Bid Schedule D $16,610.00 .. ~,. '. ANNUAL COST " ' ~ . ~' . '~,;.:,. ,;, <, ~ ("~--., ,, V'u -»-· -; $5,520.00 $1,680.00 $17,400.00 $1,920.00 $-NIA $ &,3&0.00 $6,240.00 $4,080.00 $ 4,3~0.00 $9,000.00 $ 4,&80.00 $22&,&80.00 $199,320.00
67. BID SCHEDULE E ASSESSMENT DISTRICTS, PARKWAYS & MEDIANS ANNUAL TURF RE-SEEDING The following Bid Schedule E is for identification of the annual unit prices for turf reseeding at the City's various Parkways, Medians, and Assessment Districts. Bidders shall refer to Attachment E, "Turf-Reseeding" for a listing of the areas requiring turf re-seeding. Units are provided in acres and a price per acre is required by the bidder (It is the bidders responsibility to determine the cost per area). Item Description Estimated Unit Unit FY 20-21 No. Quantity Price 1. Assessment District No. 6C 0.24 Acres Park Sonora Tract $1,360.00 $326.40 2. Assessment District No. 7 1.02 Acres Sunrise Norte $1,360.00 $1,387.20 3. Assessment District No. 9 0.15 Acres Flora Vista $1,360.00 $204.00 4. Assessment District No. 10 -Zone 1 0.73 Acres Mountain Gate 1 $1,360.00 $992.80 5. Parkways & Medians 2.56 Acres $1,360.00 $3481.60 Sub-Total for Bid Schedule C $6,392.00 Bid Schedule C Annual Sub-Total $103,560.00 Bid Schedule D Annual Sub-Total $ ~~&,&80.00 $199,3:! 0.00 Bid Schedule E Annual Sub-Total $6,392.00 OVERALL TOTAL $ 33&,&32.00 REVISED BID TOTAL $309,272.00