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Home My WebLink About2002 06 10 Consent C Landscape/Hardscape Coordinator COMMISSION AGENDA ITEM c CONSENT X fNFORMATIONAL PUBLIC HEARING REGULAR June 10, 2002 Meeting MGR (L/ IDEPT /./Y Authorization REQUEST: Public Works Department Requesting Approval of Herbert Halback, Inc as the Landscape/Hardscape Coordinator. PURPOSE: The purpose of this Board item is to request Approval of the firm of Herbert Halback, Inc. as the Landscape and Hardscape Coordinator of the various landscape, fertilization and pest control, and hardscape contracts with the City at a cost of$40,910.00. CONSIDERA TIONS: This contract is needed to improve the standards for landscape and hardscape maintenance for both City and Assessment district improvements. The Coordinator will oversee all landscape and hardscape maintenance contracts and also provide support to the assessment districts similar to a property manager. Two responses to RFP #012-02/KL were received on May 1,2002. The City Clerks memo is attached. A review committee consisting of Gary Hillery and Rande Thompson of the TLBD, Paul Krebs of the Oak Forest board, and staff members Lockcuff and Hill, evaluated and ranked the two proposals. The evaluation criteria were based on: Educational background ofprincipal(s) Report format to sQow compliance by contractors Satisfactory record of integrity, judgment and performance Experience on projects of similar nature Licensing and professional experience Price 10% 10% 10% 25% 20% 25% 100% June 10, 2002 Consent Agenda Item C Page 2 Each of the committee members ranked HerbertlHalback as the top choice. The ranking summary is attached. FUNDING: Each of the entities benefiting from the coordinator will fund their component as differentiated in the base proposal. The annual costs are as follows; Tuscawilla Lighting and Beautification Maintenance - $16,760.00, Oak Forest Wall and Beautification District Maintenance - $5,400, and Public Works Repair and Maintenance Grounds - $18,750.00. RECOMMENDA TION: It is recommended that the City Manager be authorized to enter into a contract agreement with Herbert Halback, Inc. as the Landscape and Hardscape Coordinator for the City, at the annual rate of$40,91O.00 payable from the three funds stipulated above. IMPLEMENTATION SCHEDULE: This Agreement will encompass a one-year period and be initiated as soon as executed. ATTACHMENTS: 1. Landscape and Hardscape Coordinator Agreement 2. City Clerk results sheet 3. Scope of Work 4. Evaluation Results Sheet COMMISSION ACTION: ATTACHMENT NO.1 FORM OF AGREEMENT THIS AGREEMENT made this day of , 2002 between the CITY OF WINTER SPRINGS of 1126 East State Road 434, Winter Springs, Florida 32708, Seminole County, State of Florida, herein referred to as OWNER and , State of Florida, herein referred to as the LANDSCAPE AND HARDSCAPE MAINTENANCE COORDINATOR, a person duly licensed in the State of Florida, as follows: 1. DESCRIPTION OF WORK - COORDINATOR shall perform the work, in accordance with the Contract Documents of the Landscape and Hardscape Maintenance Coordinator. 2. CONTRACT DOCUMENTS - The Contract Documents consist of this Agreement; all Technical, General and Supplementary Conditions and Sections contained in the Project Manual; all Addenda issued prior to and all Change Orders issued after execution of this Agreement. These form the Contract and are incorporated into this Contract by this reference. 3. EXECUTION TIME - The COORDINATOR shall begin work within 10 days after the issuance of a written Notice to proceed and the contract shall be for a period of 365 calendar days from the date of the Notice to Proceed. Extensions, if any, are authorized by OWNER, and may only be granted in writing. 4. LIQUIDATED DAMAGES - NOT USED 5. CONTRACT PRICE, UNIT PRICE CONTRACT - The OWNER will pay the LANDSCAPE AND HARDSCAPE COORDINATOR (COORDINATOR) in current funds for the performance of the work, subject to additions and deductions by Change Order, the Total Contract Price of Dollars ($ ). Payments will be made to the COORDINATOR on a monthly basis as delineated in the Schedule of Unit Prices included as a part of his Offer, which shall be as fully a part of the Contract as if attached or repeated herein. Thirty (30) days after presentation of the Application for Payment to Owner the amount recommended will become due, and when due will be paid by Owner to the COORDINATOR. Progress payments may be withheld if: (A) Coordinator does not file reports with Owner in a timely manner; (8) Owner is damaged by an act for which Coordinator is responsible; (C) Claims or liens are filed on the job; or (D) In the opinion of the City of Winter Springs, Coordinator's work is not being performed satisfactorily. 6. DESIGNATION OF PROJECT DIRECTOR: DUTIES AND AUTHORITY - The duties and authority of the City are as follows: a. General Administration of Contract. The primary function of the City is to provide the general administration of the contract. In performance of these duties Kipton Lockcuff or his authorized representative is the City's Project Director during the entire period of the contract. The OWNER may change the Project Director during the term of this contract. b. Inspections. Opinions. and Proqress Reports. The OWNER shall be kept familiar with the progress and quality of the work overseen by the Coordinator and shall make periodic visits to the work sites. The OWNER will not be responsible for the Coordinator's failure to perform the work in accordance with the Contract Documents. c. Interpretation of Contract Documents: Decisions on Disputes. The OWNER will be the initial interpreter of the contract document requirements, and make decisions on claims and disputes between Coordinator and Owner. d. Payment Certificates. The OWNER will determine the amounts owing to COORDINATOR as the work progresses, based on COORDINATOR'S applications and OWNER's inspections and observations. 7. RESPONSIBILITIES OF COORDINATOR - COORDINATOR'S duties and rights in connection with the project herein are as follows: a. Responsibility for Coordination of Maintenance Contracts. Under this contract, the COORDINATOR shall be solely responsible for the coordination of all maintenance work under the existing maintenance contracts of the OWNER as described in the Summary of Work. The COORDINATOR shall give the maintenance work all attention necessary for such proper coordination. b. Discipline and Employment. COORDINATOR shall maintain at all times strict discipline among its employees that it may employ, and agrees not to employ for work on the project any person unfit or without sufficient skill to perform the job for which he was employed. c. Payment of Taxes: Procurement of Licenses and Permits. COORDINATOR shall secure all licenses and permits necessary for proper coordination of the work, paying the fees therefor. COORDINATOR warrants that it (and subcontractors or tradesmen, if required and authorized in the Contract Documents) holds or will secure all trade or professional licenses required for COORDINATOR to undertake the work. 8. BOND - NOT REQUIRED 9. MEDIATIONNENUE - The parties agree that should any dispute arise between them regarding the terms or performance of this Agreement, both parties will participate in mediation. The parties agree to equally share the cost of the mediator. Should the parties fail to resolve their differences through mediation, then any cause of action filed hereunder shall be filed in the Circuit or County Court for Seminole County, Florida. 10. NOTICES - Any notice or approval under this Contract shall be sent, postage prepaid, to the applicable party at the address shown on the first page of this Contract. Signed, Sealed and Delivered in the presence of COORDINA TOR Name Address and Telephone Date OWNER: CITY OF WINTER SPRINGS By: Ronald W. McLemore City Manager 1126 East State Road 434 Winter Springs, FL. 32708 407 -327 -1800 ATTACHMENT NO.2 REQUEST FOR PROPOSAL NUMBER: RFP-012-02/KL LANDSCAPE AND HARDSCAPE MAINTENANCE COORDINATOR RFP CLOSING: MAY 1,2002 RFP Closing Was Called By: Nancy Vobomik, Purchasing Coordinator RFP Opened: 3:00 p.m. RFP Closed: 3:05 p.m. Witnesses: George Edwards, Capital Projects Coordinator, Public Works Department Holly Pierstorff, Assistant To The City Clerk Two (2) RFP'S Received: 1. THIRD PARTY PARTNERS, INe. AGENT: ROBIN McLEOD, PRESIDENT, 2282 SUNNYVIEW DRIVE, OVIEDO, FLORIDA 32765 TELEPHONE: (407) 366-2000 FACIMILIE: (407) 366-1610 2. HERBERT HALBACK, INe. AGENT: VIRGINIA "GINGER" CORLESS, CPRP, PRESIDENT, 315 EAST ROBINSON STREET, SUITE 505, ORLANDO, FLORIDA 32801 TELEPHONE: (407) 422-1449 FACIMILIE: (407) 872-0524 Holly Pierstorff, Assistant To The City Clerk City of Winter Springs Copy: Mr. Kip Lockcuff, Director, Public Works Department Ms. Nancy Vobomik, Purchasing Department Docsl Word\BIDSIRESUL TSIFyO I 02\RFP-O 12-02 KL.doc ATTACHMENT NO.3 SUMMARY OF WORK It is the goal of the City and the Assessment Districts to maintain a high level of landscape and hardscape maintenance standards to preserve the capital investment that has been made to enhance the City. Funding for the capital investments has come from three separate sources; Tuscawilla Lighting and Beautification Assessment District, Oak Forest Wall and Beautification Assessment District and City resources. TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT · Provide overall project management including but not limited to weekly inspections and weekly reports of areas included in the contract for landscape and irrigation maintenance services and the contract for fertilization and pest control. Ensure fulfillment of the contract requirements and conditions by meeting with the contractors to review performance reports and correct any deficiencies. These areas are generally defined as Winter Springs Boulevard from Tuskawilla Road to Seneca Boulevard, the main entrance at Winter Springs Boulevard and Tuskawilla Road, and the eight secondary entrances at Trotwood Boulevard, Tuscora Drive, Vistawilla Drive, Seneca Boulevard, Shetland Avenue, Dyson Drive, Howell Creek Drive, and Deer Run. The approximate contract values of the landscape and irrigation maintenance contract and fertilization and pest control contract are $80,000 and $12,000, respectively. · Coordinate maintenance, both scheduled and repairs, of hardscape areas including but not limited to brick pavers in the road, walls, signage, fountains, planters, and lighting. Coordination may entail soliciting quotations for non-contracted maintenance (i.e. wall pressure washing, fountain repairs, electrical, plumbing, etc.) working with City staff to procure purchase orders, scheduling of the contracted maintenance, projecting future expenses for budgeting purposes, and address relevant complaints/comments from residents. · Inspect the streetlighting along Winter Springs Boulevard on a biweekly basis and coordinate corrective actions with Florida Power Corporation. · Inspect decorative street signs along Winter Springs Boulevard and coordinate any replacement or repairs. · Attend monthly Tuscawilla Lighting and Beautification District Advisory Committee meetings to provide status reports and receive recommendations for future activities. These meetings are generally on the third Tuesday of the month from 7 to 9 PM. OAK FOREST WALL AND BEAUTIFICATION DISTRICT · Provide overall project management including but not limited to weekly inspections and weekly reports of areas included in the contract for landscape maintenance services, fertilization, and pest control. Ensure fulfillment of the contract requirements and conditions by meeting with the contractor to review performance reports and correct any deficiencies. These areas are generally defined as the four entrances to Oak Forest off of Tuskawilla Road; Oak Forest Drive, Winter Springs Boulevard, Forest Creek Drive, and Trotwood Boulevard. The approximate contract value of the landscape maintenance, fertilization, and pest control contract is $8,000. · Coordinate maintenance, both scheduled and repairs, of hardscape areas including but not limited to the 6,500 feet of brick wall along the west side of Tuskawilla Road, brick pavers, signage, planters, and lighting. Coordination may entail soliciting quotations for non-contracted maintenance (i.e. irrigation, wall pressure washing, electrical, plumbing, etc.) working with City staff to procure purchase orders, scheduling of the contracted maintenance, projecting future expenses for budgeting purposes, and address relevant complaints/comments from residents. · Attend monthly Oak Forest Wall and Beautification District Advisory Committee meetings to provide status reports and receive recommendations for future activities. These meetings are generally on the second Thursday of the month from 7 to 9 PM. PUBLIC PROPERTIES · Provide overall project management including but not limited to weekly inspections and weekly reports of areas included in the contracts for landscape maintenance services, fertilization, and pest control. Ensure fulfillment of the contract requirements and conditions by meeting with the contractor to review performance reports and correct any deficiencies. The City currently has four separate landscape maintenance contracts. They are 1) Facilities (City Hall, Fire Stations, Police Station, etc.), 2) Rights of Ways and Ponds, 3) S.R. 434 (17-92 to Greeneway), and 4) Tuskawilla Road (Tuskawilla Trail to S.R. 434). The approximate contract value of the landscape maintenance, fertilization, and pest control contracts are: $20,000, $85,000, $40,000 and $38,000, respectively. · Advise and coordinate enhancements, upgrades and/or replacements of plant materials, sod, irrigation as needed or requested in the maintained areas. Coordinator will work with City staff to procure purchase orders, scheduling of the contracted maintenance, projecting future expenses for budgeting purposes, and address relevant complaints/comments from residents or staff. · Meet with the Public Works Superintendent biweekly or more often if necessary to provide updates of scheduled and unscheduled maintenance activities. I I EVALUATION RESULTS SUMMATION LANDSCAPE/HARDSCAPE MAINTENANCE COORDINATOR I I Proposers Herbert Halback, Inc Third Party Partners, Inc. Evaluation Rank Rank I 1 Evaluation #1 Hillery First Second 2 Evaluation #2 Thompson First Second 3 Evaluation #3 Krebs First Second 4 Evaluation #4 Lockcuff First Second I 5 Evaluation #5 Hill First Second TOTAL 5 0 RANK First Second )> -l -l )> () I s: m Z -l Z o ~ ., -' r (" '..'" SECTION 00500 FORM OF AGREEMENT THIS AGREEMENT made this 17~day of "~D,')-C_ ,2002 between the CITY OF WINTER SPRINGS of 1126 East State R ad 434, Winter Springs, Florida 32708, Seminole County, State of Florida, herein referred to as OWNER and vk y t. ~- /}C-'i.. tit" C . , State of Florida, herein referred to as the LANDSCAPE AND HARDSCAPE MAINTEN NCE COORDINATOR, a person duly licensed in the State of Florida, as follows: 1. DESCRIPTION OF WORK - COORDINATOR shall perform the work, in accordance with the Contract Documents of the Landscape and Hardscape Maintenance Coordinator. 2. CONTRACT DOCUMENTS - The Contract Documents consist of this Agreement; all Technical, General and Supplementary Conditions and Sections contained in the Project Manual; all Addenda issued prior to and all Change Orders issued after execution of this Agreement. These form the Contract and are incorporated into this Contract by this reference. 3. EXECUTION TIME - The COORDINATOR shall begin work within 10 days after the issuance of a written Notice to proceed and the contract shall be for a period of 365 calendar days from the date of the Notice to Proceed. Extensions, if any, are authorized by OWNER, and may only be granted in writing. 4. LIQUIDATED DAMAGES - NOT USED 5. CONTRACT PRICE, UNIT PRICE CONTRACT - The OWNER will pay the LANDSCAPE AND HARDSCAPE COORDINATOR (COORDINATOR) in current funds for the performance of the work, subject to additions and deductions b Change rder, t/;le Total Contract Price of ,)'=> 'Y \.) c ((\e- . Pi. e '" Dollars ($ 4-0,1 (0, ). Payments will be made to the 00 DINATOR on a monthly basis as delineated in the Schedule'of Unit Prices included as a part of his Offer. which shall be as fully a part of the Contract as if attached or repeated herein. Thirty (30) days after presentation of the Application for Payment to Owner the amount recommended will become due. and when due will be paid by Owner to the COORDINATOR. Progress payments may be withheld if: (A) Coordinator does not file reports with Owner in a timely manner; (B) Owner is damaged by an act for which Coordinator is responsible; (C) Claims or liens are filed on the job; or (D) In the opinion of the City of Winter Springs, Coordinator's work is not being performed satisfactorily. 6. DESIGNATION OF PROJECT DIRECTOR: DUTIES AND AUTHORITY - The duties and authority of the City are as follows: a. General Administration of Contract. The primary function of the City is to provide the general administration of the contract. In performance of these duties Kipton Lockcuff or his authorized representative is the City's Project Director during the entire period of the contract. The OWNER may change the Project Director during the term of this contract. b. Inspections. Opinions. and Proqress Reports. The OWNER shall be kept familiar with the progress and quality of the work overseen by the Coordinator and shall make periodic visits to the work sites. The OWNER will not be responsible for the Coordinator's failure to perform the work in accordance with the Contract Documents. c. Interpretation of Contract Documents: Decisions on Disputes. The OWNER will be the initial interpreter of the contract document requirements, and make decisions on claims and disputes between Coordinator and Owner. d. Payment Certificates. The OWNER will determine the amounts owing to COORDINATOR as the work progresses, based on COORDINATOR'S applications and OWNER's inspections and observations. 9. RESPONSIBILITIES OF COORDINATOR - COORDINATOR'S duties and rights in connection with the project herein are as follows: a. Responslbllitv for Coordination of Maintenance Contracts. Under this contract, the COORDINATOR shall be solely responsible for the coordination of all maintenance work under the existing maintenance 10 I . ( C contracts of the OWNER as described in the Summary of Work. The COORDINATOR shall give the maintenance work all attention necessary for such proper coordination. b. Discipline and Employment. COORDINATOR shall maintain at all times strict discipline among its employees that it may employ, and agrees not to employ for work on the project any person unfit or without sufficient skill to perform the job for which he was employed. c. Payment of Taxes: Procurement of Licenses and Permits. COORDINATOR shall secure all licenses and permits necessary for proper coordination of the work, paying the fees therefor. COORDINATOR warrants that it (and subcontractors or tradesmen, if required and authorized in the Contract Documents) holds or will secure all trade or professional licenses required for COORDINATOR to undertake the work. 10. BOND - NOT REQUIRED 11. MEDIATIONNENUE - The parties agree that should any dispute arise between them regarding the terms or performance of this Agreement, both parties will participate in mediation. The parties agree to equally share the cost of the mediator. Should the parties fail to resolve their differences through mediation, then any cause of action filed hereunder shall be filed in the Circuit or County Court for Seminole County, Florida. 12. NOTICES - Any notice or approval under this Contract shall be sent, postage prepaid, to the applicable party at the address shown on the first page of this Contract. Signed, Sealed and Delivered in the presence of: ~ / I V9- (:"'~ __ fr-P..f-;;;:.--J ~ -'61 ~ OonvnIuIonM NJlIM of Notary PubIIol PtrIIcadr ICIlOMl 0 OR Produced IdenrIflcaliDeX TwttofLD.~ e&f/d-.,...f5:7d,..~7- ))Q-o - - I ;J,lt'''", ...ARITZA FISCHI.I;.EPSTEIN ~m~'f . "'~ Notary Public. Stlle of Florida · g. . ~ My Commlsab1 Expi1lI Mar31, 2ro) I ~ ~.mj Commllllon' DO 10481; OWNER: ~;:[j.p,r,~i: Bonded By ,National Notary Af.sn, "... Name Address and Telephone Date . . '.," ' , '1, . . . . . '. ~ ',' I , . . /, " CiTY Ole F.. W?,NTER' SP8. I~GS .' j ." 'M" ;(.'''-1'''' ~ " ~".) ',-.~ ) ,...... . Bv: Ronald Vi;> Mqhamore '. , " " ..\ , , " CitY.fv1anager. ,'.' , ... " .., '1126 Ea3t State' ~oad 434 W,inter Springs, 'Fl. 32708 407:~2~-,1800 END OF SECTION 11