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HomeMy WebLinkAboutAnnan Landscape Company, LLC - Addendum to SR434 Landscape Maintenance Agreement - ITB 020/09/SR - 2010 11 24 Urban Beautification Services Division 1126 E. State Road 434 I Office (407) 327 -5976 Winter Springs, FL 32708 I FAX: (407) 327 -6695 ADDENDUM TO EXISTING SERVICES AGREEMENT ORIGINAL AGREEMENT: SR434 LANDSCAPE MAINTENANCE - ITB 020 /09 /SR ORIGINAL APPROVAL AUTHORITY: COMMISSION ITEM C -201, 9/14/2009 ADDENDUM START DATE: 01/01/2011 ADDENDUM END DATE: 9/30/2011, UNLESS EXTENDED AS PER AGREEMENT PROJECT NAME: SR 434 (AOR53) AND VISTAWILLA MEDIAN LANDSCAPE MAINTENANCE The following additional services are added to the service agreement for SR 434 Landscape Maintenance (ITB 020/09/SR), by and between The City ? of Winter Springs and Annan L.andscape Company, LLC.; with the additional servi b eing bound by all the same terms, covenants, cons and service schedule(s) as in the original agreement, uniess otherwise specified In Section 01100 (Technical Specifications) of Attachment lt" to this. addend um ;; The City of Winter Springs agrees to pay Annan Landscape'Company;7 in a bar amount not to exceed the sum of $700 (Seven Hundred Dollars) per month as detailed in Attachment 'A' to this addendum. Authorized By: if r sr (U A a La dscape Company, LLC. • nnan, President .Nammi Date: 1 givfyu '0 • f` ;Pinter R r City Manager Kevin L. Smith t ,gz 4 ?Li 1Q o LA) A S fro__k SECTION 00300 QUOTE FORM GENERAL 1.1 Description The following Quote is hereby made to the City of Winter Springs, hereafter called the OWNER. Quote is submitted �! �1 by: A N , u � - , v J am # - S 6 c p_ C c � f q 9 / / x / � � / A u _ L . " o , , 411- 50aa Pi- g o t (Insert legal name, address, and whether sole proprietorship, partnership or corporation.) 1.2 The Undersigned: A. Acknowledges receipt of: 1. Project Manual for the SR 434 (AOR53) and Vistawilla Median Landscape Maintenance dated October 25, 2010. 2. Drawings 3. General Notes/Details 4. Addenda: Number dated B. Has examined the site and all Quote Documents and understands that in submitting his Quote, he waives all right to plead any misunderstanding regarding the same. C. Agrees: 1. To hold this Quote open for 90 calendar days after the Quote opening date. 2. To begin work not later than 10 days after the issuance of a Notice to Proceed. 1.3 Stipulated Amount A. Base Quote I will provide the services under this project for the Base Quote Amount of / f tr7Aut-sa, -„GL }Tudu Dollars ($ p Voo ). The Base Quote amount reflects pricing for the following Services (check that apply): ../Landscape Maintenance ,/Irrigation Maintenance The bidder hereby agrees to perform all work as required by the Project Manual for the following Unit Prices. All work required to be performed by the Project Manual is to be included within the following Pay Items, inclusive of furnishing all manpower, equipment, materials and performance of all operations relative to the project. Work for which there is not a Pay Item will be considered incidental to the Contract and no additional compensation will be allowed. The Owner, at his sole option and discretion, may choose to add or deduct from the contract work at the unit prices set forth below. Service Provider shall be paid for actual quantities completed in accordance with the Project Manual. The following is the order of precedence which will be used in case of conflicts 3 within the Quote Schedule provided by each bidder: Unit Cost, Total Cost, Total Base Quote (See attached Quote Form). 1.4 Submittal RESPECTFULLY SUBMITTED, signed and sealed thi d ay of O '4ei, , 2010. Service Provider / By (signature) - -- _ _ _ Title ( )tS 1 c (J Business Address / expl Ao,¢..- a City /kT/tine-pi& Spt,1 S State FL Zip 360O/ Phone (Vc') 33y- 7701 4 QUOTE CALCULATION SHEET — PART 1 Landscape Maintenance Item No. & Description Jan 1 thru Dec 31 1. State Road 434 Medians located between Tuskawilla Road and Central Winds Blvd. Unit Cost 1$ 5b00 x 12 Months = $ 000 Year 2. Vistawilla Drive Median located at the intersection of Vistawilla Drive and SR 434 next to the Hess Station. Unit Cost I$ 7S x 12 Months = $ 90O Year TOTAL COST (AI $ 4 9oc Year • If not bidding this potion, place a '0' in the total cost field. QUOTE CALCULATION SHEET — PART 2 Irrigation Maintenance Item No. &Description Jan 1 thru Dec 31 1. State Road 434 Medians located between Tuskawilla Road and Central Winds Blvd. Unit Cost /$ /D0 x 12 Months = $ t ao9 Year 2. Vistawilla Drive Median located at the intersection of Vistawilla Drive and SR 434 next to the Hess Station. Unit Cost I$ ds x 12 Months = $ 3U 0 Year TOTAL COST (BI $ / 5 Year • If not bidding this potion, place a '0' in the total cost field ADD TOTAL COST (A +B): $ roc) GRAND TOTAL PER YEAR. 5 QUOTE CALCULATION SHEET PART 3 UNIT COSTS The bidder agrees with all conditions herein stated, proposes to contract, to the Base Quote sums, with the Owner the following Unit Costs resulting in additions to or deductions from the Base Quote as follows: UNIT PRICE #1 Additional Muich Provided & Installed (Pine) $ y.5 ^ per cubic yd. UNIT PRICE #2 (Provide and install) Labor to install 1 Gallon Plant $ V - each Labor to install 3 Gallon Plant $ 8 - each Labor to install 7 Gallon Plant $ S " each Labor to install 15 Gallon Tree $ r, v - each UNIT PRICE #3 Irrigation Repairs and Troubleshooting beyond Contract Requirements: Labor (Main Technician) $ '/5 - per hour Labor (Helper) $ ,Q - - per hour Additional Material Cast to furnish part (labor not included): Pop Sprinklers 6" $ each Pop-Up Sprinklers 12 "$ each /5,o Shrub Nozzles $ each � Zone Valves - 1" $ each me I 9V Battery $ each TBOS - 4 Sta. $ each TBOS -1 Sta. $ each 6 SECTION 01010 SUMMARY OF WORK 1. GENERAL 1.1 Work Covered by Project Manual A. The work to be performed under this Contract consists of landscape maintenance, irrigation and chemical services for City of Winter Springs - SR 434 (AOR53) and Vistawilla Median Landscape Maintenance as described on the attached map. Perform all work in accordance with the Contract Documents. Furnish all materials, equipment, tools, and labor which are reasonably and properly inferable and necessary for the proper completion of the work, whether specifically indicated in the Project Manual or not. B. The Contractor shall be obligated, at its expense, immediately or promptly to repair to the City's Representative's satisfaction, any damage to exterior plantings, or irrigation systems or any other property within the areas specified in this agreement. In the event the contractor has not repaired any such damage within reasonable time, as determined by the City's Representative, the City may repair such damage and deduct such cost from the next payment due to the Contractor. The Contractor shall be liable to the City for any such cost in excess of the amount deducted by the City. B. The Contractor shall be obligated to immediately notify the City Representative verbally and follow in writing within twenty -four (24) hours after the event of any damage which the Contractor discovers, or should have discovered in the exercise of reasonable care, whether or not such damage was caused by the Contractor. D. Prior to the commencement of work on this contract, an authorized representative of the Contractor and the Designated Representative of the City may perform a video condition survey of all exterior plantings at each of the designated areas of the City covered by this Agreement. The Contractor and the City may jointly prepare and sign a written report of the condition survey which shall describe the condition and location of all unhealthy plants E. During the 30 day period preceding the expiration of the term of this Agreement, or, in the event of an earlier termination a 30 day period following the termination, a final condition survey may be made jointly by the City Representative and the Contractor. This survey shall establish a punch list of plantings and material that do not meet the specifications and that must be replaced prior to the final completion of the contract. If the plantings and materials so identified are not replaced, an appropriate amount shall be withheld from the final payment. 2. CONTRACT 2.1 General A. This project shall be constructed under a unit price contract. B. The project as shown on the Drawings and described in these specifications constitutes the work to be performed under this contract. 7 3. SAFETY REQUIREMENTS 3.1 General A. Any equipment and tools used in performing the work under this Agreement shall conform to the Florida Department of Transportation - Manual of Uniform Traffic Devices. B. Equipment shall be maintained in good repair, shall be fueled on concrete surfaces only, and shall be provided with the proper noise reduction and safety devices as prescribed by the Occupational Safety and Health Administration (OSHA). C. Approved traffic (M.U.T.C.D.) warning devices shall be used when necessary to provide safety to persons and vehicular traffic within any areas undergoing pruning. Work will be scheduled after consulting with the City's Representative. ** *End of Section * ** 8 SECTION 01100 TECHNICAL SPECIFICATIONS SPECIFIC TASKS 1.0 TURF CARE In general, mowing of all grassed areas shall be no Tess than once every seven (7) days in the Heavy Growing Season and shall be no less than bi- weekly, or as instructed by the City's Representative, during the Dormant Growing Season. Growing seasons are dictated by the weather and therefore may change per the City's Representative, but otherwise shall be: Heavy Growing Season - March 15 through October 15. Dormant Growing Season - October 14 through March 14. SPECIFIC TURF CARE • St. Augustine This specific mowing program, at minimum, unless otherwise specified, shall be in accordance with the University of Florida Cooperative Extension Services Calendar for St. Augustine sod care, culture, and good horticultural practice as shown in Publication ENH 5. St. Augustine grassed areas will be mowed to a height of 4 to 4.5" inches on average, depending upon established grass needs, by finish mower or a groom mower. • Bahiagrass This specific mowing program, at minimum, unless otherwise specified, shall be in accordance with the University of Florida Cooperative Extension Services Calendar for Bahiagrass sod care, culture, and good horticultural practice as shown in Publication ENH 6. Bahia grassed areas will be mowed to a height of 3" inches on average, depending upon established grass needs, by finish mower or a groom mower. At no time shall more than one -third (1/3) of the leaf surface be removed in one mowing in any turf area unless specifically authorized in writing by the City of Winter Springs. Prior to mowing and trimming any turf and bed areas; paper, bottles, cans and all other debris (as well as misplaced dirt or sand) must be removed from areas immediately bordering site (ex: sidewalks and curblines) and actual site locations. Areas are to look clean and neat and free of debris at all times. Any clipping, trimming debris will be removed from site as work is completed, or at the end of each day that work is performed. Lawn clippings may be left on the turf areas so long as no readily visible clumps remain on the grass surface after mowing. Otherwise large clumps of clippings will be collected and disposed of by Contractor. In case of fungal disease outbreaks, all clipping will be collected and properly disposed of until disease is undetectable. No debris bags shall be left on site more than 5 hours. 2.0 MULCHING Mulching to be performed between October 15 and December 25 each year to keep planted areas neat and freshly maintained. Mulch depth to be a minimum total depth of three (3) inches and placed, not dumped, as well as kept from around the immediate base of shrubs. Mini Pine Bark mulch is to be used at Vistawilla Median and Recycled Tree mulch at the SR 434 Medians unless directed by the City's Project Manager. 9 3.0 EDGING Edging of all walks, curbs, edging of pavements, and grass invasion shall be done weekly during the heavy growing season and bi- weekly for the remainder of the year. All grass and dirt to be blown off onto grass areas only. No debris shall be blown onto hard surfaces or into shrub or flower beds. Schedule for edging of soft surfaces such as turf, bed borders, and ground cover shall be performed bi- weekly or more as needed. 4.0 WEEDEATING Areas inaccessible to mowing equipment shall be kept neat and trimmed as needed. Trimming of grass and weeds around any fixed objects (walls, Tight posts, Tight fixtures, equipment boxes, pond structures, sign posts and trees) will be done through chemical control within a limit of six inches (6 ") maximum or trimmer so as not to inflict damage of any kind to structure, equipment or tree. 5.0 PRUNING SHRUBS AND ORNAMENTALS Pruning of plants shall be performed as needed to remove dead wood harboring insects and disease and to promote maximum health and growth. The finding of insects or disease shall be reported immediately to the City Representative so as to limit losses. Aesthetic pruning shall consist of removal of dead or broken branches. Pruning shall be performed to balance infiltration Tight to enhance new growth. Small leafed shrubs, such as Pittosporum, Azalea and Indian hawthorn, etc., are to be kept trimmed in a tight, neat appearance, with removal of partial new growth after no more that four inches of new growth appears. Larger leafed shrubs, such as viburnum, may attain new growth reaching from 2" to 4" before removal. But at no times are shrubs to display a disorderly appearance. Ornamentals, such as crinum lilies, are to be trimmed aggressively during the rainy season to be kept neat and fungus free. This may be as frequent as every other week. Sago palms are to be trimmed a minimum of three times a year, or more often, as needed, depending on growth and health. Azaleas are to be trimmed at regular intervals as described above with the exception of the months of October thru March when no trimming should be done to achieve maximum flowering. Wax myrtles are to be trimmed aggressively in order to maintain a neat, compact habitat. At no time is an herbicide to be used to rid plants of sucker growth. Instead, hand pulling or aggressive trimming routine is to be established. All ornamentals that produce any dead fronds (i.e., coontie, sage, aztec grass, holly fern, etc.) are to be systematically checked and cleaned with special attention to early spring cleanup. Dead plant material shall be removed immediately during the normal service visit and a report filed with the City Project Manager detailing the location of removal and species removed. 6.0 PLANT REPLACEMENT The Contractor shall be responsible for replacing any plant materials that die or become damaged to the point that the plant grade is less than Florida Number 1 as a result of neglect or damage caused by the maintenance operation. Replacement material shall be identical to plant species, quality and specifications of the materials at the time the loss occurs. 7.0 TREE TRIMMING All trees are to be trimmed as often as necessary to meet public safety requirements and comply with ISA industry standards. Trimming of established trees shall be to a minimum of eight (8) foot and a maximum of twelve (12) foot under canopy and pruned just outside the branch collar by the Service Provider. New or young trees are to be pruned with an ideal under canopy of six (6) feet or to a suitable and healthy height for each tree. Sucker growth is to be removed by hand or trimmer from the base of a tree. Herbicides are not to be used for this purpose. Palms are to be trimmed regularly to ensure the absence of seed pods and dead or dying fronds dropping to the ground and not as severely as the hurricane cut; using the 9/3 rule. Ligustrum and Holly trees 10 are to be maintained per industry standards or as specified by City's Representative. Crape myrtle trees shall be pruned per industry standards (ISA) in late February through the first week in March each year. Approved traffic (M.U.T.C.D.) warning devices shall be used when necessary to provide safety to persons and vehicular traffic within any areas undergoing pruning. Work will be scheduled after consulting with the City's Representative. 8.0 WEEDING Weeding of all plant bed areas is to be as often as necessary to conform to the shrub trimming schedule, to control weed population and maintain healthy plants. Remove weeds, vines and "voluntary" seedlings from planting beds. Weed control in landscaped areas will be accomplished by hand weeding and /or application of round -up and a pre- emergent herbicide if needed. All weeds in sidewalks or pavement areas (including curbing) shall be chemically controlled or removed by hand. 9.0 ANNUALS (Annuals not included in base cost - as needed) Annuals will be changed four (4) times per year at all designated annual bed areas. Annuals are to be 4" full bloom and must be approved by Owner or City's Representative for each seasonal change variety. A schedule shall be determined and agreed upon by both Owner and Service Provider. Bed preparations are to consist of 14 -14 -14 Granular fungicide and Cavalier Subdue GR. along with any added soil preparations or enhancements needed to facilitate strong healthy growing annuals. Annuals beds are located at the following areas: 10.0 IRRIGATION Complete irrigation inspections shall be performed one (1) time per month at minimum. Details of the inspection shall be recorded on a log sheet (to be submitted with the monthly billing) and consist of the following: 1. Turning on each zone and inspecting each head for the proper coverage, including straightening, adjusting the output of water, adjusting spray pattern and unclogging any heads. 2. Repairing broken heads and lateral lines, as necessary. 3. Checking the irrigation controller(s) for proper operation and programming. If there are battery controllers on the site, check each for battery life and replace at 75% depletion. 4. Checking all zone valves for proper open and closure, making sure to inspect for leaking from the mainline. 5. Checking water source for leaking and visual inspection of backflow device, if present. 6. Visually inspect turf, planters and trees in irrigated areas for signs of drought stress and effect adjustments and /or repairs to remedy the issue. A visual `ride through' of all irrigated areas shall be done each week during the growing season and bi- weekly during the dormant season. This activity can also be accomplished by the mowing crew. The Service Provider shall submit a detailed report, at the time of billing of each monthly service, consisting of the clock and location, each zone by number, and any repairs or work performed during that service. All parts used will be itemized on the bill with a maximum of $ 200.00 billed for repairs without VERBAL approval during the regular monthly scheduled maintenance visit. If there is an additional cost for repairs beyond the maximum of $200, the Owner or City Representative must be given a verbal report of the repair and costs involved before the work is to be performed. No payment will be made for heads or parts damaged by the Service Provider. Service Provider shall immediately repair any and all damaged property within the areas specified in this agreement to meet original specifications with commercial quality irrigation parts. All work performed by Contractor to meet industry standards. 11 All labor required to repair or replace defective parts is included in the contract price except when repairing valves, main lines or lateral lines over 1 1 /2 ", clock or wiring problems, or lines under sidewalks or roadways. Labor cost for these services is established in the Quote calculation sheet of SECTION 00300, QUOTE FORM. Material costs shall be paid on the basis of approved wholesale documented cost plus 15% for overhead and profit. Contractor is to immediately notify Owner if a mainline leak is noticed. The owner must be contacted at: (407) 327 -5976. 12 .kr �' o- > u, F ; ''i,r, ,a,.S. r .w i [ ! .. - 1.. i 6 p F .ate mid ..., .' w F . „ r. . • , { 'tz d".(' .a +a"rs+f .., - :%,,,,,,,;.:),?' 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S � .., .........,,,...,..... . : taAP " Z N a y "� t � a x s^^ sw '^ w ',..f.. 1 1 s i t. � F. � . ti - i t '';t" 1 � . oog - 7010 G o o 1 '� R All X010 t ! opa T' g ea Y� - x; � g ,,� ./ al try Date Mai 2. .710 29"42'01.51" N 51' ?G01 '.00 e €ev 4D !S ' ' Eye a „061t City of Winter Springs Memo To: City Clerk's Office From: Steven T. Richart, Urban Beautification Manager CC: Kevin Smith, City Manager Date: 11/22/2010 Re: SR 434 (AOR53) and Vistawilla Median Landscape Maintenance Dear City Clerks: Please find three (3) originals of the 'Addendum to Existing Services Agreement' for ITB 020 /09 /SR that requires signature of the City Manager. Once each addendum has been signed, please return two (2) originals of each addendum (and attachment) to me and one (1) original should remain with the City Clerk's Office. Quotes for the work were received as follows: • Kirkland's $14,664 for 12 months / $1,222 per month • P &L Lawn $18,996 for 12 months / $1,582 per month • Annan $8,400 for 12 months / $700 per month • Dawnalee $21,972 for 12 months / $1,831 per month Annan landscaping is the obvious choice for this work due to the fact that they have done a good job under a temporary agreement for the same areas and that they are the lowest/best qualified bidder. The agreement will be an addendum to their already existing contract for State Road 434 (ITB 020 /09 /SR — Comm. Item 201 — 9/14/2009) and will fall under the same terms and guidelines of the original agreement (attached). The maximum spent would be $700 per month or a total of $6,300 for FY '11, with the option to renew the original contract for an additional year. The addendum does not require approval of the City Commission due to the fact that the expenditure is well under the $25,000 threshold of approval by the City Manager. Thank you very kindly, Sum.. T. R 1