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HomeMy WebLinkAboutRes 04-11 Authorizing a Contract with Hadden LandscapingTOWN OF WESTLAKE RESOLUTION NO. 04-11 A RESOLUTION OF THE BOARD OF ALDERMEN OF THE TOWN OF WESTLAKE, TEXAS, AUTHORIZING THE TOWN MANAGER TO ENTER INTO A CONTRACT WITH HADDEN LANDSCAPING FOR LANDSCAPE SERVICES PROVIDED AT THE MUNICIPAL COMPLEX, PUMP STATION AND GLENWYCK FARMS OPEN SPACE. BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THE TOWN OF WESTLAKE, TEXAS: SECTION 1: The Board of Aldermen of the Town of Westlake does hereby authorize the Town Manager to enter into a contract with Hadden Landscaping for landscape services provided at the Municipal C omplex, Pump Station and GI enWyck Farms open space. SECTION 2: This Resolution shall become effective upon the date of its passage. PASSED AND APPROVED ON THIS 9' DAY OF FEBRUARY 2004. ATTEST: Scott Bradley, Mayor -r Gingdl Crosswy, Towncretary APPROVED AS TO L tori., iy, Tqyf6Attorney Trent O. Petty, Town2o6ager i own of Westlake Invitation to Bid E The Town of Westlake is soliciting sealed bids to award an annual contract for the landscape maintenance of Town owned facilities. The successful bidder shall provide all labor, equipment, and public safety equipment necessary to perform this work. Plans are available at Roanoke Reprographics, 312 Oak Street, Roanoke, Texas 762.62. Bid specifications are available at the Town of Weslake Municipai Complex, 2650 Ottinger Road, Westlake, Texas 76262. The intent of this bid is to establish an agreement with a qualified successful bidder, for this service, as needed during the contracted (12) twelve month period. This will be a multi - contractor agreement whereby, should the primary successful bidder be unable to fulfill the Town's order in the time frame requested, then the Town reserves the right to use another contractor. Please indicate if your firm would like to be a secondary contractor. Pre -Bid meeting: A Pre-bid meeting will be held on Wednesday, November 19th at 2:00 .P.M. The Bid Opening will be held on Monday December 8"' at 2:00 P.M. Forconvenience at the Bid Opening, enter quote on this cover page and include in a seperate sealed response envelope attached to the bid packet. (DO NOT place quoted prices on the outside of the envelope), Total Bid: $ 21, 900.00 (also, enter amounts in "Authority to Quote" section) Request for Bids: Town Facilities Mowing Specifications Pre-bid: A pre-bid meeting will be held on Wednesday, November 19th at 2:00 .P.M, at the Westlake Municipal Complex, 2650 Qttinger Road, Westlake, Texas 76262. All prospective bidders are strongly encouraged to attend. Bidders will be responsible for all questions, answers, and clarifications stated at the pre-bid meeting. Contract Time: This contract will be for a twelve (12) month period effective the date of the award. This contract shall be renewable up to two (2) additional twelve (12) month periods, if services were satisfactorily performed in previous twelve (12) month period. Bids: All locations will be awarded to one successful bidder. Bids received after 2 P.M. Monday, December 8t'', 2003, will be considered late. All late bids will be returned; they will not be opened nor considered in the evaluation of the of the bid. Bids are to be sent to: Town of Westlake Attn: Debbie Piper 2650 Ottinger Road Westlake, Texas 76262 References: Bidders shall furnish a minimum of four (4) references for similar type work; preferably for work being done in Westlake or the surrounding area. Provide contact name, name of business or property owner, address, and telephone number. Bid Rejection: The Town of Westlake reserves the right to waive any informalities and to reject any and all bids. Town Contact Information: Jarrod Greenwood Town of Westlake Public Works Superintendent Telephone Number: (817) 490-5717 4 Scope of Work: The successful bidder shall be responsible for mowing all turf; edging all turf along walks, curbs, plant beds, signs and other obstacles; removing all litter, fallen leaves and tree limbs from the entire property and hauling such debris away. Irrigation maintenance will be included in the successful bidder's responsibilities. The properties are to be free of windrows and chopped paper. Litter must be removed prior to mowing. The successful bidder shall leave the area with a finished appearance with walks and curb areas appearing to have been swept. The successful bidder shall not simply blow litter, leaves, clippings, etc. into the streets or other property. All grass and weeds growing in expansion joints will be required to be removed by the successful bidder. General contractor requirements: Insurance: The successful bidder shall assume all risk and liability for accidents and damages that may occur to persons or property during the prosecution of work under this agreement. The successful bidder shall submit, prior to commencement of services, a certificate of insurance documenting the following required insurance: $500,000.00 General Liability $500,000.00 Property Damage Bid Guarantee: The bid proposal shall be accompanied by a bid guarantee in one of the following forms: CERTIFIED CHECK, CASHIERS CHECK, OR SURETY BOND IN THE AMOUNT NOT LESS THAN FIVE PERCENT (5%) OF THE COST OF THE TOTAL ANNUAL BID FOR ALL AREAS COMBINED. FAILURE TO SUBMIT THE BID GUARANTEE SHALL RESULT IN BID BEING DETERMINED TO BE NON-RESPONSIVE. The undersigned bidder agrees to forfeit their bid guarantee to the Town of Westlake, Texas, when he/she recieives notice of acceptance of the bid, and fails to execute the contract and fails to furnish a satisfactory performance bond within TEN (10) working days after receiving said notice. Performance Bond: A performance bond is required within TEN (10) working days after award of a contract. The performance bond shall be equal to the total amount of the contract for all areas combined. Payment Bond: A payment bond is required within TEN (10) working days after award of a contract. The payment bond shall equal the total amount of the contract for all areas combined. Payment and Invoicing The successful bidder will submit a pay request with an attached work record summary once a month. Payment will be made within thirty (30) days from reciept of the invoice, provided all documentation is accurate. Definitions: 1. Chemical Trimming: Shall refer to the use of herbicides as an alternative to the physical removal or cutting of plant material. Chemical trimming will NOT be allowed on any Town property. 2. Clean up: Shall include, but is not limited to, brush cutting, tree trimming, removal and disposal of refuse as directed by the Town. 3. Edging. Shall refer to the physical removal (without the use of chemicals) of all plant material, which encroaches over or onto sidewalks (both sides), curbs, steps, driveways and pavements. Edge cut.shall be a minimum vertical depth of one (1) inch. The edging groove shall not exceed two (2) inch width. 4. Inclement Weather: Shall mean icy, wet, or rainy weather when the condition of the soil is such that the rutting of property will not allow cutting of grass to be accomplished satisfactorily. This determination shall be made at the sole discretion of the Town. S. Inspector: Shall mean the Town manager or his/her designated representative, who shall monitor the successful bidder's performance. The inspector shall have no duty to inspect, but may inspect at the Town's discretion. 6. Maintenance Cycle: Shall refer to each time period in the maintenance schedule for the project year. Each time period is defined by a beginning and ending date, in which all prescribed maintenance activities for each area shall be completed. 7. Maintenance Schedule: Shall mean the time periods established for the project. 8. Or anic Weed Control: Shall mean the use of natural products and processes to control and/or eliminate weeds from turf areas, plant beds, curbs, sidewalks (both sides), driveways, and any other concrete/asphalt surface within the mowing area. `. Trash and Litter: Shall mean any debris within the mowing area such as paper, cans, bottles, limbs, trash bags, rocks, etc., which is not intended to be pari of the landscape. Removal of all debris includes the sweeping or blowing away grass clippings from all hard surfaces such as sidewalks, curbs, drives and approaches; however, shall not be blown into the street or into storm drains. 10.Trimmin�: Shall refer to the cutting or removal of all plant material immediately adjacent to - or under mowing area structures, poles, trees, signs, fences, planting beds, rocks, or other man-made or natural above ground objects. Trimming also includes the removal of all plant material from the expansion joint and any other cracks in curbs, sidewalks (both sides), driveways, and any other concrete/asphalt surface within the mowing -area 11.Scalping Shall refer to any action that results in the mowing of any turf area down to and including the soil. 11 Locations, Mowing Operation, Schedules, Irrigation Repair/Maintenance, and Inspection 1. Locations: I). Town of Westlake Municipal Complex 2600 Ottinger Road II). Town of Westlake Pump Station 1900 South Highway 377 1117. Glenwyck Farms Open Space Mapsco Pg. 239, BM & BN 96 — 97 2. Additional locations: At the Town's option, locations not included in these specifications may be added for similar services. Pricing will be determined at the time of addition, but based upon the quotes submitted for this bid. Conversely, locations or the type of service defined for each location may be reduced or deleted during this agreement, with no liability to the successful bidder, if it is in the Town's best interest. In such case that additional locations are added the additional mowing fees shall not exceed 15% of the original contract amount. 3. Scheduled mowing intervals: The successful bidder shall complete the attached mowing frequency schedules unless advised otherwise by the Town. Exception to these schedules may be granted by the Town due to inclement weather, construction, or other reasons. The frequency of services listed in the Authority to Quote section is based upon the Town's best estimates. The Town may adjust these numbers during the growing season. The successful bidder agrees to provide the Town with whatever landscape maintenance is required by the Town, at the prices quoted. 4. Scheduled mowing times: The successful bidder shall submit a schedule to the Town for review and approval. Any variance from the prescribed schedule will require a minimum of twenty-four hour advance notification to the Town. A list of known events will be presented to the successful bidder. Work shall not interfere, inconvenience, or disturb functions of Town employees, students, and residents. '. Work record summary: The successful bidder shall submit to the Town a work record summary detailing dates, times, parts, labor, and locations of the work that has been completed. The summary will become documentation supporting payment to the successful bidder. Payment cannot be made until a work record summary is received. 6. Failure to complete maintenance schedule: Failure on the part of the successful bidder to maintain the approved schedule shall be sufficient reason for the Town to have the work in question completed by a secondary bidder. * If work is completed by others, any additional costs caused by a higher price may be deducted from the original successful bidder's next payment, if any. 7. Emergency services: At times the Town may desire immediate landscape maintenance of Town properties. Mowing requirements deemed, "immediate mow," will be paid at the base price for the area plus bidder's quoted % overcharge, to compensate for the immediate time requirement. If the successful bidder is unable to perform within 24 hours of the request, the Town reserves the right to procure the service from a secondary bidder/vendor. 8. Deficiencies in work: The successful bidder shall correct any deficiencies in work within 24 hours of written notification by the Town. Should the successful bidder fail to correct the default to the satisfaction of the Town within this period, the Town reserves the right to withhold payment and/or terminate, in whole or in part, this contract. 9. Inspections: The Town reserves the right to inspect, either announced or unannounced, the work performed by the successful bidder. Upon determination of any violation of the specifications and/or this contract, the inspector shall record all pertinent information for Town and successful bidder review. 10.Mowing heights: Mowing heights shall be between 1.0 inches and 2.0 inches. I I.Curb dressing width of cut: Two (2) inch maximum from the inside curb edge to the topsoil. 12.Line trimming vertical height: One (1) inch height. 13.Ozone Alert Policy: The successful bidder will be responsible for following recommendations as set forth by the Dallas/Fort Worth region's air quality program run by the North. Central Texas Council of Government. 14.Dama eg to sprinkler or irri ate ion systems: if damage is caused by the successful bidder, successful bidder will cause the system to be repaired at the expense of the successful bidder. Damaged sprinkler or irrigation systems discovered by the successful bidder will be reported as soon as possible to the Town. The Town may affect repairs or request an estimate for repairs from the successful bidder. 15.Ponds and Water features: Maintenance of any ponds and water features IS NOT included in this contract. Near all ponds and water features , grass catching equipment must be used on mowers in such a manner that clippings do not get into the water. 16.Mowin,Q: All mowing equipment shall be equipped with turf type tires (cleated or ribbed tractor tires are prohibited). on 17.Irri ation Repair/Maintenance: The successful bidder will furnish all parts, labor, and equipment necessary to repair irrigation lines. Pricing shall include: excavating, repairing, testing, backfilling, and property restoration. Replacement parts and materials shall be approved, by the Town, prior to installation. The successful bidder shall immediately inform the Town of any leaks or other problems with the irrigation systems. Repairs shall not be performed until authorized by the Town. Payment for repairs will be based on time and materials. Profit for materials will be paid at a rate of 15%. Original invoices must for parts must accompany the monthly pay request. 18.Property restoration: In general, all ground surfaces and grades shall be restored to a condition equal to or better than existing prior to work. All work related to property restoration shall be considered incidental to the irrigation repair work. 19.Damage: The successful bidder shall be responsible for any damage done to plant material or other property during the maintenance operation. The successful bidder shall be responsible for replacement of all trees, shrubs, and ground covers destroyed by the successful bidder, employees, or agents of the successful bidder during maintenance operations. Trees and shrubs must not be bumped or marked by mowing or edging equipment. The successful bidder must report damage immediately to the designated Town inspector. Damage to trees will cost $20.00 per incident. 20.Fertilization: The successful bidder shall furnish and apply commercial lawn fertilizers and organic fertilizers at the rates recommended by the manufacturer(s). The successful bidder shall submit a fertilization schedule for Town approval. 21.Weed control: The successful bidder shall furnish and apply commercial herbicides and organic weed control at the rates recommended by the manufacturer(s). The successful bidder shall submit an application schedule for Town approval. 7 Facility Maintenance Frequency Schedule Emergency services 30 % overcharge. Irrigation Repair/Maintenance Hourly rate per person 65.00 Town of Westlake Pump. Station 1900 South Highway 377 Cost Each Time Estimated Total Services Required Service is Provided Annual Frequency Annual Cost Mow, Edge, Line Trim, Blow and Debris Removai $ 102.00 15 $ 1,530.00 E Town of Westlake Municipal Complex 2600 Ottinger Road Cost Each Time Estimated Total Services Required Service is Provided Annual Frequency Annual Cost (7) Seven Day Cycle Mow, Edge, Line Trim, Blow and Debris Removal $ 95,00 36 $ 3,420.00 (14) Fourteen Day Cycle Mow Rough Areas $ 57.00 10 $ 570.00 Organic Fertilization $ 205.00 2 410.00 ,,IVrganic Weed Control $ 165.00 8 $_ 1,320.00 E Glenwyck Farms Open Space Mapsco Pg. 239, BM & BN 96 — 97 Cost Each Time Estimated Total Services Required Service is Provided Annual FrequencV Annual Cost (7) Seven Day Cycle Mow, Edge, Line Trim, Blow and Debris Removal $ 180.00 36 $ 6,480.00 (30) Fomrteen'Day Cycle Mow -Creek Areas $1,450-00 5 $ 7,250.00 Weed Control $ 230.00 4 $ 920.00 9 Please Type all information required except signature Bidder/Company Name: HADDEN LANDSCAPING, INC. Authorized Representative: John Vanderpearl� Signature:_ Title: Landscape Maintenance Sales Address: 2121 E. Pecan Lane City, State, Zip Code:` Plano, TX 75074 Telephone: ,5966 V Fax: 972.422.2202 Date: 12/08/03 Warranty of Services (please describe): We also agree to serve as a Secondary Vendor if not selected as the Primary Vendor: (( ) YES ( ) NO 10 The contractor, Hadden Landscaping, Inc., hereby agrees to commence the Westlake Facilities Landscape Maintenance work on February 2, 2004, The Town agrees to pay the contractor for the performance of the contract in accordance with the proposal submitted therefor, subject to additions and deductions, as provided in the Contract Documents and all approved modifications therefor, and to make payment on account therefor as provided therein. IN WITNESS WHEREF©R, the parties to these presents have executed this contract in the year and day executed below. ATTEST: i /a- (71"" Gi er Crosswy, wn Secretary (SEAL) Town of Westlake, Texas (fawner) Trent Petty, Townger Date: C. Date: Printed Name 1 Title z G 11