HomeMy WebLinkAbout1996-08-05 City Council (41)TO:
City of Palo Alto
C ty Manager’s Report
HONORABLE CITY COUNCIL
2
FROM:
AGENDA DATE:
SUBJECT:
CITY MANAGER
August 5, 1996
DEPARTMENT:
CMR:368:96 A
CommunityServices
Award of Contract to Hastings Landscape Conservation Services
for Byxbee Park Vegetation Management
REQUEST
This report requests that Council award a contract to Hastings Landscape Conservation
Services in the amount of $123,282 for vegetation management of Byxbee Park. The
contract is a one-year agreement with options for an additional two years through June 30,
1999.
RECOMMENDATIONS
Staff recommends that Council approve and authorize the Mayor to execute the attached
contract with Hastings Landscape Conservation Services, in the amount of $123,282 for
vegetation management of Byxbee Park.
POLICY IMPLICATIONS
This report does not represent any change to existing policies.
EXECUTIVE SUMMARY
The work to be performed under the contract is for vegetation management of Byxbee Park
through fiscal year 1998/99, consistent with the "Byxbee Landfill Park, Palo Alto Baylands,
Park Conversion Plan and Program, Phase One Design Development (revised: June 1991)."
Bid Process:
A competitive bid process was initiated on March 1, 1996. Because the nature of the work
is extremely technical, and very few vendors have the expertise with environmentally
sensitive horticultural issues required for this type of work, bids were solicited from three
qualified landscape contractors. A four-week bid period was allotted, giving contractors
sufficient time to prepare bids for this project. A mandatory pre-bid meeting was held on
March 15, 1996, with one contractor attending, as listed on attachment "A."
CMR:368:96 Page 1 of 2
A bid was received from only one of the qualified contractors (see attachment A). The other
two contractors did not attend the mandatory pre-bid meeting and did not submit bids. One
contractor did not respond because he felt his firm could not be competitive..
Staffreviewed the bid received and recommends that the only bid of $123,282, submitted by
Hastings Landscape Conservation Services, be approved by Council. Staff contacted the
Contractors’ State License Board and verified that Hastings Landscape Conservation Service
has an active contractor’s license and that there are no pending disciplinary actions. Staff
also found the work done by Hastings Landscape Conservation Service as a subcontractor
in Byxbee Park in 1995 to be satisfactory.
FISCAL IMPACT
Funds for the first month of the proposed contract are included in the 1995/96 Community
Services Department Operating Budget. Funds for 1996/98 have been requested in the
Community Services Department Fiscal Year 1996-98 Operating Budget.
ENVIRONMENTAL ASSESSMENT ,
This project is categorically exempt from the California Environmental Quality Act (CEQA)
under section 15301 of the CEQA guidelines.
ATTACHMENTS
Attachment A - Bid Summary
Attachment B - Contract: Hastings Landscape Conservation Service
Prepared by: John Walton, Superintendent, Open Space and Sciences
Department Head Review:
City Manager Approval:
PAUL THILTGI~/"
Director of Community Services
CMR:368:96 Page 2 of 2
Attachment A
TABULATION OF BID RESULTS
Project Title: Byxbee Park Vegetation Management
Bid Opening: April 2, 1996 at 3:00p.m.
Contractor
Mr. Ward Hastings
Hastings Landscape Conservation Services
Santa Cruz, Ca.
Mr. Paul Kephart
Rana Creek Ranch
Carmel Valley, Ca.
Mr. John J. Shooter
John J. Shooter, Inc.
Menlo Park, Ca.
Attended Mandatory
Pre-Bid Meeting
Yes
No
No
Bid Received
$123,282.00
No Bid
No Bid
PRINT SER~CES, INC,, F’r’~E: 14~81926-3676, F,~ 14081926~2472
AGREEMENT
BY THIS AGREEMENT MADE AND ENTERED INTO ON THE DAY OF
BY AND BETWEEN THE CITY OF PALO ALTO "CITY", AND
No.
;DATE TO BE ENTERED19__ !,BY CITY PURCHASINGHastings Landscape Conservation Services
,a
(ADDRESS) 6013 Thurber Lane (CITY) Santa Cruz (ZIP) 95065 (PHONE)(408) 476-588(
"CONTRACTOR" IN CONSIDERATION OF THEIR MUTUAL COVENANTS, THE PARTIES HERETO AGREE AS FOLLOWS:
" CONTRACTOR SHALL PROVIDE OR FURNISH THE FOLLOWING SPECIFIED 1) GOODS AND MATERIALS, 2) SERVICES OR 3) A COMBINATION
THEREOF AS SPECIFIED IN THE EXHIBITS NAMED BELOW AND ATrACHED HERETO AND INCORPORATED HEREIN BY THIS REFERENCE:
TITLE: (DESCRIPTION)
Provide landscape management services in Palo Alto’s Byxbee Park, including
Coyote brush removal, mowing, soil preparation, seeding and fertilizing
EXHIBITS THE FOLLOWING ATTACHED EXHIBITS HEREBY ARE MADE PART OF THIS AGREEMENT:
®
®
Exhibit A - Scope of work Byxbee Park - vegetation management
TERM THE SERVICES AND/OR MATERIALS FURNISHED UNDER THIS AGREEMENT SHALL COMMENCE ON Date of Agreement
AND SHALL BE COMPLETED BEFORE , June 30 : 1999
COMPENSATION FOR THE FULL PERFORMANCE OF TH,S AGREEMENT:
[] CITY SHALL PAY CONTRACTOR:$123,282.00 as per Exhibit A
[] CONTRACTOR SHALL PAY CITY:
PAYMENT RECORD (DEPARTMENT USE REVERSE SIDE)
CITY ACCOUNT NUMBER:
KEY CODE OBJECT PROJECT
n28!7383 3199
PHASE NO.DOLLAR AMOUNT
GENERAL TERMS AND CONDITIONS ARE INCLUDED ON BOTH SIDES OF THIS AGREEMENT.
THIS AGREEMENT SHALL BECOME EFFECTIVE UPON ITS APPROVAL AND EXECUTION BY CITY. IN WITNESS THEREOF, THE PARTIES HAVE EXECUTED THIS
AGREEMENT THE DAY, MONTH, AND YEAR FIRST WRITTEN ABOVE.HOLD HARMLESS. CONTRACTOR agrees to indemnify, defend and hold harmless CITY, its Council Members, officers, employees, and agents from any and all demands,
claims or lability of any nature, including wrongful death, caused by or arising out of CONTRACTOR’S, its officers’, directors’, employees’ or agents’ negligent acts, errors,
or omissions, or willful misconduct, or conduct for which the law imposes strict liability on CONTRACTOR in the performance of or failure to perform this agreement by
CONTRACTOR.ENTIRE AGREEMENT. This agreement and the terms and conditions on the reverse hereof represent the entire agreement between the parties with respect to the purchase
and sale of the goods, equipment, materials or supplies or payment for services which may be the subject of this agreement. All prior agreements, representations,
statements, negotiations and undertakings whether oral or written are superseded hereby.
PROJECT MANAGER AND REPRESENTATIVE FOR CITY
NAME John M. AZalto.~.
DEPT,Com~unitv Services
CONTRACTOR
TITLE
P.O. BOX 10250
PALO ALTO, CA 94303
Telephone (415) 329-2234
SOCIAL SECURITY
OR I.R.S. NUMBER
INVOICING SEND ALL INVOICES TO THE CITY, ATTN: PROJECT MANAGER
CITY OF PALO ALTO APPROVALS" (ROUTE FOR SIGNATURES ACCORDING TO NUMBERS IN APPROVAL BOXES BELOW)
!CITY DEPARTMENT r--]Funds Have Been FINANCEBudgeted
(1)(2)
IF OVER $5,000, REQUIRES CITY MANAGER’S SIGNATURE
CITY OF PAL0 ALTO
RISK MANAGER PURCHASING & CONTRACT ADMINISTRATION
(3) (4)
IF OVER $25,000, REQUIRES MAYOR AND CITY A’FTORNEY SIGNATURES
ATTEST:APPROVED AS TO FORM.
EXHIBIT A - SCOPE OF WORK
BYXBEE PARK - VEGETATION MANAGEMENT
Scope of Work:
Vegetation management in Palo Alto’s Byxbee Park.
Background:
Byxbee park is a 25 acre park built on a closed portion of the Palo Alto Landfill. The park consists
of rolling terrain and a number of artistic forms.
The Public Arts Commission took a lead role in the design of the Park and the Commission has
determined a look for the Park. The Open Space and Sciences Section of the Community Services
Department is responsible for implementing the Commissions’ plans and for general upkeep of the
Park.
Pr~ect Manager:
The Project Manager will be the Baylands Senior Ranger.
General Structure:
Byxbee Park has been divided into three areas (Marked A,B & C -- see attached map). The contract
will be implemented according to the schedule shown below. The City may, at its discretion, decide
to eliminate one or more of the following tasks for any given year.
Soil Preparation:
After the first 2 - 4 inches of rain in the fall or early winter, chisel and rototil the
areas to be seeded to a depth of 6 - 8 inches. The areas to be seeded will be tilled in
two directions and then harrowed or ring-rolled to provide an even, smooth, bed.
Fertilization:
A balanced fertilizer (18-18-18) to be applied (banded) through the seed drill at 100
pounds per acre. The drill will simultaneously drill seed and apply fertilizer.
EXHIBIT A - SCOPE OF WORK
BYXBEE PARK - VEGETATION MANAGEMENT
Seeding:
The following plant species will be used in the seeding of Byxbee Park:
Califomia brome
Needle grass
Foothill needle grass
Wild rye
Pacific hair grass
California poppy
Bromus carinatus
Nassella pulchra
Nassella lepida
Elymus glaucus
Deschampsia holciforrnus
Eschscholzia californica
8 pounds/acre
12 pounds/acre
12 pounds/acre
10 pounds/acre
5 pounds/acre
4 pounds/acre
Mowing Maintenance:
Mowing will occur in late spring to reduce annual weedy bio-mass and provide
sunlight to emerging perennial natives. The entire seeded area will be mowed to a
height of 4 - 6 inches. The mowing shall be repeated as needed to meet the height
specifications. Mowing will be done with a wheeled tractor and flail or rotary mower.
Coyote Brush Removal:
Pursuant to State law, Coyote Brush and other non-native, invasive species (whose.
roots exceed one foot in depth), must be removed on an ongoing basis. Under this
contract, this task must be done at least twice a year.
Maintenance of Mounds and Other Artistic Features:
Within each of the areas specified above, the contractor shall be responsible for the
maintenance of the vegetation on the artistic mounds, berms and other artistic
features. This will include the removal of existing weeds and other tall vegetation and
weed-whipping of the mounds and surrounding areas to keep a neat appearance.
Herbicide Use:
Consistent with Palo Alto City Council direction, herbicides will not be used in Byxbee Park. The
only exception will be with the express, written, permission of the Superintendent of Open Space
and Sciences and only for specific designated areas with the herbicides to be applied within a
designated time frame. Should the Contractor wish to use herbicides, they must submit a written
request to the City’s Superintendent of Open Space and Sciences prior to such use.
Implementation and Fee Schedule:
The following schedule is based around the fiscal year, beginning July 1 and ending June 30. The
contractor will be responsible for doing the tasks at the appropriate time of year, based on weather
conditions and discussions with the Project Manager.
EXHIBIT A - SCOPE OF WORK
BYXBEE PARK - VEGETATION MANAGEMENT
YEAR ACTIVITY FEE PAYMENT
1996/97 Remove Coyote Brush in all areas $4,080.00
Mow Areas A & B $5,100.00
Maintain artistic structures - Areas A & B.$500.00
Prepare, fertilize and seed Area B $39,307.00
1997/98 Remove Coyote Brush in all areas $3,480.00
Mow Areas A, B & C.$7,000.00
Maintain artistic structures - Areas A & B.$500.00
Prepare, fertilize and seed Area C $41,334.00
1998/99 Remove Coyote Brush in all areas $2,880.00
Mow Areas A,B & C $7,000.00
Maintain artistic structures - Areas A & B.$500.00
1999/00 Remove Coyote Brush in all areas $6000.00
Mow Areas A & B $5,100.00
Maintain artistic structures - Areas A, B & C $500.00
TO WHOM IT MAY CONCERN:7/30/96
WE, HASTINGS LANDSCAPE CONSERVATION SERVICES,
UNDER STAND THAT THE BID PROCESS HAS PASSED, BUT WE
ARE AGREEABLE TO THE SPECIFICATIONS ORIGINALLY SET
OUT IN THE BID PACKET FOR THE BYXBEE PARK
VEGETATION PROJECT.
WARD HASTINGS,