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HomeMy WebLinkAbout1999-08-02 City CouncilC ty Manager’s Report TO:HONORABLE CITY COUNCIL FROM:CITY MANAGER DEPARTMENT: COMMUNITY SERVICES DATE:AUGUST 2, 1999 CMR: 298:99 SUBJECT:AWARD OF CONTRACT IN THE AMOUNT OF $102,000 TO HASTINGS LANDSCAPE CONSERVATION SERVICES FOR BYXBEE PARK VEGETATION MANAGEMENT RECOMMENDATION Staff recommends that Council: 1. Approve and authorize the Mayor to execute the attached contract with Hastings Landscape Conservation Services in the amount of $102,000 for vegetation management of Byxbee Park. The contract is a one-year agreement with options for two additional years through June 30, 2002. Authorize the City Manager or her designee, to exercise the option to renew the contract for the (second and/or third year), provided the contractor is responsive to the City’s needs, and the quality of the contractor’s work/product is acceptable during the first year of the contract (and/or other conditions which will determine the City’s willingness to renew the contract). DISCUSSION Project Description The work to be performed under the contract is for general site landscape maintenance and specialized native plant cultivation at Byxbee Park (former landfill site). Park rangers provide some park maintenance for the control of fennel and weeds along baylands hiking trails. However, there is not adequate staffing to mow the pastoral park and hillocks during the critical growing season. Hastings Landscape Conservation Services initially planted the park and has efficiently provided maintenance of this area since 1994. Contract maintenance responsibilities include general-grounds’ maintenance, the mowing of field grasses, propagation of selected native grasses and wild flowers, debris pickup, pruning of coyote bushes, and consultation to staff on the control ofnonnative invasive plants. CMR:298:99 Page 1 of 3 Bid Process A notice inviting formal bids for general site and landscape maintenance at Byxbee Park was sent April 26, 1999, to three contractors. The three contractors are the only known contractors in the Bay Area who have the necessary expertise in the propagation of grasses and wildflowers that are indigenous to the Palo Alto baylands. These contractors are also- known to have experience in working in sensitive wildlife habitat areas, which was another important consideration. Staff solicited the names of qualified contractors from neighboring park and open space agencies, but only these three were recommended. The bidding period was 29 days. A pre-bid meeting was held on May 13, 1999; one bidder attended the meeting. Bids were received from only one qualified contractor on May 24, 1999, as listed on the attached bid summary (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. Staff has reviewed the bid submitted and recommends that the bid of $102,000 ($42,000 for Fiscal Year 1999-2000), submitted by Hastings Landscape Conservation Services be accepted and that Hastings Landscape Conservation Services be declared the lowest responsible bidder. Staff checked references supplied by the contractor for previous work performed and found no significant complaints. Staff also checked with the Contractor’s State License Board and found that the contractor has an active license on file. RESOURCE IMPACT Funding for the first year of the contract is currently available within the FY 1999-2000 Communit), Services Operating Budget. See Attachment B for the complete contract cost breakdown. POLICY IMPLICATIONS This recommendation does not represent any change to existing City policies ENVIRONMENTAL REVIEW This project is categorically exempt from the California Environmental Quality Act (CEQA) under Section 15302 of the CEQA Guidelines. CMR:298:99 Page 2 of 3 ATTACHMENTS Attachment A: Attachment B: Attachment C: PREPARED BY: Bid Summary Contract Cost Breakdown Contract, including Exhibit A, Scope of Services Gregor?" Betts, Superintendent, Open Space & Science DEPARTMENT HEAD: PAUL THILTGEN Community Services Director CITY MANAGER APPROVAL: EMI HARRISON Assistant City Manager CMR:298:99 Page 3 of 3 Attachment A TABULATION OF BID RESULTS Project Title: Byxbee Park Vegetation Management Bid Opening: May 24, 1999 at 3:00 p.m. Contractor Mr. Ward Hastings Hastings Landscape Conservation Services Santa Cruz, CA Mr. Paul Kephart Rana Creek Ranch Carmel Valley, CA Mr. John Shooter John J. Shooter, Inc. Menlo Park, CA Attended Mandatory Pre-Bid Meeting Yes No No Bid Received $102,000 No Bid No Bid Attachment B 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. YEAR ACTIVITY FEE PAYMENT 1999/00 2000/01 2001/02 Remove Coyote Brush in all areas Mow Areas A & B & C Restoration of renegade trail and/or paths in all areas Maintain artistic structures in all areas Remove Coyote Brush in all areas Mow- Areas A, B & C Restoration of renegade trail and/or paths in all areas Maintain artistic structures in all areas Remove Coyote Brush in all areas Mow Areas A, B & C Restoration of renegade trail and/or paths in all areas Maintain artistic structures in all areas Three (3) Year grand Total (8/1/99 - 6/30/99) 15,000 13,250 8,500 5,250 11,000 13,250 6,000 1,250 9,500 1~,250 4,500 1,250 $102~000 ATTACHMENT ~ FORMAL CONTRACT SECTION 500 CONTRACT No. (Public Work) This Contract, number .... dated ........ is entered into by and between the City of Palo Alto, a chartered city and a municipal corporation of the State of California ("City"), and Hastings Landscape Cons#rvation Services, a .Sole Proprietor, ("Contractor"). For and in consideration of the covenants, terms, and conditions ("the provisions") of this Contract, City and Contractor ("the parties") agree: Term. This Contract shall commence and be binding on the parties on the Date of Execution of this Contract, and shall expire on the date of recordation of the Notice of Substantial Completion, or, if no such notice is required to be filed, on the date that final payment is made hereunder, subject to the earlier termination of this Contract. General Scope of Project and Work. Contractor shall furnish labor, services, materials and equipment in connection with the construction of the Project and complete the Work in accordance with the covenants, terms and conditions of this Contract to the satisfaction of City. The Project and Work is generally described as follows: Title of Project: Maintenance of Byxbee Park Fields and Paths RFQ No. 115210. Total Bid: $107.(3(30 Contract Documents. This Contract shall consist of the documents set forth below, which are on file with the City Clerk and are hereby incorporated by reference. For the purposes of construing, interpreting and resolving inconsistencies between and among the provisions of this Contract, these documents and the provisions thereof are set forth in the following descending order of precedence. a.This Contract. b.Invitation For Bid. c.Project Specifications. d.Drawings. e.Change Orders. f.Bid. g.Supplementary Conditions. h.General Conditions. I.Standard Drawings and Specifications (1992). j.Certificate of Insurance, Performance Bond, Labor & Materials (Payment) Bond. k.Other Specifications, or part thereof, not expressly incorporated in the Contract Specifications or the Standard Drawings and Specifications (1992). 1.Any other document not expressly mentioned herein which is issued by City or entered into by the parties. Compensation. In consideration of Contractor’s performance of its obligations hereunder, City shall pay to Contractor the amount set forth in Contractor’s Bid in accordance with the provisions of this Contract and upon the receipt of written invoices and all necessary supporting documentation within the time set forth in the CITY OF PALO ALTO iFB Page i of 7 FORMAL CONTRACT SECTION 500 Contract Specifications and the Standard Drawings and Specifications (1992), or, if no time is stated, within thirty (30) Days of the date of receipt of Contractor’s invoices. Insurance. On or before the Date of Execution, Contractor shall obtain and maintain the policies of insurance coverage described in the Invitation For Bid on terms and conditions and in amounts as may be required by the Risk Manager. City shall not be obligated to take out insurance on Contractor’s personal property or the personal property of any person performing labor or .services or supplying materials or equipment under the Project. Contractor shall furnish City with the certificates of insurance and with original endorsements affecting coverage required under this Contract on or before the Date of Execution. The certificates and endorsements for each insurance policy shall be signed by a person who is authorized by that insurer to bind coverage in its behalf. Proof of insurance shall be mailed to the Project Manager to the address set forth in Section 15 of this Contract. Indemnification. Contractor agrees to protect, defend, indemnify and hold City, its Council members, officers, employees, agents and representatives harmless from and against any and all claims, demands, liabilities, losses, damages, costs, expenses, liens, penalties, suits, or judgments, arising, in whole or in part, directly or indirectly, at any time from any injury to or death of persons or damage to property as a result of the willful acts or the negligent acts or omissions of Contractor, or which results from Contractor’s noncompliance with any Law respecting the condition, use, occupation or safety of the Project site, or any part thereof, or which arises from Contractor’s failure to do anything required under this Contract or for doing anything which Contractor is required not to do under this Contract, or which arises from conduct for which any Law may impose strict liability on Contractor in the performance of or failure to perform the provisions of this Contract, except as may arise from the sole willful acts or negligent acts or omissions of City or any of its Council members, officers, employees, agents or representatives. This indemnification shall extend to any and all claims, demands, or liens made or filed by reason of any work performed by Contractor under this Contract at any time during the term of this Contract, or arising thereafter. To the extent Contractor will use hazardous materials in connection with the execution of its obligations under this Contract, Contractor further expressly agrees to protect, indemnify, hold harmless and defend City, its City Council members, officers and employees from and against any and all claims, demands, liabilities, losses, damages, costs, expenses, liens, penalties, suits, or judgments City may incur, arising, in whole or in part, in connection with or as a result of Contractor’s willful acts or negligent acts or omissions under this Contract, under the Comprehensive Environmental Response, Compensation and Liability Act (42 U.S.C. §§9601-6975, as amended); the Resource Conservation and Recovery Act (42 U.S.C. §§6901-6992k, as amended); the Toxic Substances Control Act (15 U.S.C. §§2601-2692, as amended); the Carpenter-Presley- Tanner Hazardous Substance Account Act (Health & Safety Code, §§25300-25395, as amended); the Hazardous Waste Control Law (Health & Safety Code, §§25100-25250.25, as amended); the Safe Drinking Water and Toxic Enforcement Act (Health & Safety Code, §§25249.5-25249.13, as amended); the Underground Storage of Hazardous Substances Act (Health & Safety Code, §§25280-25299.7, as amended); or under any other local, state or federal law, statute or ordinance, or at common law. Assumption of Risk. Contractor agrees to voluntarily assume any and all risk of loss, damage, or injury to the property of Contractor which may occur in, on, or about the Project site at any time and in any manner, excepting such loss, injury, or damage as may be caused by the sole willful act or negligent act or omission of City or any of its Council members, officers, employees, agents or representatives. Waiver. The acceptance of any payment or performance, or any part thereof, shall not operate as a waiver by City of its rights under this Contract. A waiver by City of any breach of any part or provision of this Contract by " Contractor shall not operate as a waiver or continuing waiver of any subsequent breach of the same or any CITY OF PALO ALTO IFB Page 2 of 7 FORMAL CONTRACT SECTION 500 other provision, nor shall any custom or practice which may arise between the parties in the administration of any part or provision of this Contract be construed to waive or to lessen the right of City to insist upon the performance of Contractor in strict compliance with the covenants, terms and conditions of this Contract. Compliance with Laws. Contractor shall comply with all Laws now in force or which may hereafter be in force pertaining to the Project and Work and this Contract, with the requirement of any bond or fire underwriters or other similar body now or hereafter constituted, with any discretionary license or permit issued pursuant to any Law of any public agency or official as-well-as with any provision of all recorded documents affecting the Project site, insofar as any are required by reason of the use or occupancy of the Project site, and with all Laws pertaining to nondiscrimination in employment and hazardous materials. 10.Bonds. As a condition precedent to City’s obligation to pay compensation to Contractor, and on or before the Date of Execution, Contractor shall furnish to the Project Manager, if so determined, the Bonds as required under the request for proposal. 11.Representations and Warranties. In the supply of any materials and equipment and the rendering of labor and services during the course and scope of the Project and Work, Contractor represents and warrants: Any materials and equipment which shall be used during the course and scope of the Project and Work shall be vested in Contractor; Any materials and equipment which shall be used during the course and scope of the Project and Work shall be merchantable and fit to be used for the particular purpose for which the materials are required; Any labor and services rendered and materials and equipment used or employed during the course and scope of the Project and Work shall be free of defects in workmanship for a period of one (1) year after the recordation of the Notice of Substantial Completion, or, if no such notice is required to be filed, on the date that final payment is made hereunder; Any manufacturer’s warranty obtained by Contractor shall be obtained or shall be deemed obtained by Contractor for and in behalf of City. eo Any information submitted by Contractor prior to the award of Contract, or thereafter, upon request, whether or not submitted under a continuing obligation by the terms of the Contract to do so, is true and correct at the time such information is submitted or made available to the City; Contractor has not colluded, conspired, or agreed, directly or indirectly, with any person in regard to the terms and conditions of Contractor’s Bid, except as may be permitted by the Invitation For Bid; Contractor has the power and authority to enter into this Contract with City, that the individual executing this Contract is duly authorized to do so by appropriate resolution, and that this Contract shall be executed, delivered and performed pursuant to the power and authority conferred upon the person or persons authorized to bind Contractor; Contractor has not made an attempt to exert undue influence with the Purchasing Manager or Project Manager or any other person who has directly contributed to City’s decision to award the contract to Contractor; !.There are no unresolved claims or disputes between Contractor and City which would materially CITY OF PALO ALTO IFB Page 3 of 7 FORMAL CONTRACT affect Contractor’s ability to perform under the Contract; SECTION 500 Contractor has furnished and will furnish true and accurate statements, records, reports, resolutions, certifications, and other written information as may be requested of Contractor by City from time to time during the term of this Contract; Contractor and any person performing labor and services under this Project are duty licensed by the -State of California as required by California Business & Professions Code Section 7028, as amended; and Contractor has fully examined and inspected the Project site and has full knowledge of the physical conditions of the Project site. 12.Assignment. This Contract and the performance required hereunder is personal to Contractor, and it shall not be assigned by Contractor. Any attempted assignment shall be null and void. 13.Claims of Contractor. All claims pertaining to extra work, additional charges, or delays within the Contract Time or other disputes arising out of the Contract shall be submitted by Contractor to City in writing by certified or registered mail within ten (10) Days after the claim arose or within such other time as may be permitted or required by law, and shall be described in sufficient detail to give adequate notice of the substance of the claim to City. 14. 15. Audits by City_. During the term of this Contract and for a period of not less than three (3) years after the expiration or earlier termination of this Contract, City shall have the right to audit Contractor’s Project-related and Work-related writings and business records, as such terms are defined in California Evidence Code Sections 250 and 1271, as amended, during the regular business hours of Contractor, or, if Contractor has no such hours, during the regular business hours of City. Notices. All agreements, appointments, approvals, authorizations, claims, demands, Change Orders, consents, designations, notices, offers, requests and statements given by either party to the other shall be in writing and shall be sufficiently given and served upon the other party if (1) personally served, (2) sent by the United States mail, postage prepaid, (3) sent by private express delivery service, or (4) in the case of a facsimile transmission, if sent to the telephone FAX number set forth below during regular business hours of the receiving party and followed within two (2) Days by delivery of a hard copy of the material sent by facsimile transmission, in accordance with (1), (2) or (3) above. Personal service shall include, without limitation, service by delivery and service by facsimile transmission. To City:City of Palo Alto City Clerk 250 Hamilton Avenue P.O. Box 10250 Palo Alto, CA 94303 Copy to:City of Palo Alto Community Services Department Junior Museum & Zoo 1451 Middlefield Road Palo Alto, CA 94303 Attn: Greg Betts, Project Manager CITY OF PALO ALTO IFB Page 4 of 7 FORMAL CONTRACT To Contractor: Hastings Landscape Conservation Services 6013 Thurber Lane Santa Cruz, CA. 95065 Attn: Ward Hastings SECTION 500 Appropriation of City Funds. This Contract is subject to the fiscal provisions of Article III, Section 12 of the Charter of the City of Palo Alto. Any charges hereunder for labor, services, materials and equipment may accrue only after such expenditures have been approved in advance in writing in accordance with applicable Laws. This Contract shall terminate without penalty (I) at the end of any fiscal year in the event that funds are not appropriated for the following fiscal year, or (ii) at any time within a fiscal year in the event that funds are only appropriated for a portion of the fiscal year and funds for this Contract are no longer available. This Section 16 shall control in the event of a conflict with any other provision of this Contract. 17. Miscellaneous.. Bailee Disclaimer. The parties understand and agree that City does not purport to be Contractor’s bailee, and City is, therefore, not responsible for any damage to the personal property of Contractor. Consent. Whenever in this Contract the approval or consent of a party is required, such approval or consent shall be in writing and shall be executed by a person having the express authority to grant such approval or consent. Controlling Law. The parties agree that this Contract shall be governed and construed by and in accordance with the Laws of the State of California.. Definitions. The definitions and terms set forth in Section 1 of the Standard Drawings and Specifications (1992) of this Contract are incorporated herein by reference. Force Majeure. Neither party shall be deemed to be in default on account of any delay or failure to perform its obligations under this Contract which directly results from an Act of God or an act of a superior governmental authority. Headings. The paragraph headings are not a part of.this Contract and shall have no effect upon the construction or interpretation of any part of this Contract. Incorporation of Documents. All documents constituting the Contract documents described in Section 3 hereof and all documents which may, from time to time, be referred to in any duly executed amendment hereto are by such reference incorporated in this Contract and shall be deemed to be part of this Contract. Integration. This Contract and any amendments hereto between the parties constitute the entire agreement between the parties concerning the Project and Work, and there are no other prior oral or written agreements between the parties that are not incorporated in this Contract. Modification of Agreement. This Contract shall not be modified or be binding upon the parties, unless such modification is agreed to in writing and signed by the parties. Provision. Any agreement, covenant, condition, clause, qualification, restriction, reservation, term or other stipulation in the Contract shall define or otherwise control, establish, or limit the performance CITY OF PALO ALTO IFB Page 5 of 7 FORMAL CONTRACT SECTION 500IIIIIII required or permitted or to be required of or permitted by either party. All provisions, whether covenants or conditions, shall be deemed to be both covenants and conditions. Resolution. Contractor shall submit with its Bid a copy of any corporate or partnership resolution or other writing, which authorizes any director, officer or other employee or partner to act for or in behalf of Contractor or which authorizes Contractor to enter into this Contract. Severability. --If a court of competent jurisdiction finds or rules that any provision of this Contract is void or unenforceable, the provisions of this Contract not so affected shall remain in full force and effect. Status of Contractor. In the exercise of rights and obligations under this Contract, Contractor acts as an independent contractor and not as an agent or employee of City. Contractor shall not be entitled to any rights and benefits accorded or accruing to the City Council members, officers or employees of City, and Contractor expressly waives any and all claims to such rights and benefits. Successors and Assigns. The provisions of this Contract shall inure to the benefit of, and shall apply to and bind, the successors and assigns of the parties. Time of the Essence. Time is of the essence of this Contract and each of its provisions. In the calculation of time hereunder, the time in which an act is to be performed shall be computed by excluding the first Day and including the last. If the time in which an act is to be performed falls on a Saturday, Sunday, or any Day observed as a legal holiday by City, the time for performance shall be extended to the following Business Day. Venue. In the event that suit is brought by either party hereunder, the parties agree that trial of such action shall be vested exclusively in the state courts of California in the County of Santa Clara in the City of San Jose or in the United States District Court for the Northern District of California in the City of San Jose. Recovery of costs. The prevailing party in any action brought to enforce the terms of this Contract or arising out of this Contract may recover its reasonable costs, including reasonable attorney’s fees, incurred or expended in connection with such action against the non-prevailing party. IN WITNESS WHEREOF, the parties have by their duly appointed representatives executed this Contract in the city of Palo Alto, County of Santa Clara, State of California on the date first stated above. ATTEST:CITY OF PALO ALTO By: City Clerk Its: Mayor APPROVED AS TO FORM: Senior Assistant City Attorney APPROVED: CITY OF PALO ALTO iFB CONTRACTOR: Page 6 of 7 FORMAL CONTRACT Assistant City Manager Director of Community Services SECTION 500 By: Name: Title: ,,, Director of Administrative Services Contract Manager (Insurance Review) CITY OF PAL0 ALTO iFB Page 7 of 7 FORMAL CONTRACT SECTION 500 CERTIFICATE OF ACKNOWLEDGMENT (Civil Code § 1189) STATE OF COUNTY OF On , before me, public in and for said County, personally appeared , a notary , personally known to me (or 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 same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. - WITNESS my hand and official sea!. Signature (Seal) CITY OF PALO ALTO IFB Page 8 of 7 EXHIBIT A - SCOPE OF WORK BYXBEE PARK - VEGETATION MANAGEMENT Scope of Work: Vegetation management in Palo Alto’s Byxbee Park. Backgound: 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. Project 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. Tasks: 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. Restoration of Renegade Trails or Paths: Walking and bicycle trail routes have been designed for Byxbee Park. Because cyclists and hikers will from time to time create "renegade" trails or paths, the contractor will be responsible for restoring these areas by chisel and rototilling these areas, and then reseeding the area with the following seed mix. 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 of newly seeded areas: 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. Seeding: The following plant species will be used in the seeding of Byxbee Park: California brome Needle grass Foothill needle grass Wild rye Pacific hair grass California poppy ¯ Bromus carinatus 8 pounds/acre Nassella pulchra 12 pounds/acre Nassella lepida 12 pounds/acre Elymus glaucus 10 pounds/acre Deschampsia holciformus Eschscholzia californica 4 pounds/acre 5 pounds/acre 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 Sfiperintendent of Open Space and Sciences prior to such use.