HomeMy WebLinkAbout4.10 CivicCenterLandscBid
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CITY OJ!' DUBLIN
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: September 25, 1989
SUBJECT
~~; Civic Center Interior Landscaping Request for Bids
f~L-- Prepared by Paul S. Rankin, Assistant City Manager
EXHIBITS ATTACHED Bid Documents
RECOMMENDATION Authorize Staff to to solicit bids
FINANCIAL STATEMENT: Funding has been provided for in the Civic Center
project Budget .,.
DESCRIPTION Included in the :design of the Civic Center public
areas are several planters. Staff has worked with an Interior Plants
Consultant to develop specifications which are appropriate for the facility.
The planters consist of small fiberglass tubs which are located along the
main City Hall stairway and in soffits located in the public corridors of
both the Police and City Hall Wings. In addition, planter tubs are provided
in the elevator lobby areas in the City Hall Wing. In the public lobby
area, two planters are built into the floor area and have been provided with
drainage. The remaining planters will require an irrigation system which is
included in the bid package. The proposed system provides a reservoir of
water which is replenished on a regular basis. The bid package also
requests costs associated with the monthly maintenance service.
Some of the planters are located in areas which are not immediately within
reach of the public. These areas also present obstacles for regular
maintenance of the plant material. Therefore, the Consultant has
recommended the use of silk plants in these areas. This will continue to
provide the appearance of plants, while reducing the on-going cost of
maintenance. The City has developed in the specifications a maintenance
program which includes the dusting of the silk plants twice each year.
It is estimated that the cost of purchase and installation of the plants
will be approximately $6,500. These funds have been budgeted wi thin the
Civic Center Capital Improvement Project Budget. In addition, the monthly
maintenance cost is estimated at between $200 to $250 per month. These
costs will be paid from the Building Management Account and funds have been
included in the approved budget for this purpose.
It is recommended that the City Council authorize Staff to solicit bids for
the purchase of interior plants as described in the attached bid packet.
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ITEM NO.
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COPIES TO:
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NOTICE INVITING SEALED BIDS
FOR
CIVIC CENTER INTERIOR FOLIAGE INSTALLATION AND
PLANT MAINTENANCE
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NOTICE IS HEREBY GIVEN that sealed bids will be received until
10:00 a.m., Friday, October 6, 1989, at the City Manager's
Offices, which are located at Dublin Civic Center, 100 Civic
Plaza, Dublin, California 94568. The scope of services includes
the provision of live foliage, artif1-cial foliage, self-contained
irrigation system, and' maintenance services. Sealed bids will be
accepted for the project as outlined in the specifications. The
competency and responsibility of the bidders will be conSidered
in making the award. The City reserves the right to reject any
or all proposals, to determine the lowest responsible bidder and
to waive any informality or irregularity in the proposals
submitted.
A complete set of bid documents is available at Shannon Community
Center, 11600 Shannon Avenue, Dublin, CA 94568.
For further information concerning this bid, contact Paul S.
Rankin, Assistant City Manager at (415) 829-4600. (NOTE: New
phone number beginning October 2, 1989 will be (415) 833-6650)
Richard C. Ambrose, City Clerk
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BID
PROPOSAL SUMMARY FO'"
CITY OF DUBLIN
CIVIC CENTER INTERIOR FOLIAGE INSTALLATION AND
PLANT MAINTENANCE SERVICE
In submitting this proposal, I agree:
Planting Beds - Artificial Foliage
Material Costs (Includes styrofoam
pellets, foam core, planter moss)
Artificial Plants
Sub-Total Materials
Sales Tax on Materials
Installation of Artificial Planting
Beds
Sub-Total Artificial Planting Beds
Monthly Maintenance Cost
Sub-Total of Maintenance for
12 months (i.e. 12 x above)
TOTAL BID:
Live Foliage (1)
Maintenance (3)
I have received the documents titled City of Dublin Bid Specif-
ications - Civic Center Interior Foliage Installation and Plant
Maintenance Service Instructions to Bidders and General
Conditions and have satisfied myself as to the scope of the work
and the conditions required.
1. To hold my bid open for 30 calendar days from the date of
this proposal.
2.' To comply with the provisions of the Notice Inviting Bids,
General Conditions, Instructions to Bidders, and Bid
Specifications.
3. To proceed upon notification with the project in a timely
fashion in order to meet the estimated schedule.
4. To provide with my bid, references which will include their
names, addresses and phone numbers.
5. The following costs are as defined in the specifications,
general conditions, Instructions to Bidders, including all costs
of procurement and delivery and all other taxes or fees.
Planting Beds - Live Foliage
Material Costs (includes sub-irrigation,
Geotech Drain Boards, Soil) $
Plant Material $
Sub-Total $
Sales Tax on PlantS/Material $
Installation of Planting Beds $
Sub-Total Live Foliage $
( 1 )
$
$
$
$
$
$
$
$
(2)
/Mo.
(3)
A.
B.
C.
+ Artificial Foliage (2) + Annual
$
PROPOSAL FORM Page 1 of 2
6.
Proposed suttontractors: (Use Attached~rm)
Please provide the name, address and phone numbers of any
subcontractors. Also clearly identify the service each will
provide. Please use the attached form.
7. References
Please list three (3) references for which you have provided
similar work. (Include contact name, agency or company and
phone #, and length of time you have provided services.)
1 .
Description:
2.
Description:
3.
Description:
8. Addendums Included
This proposal includes all modifications contained "in the
following addendums or clarifications:
Addendum #
Date Issued
9. Submitted by
Name
Firm Name
Address
Phone (
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Date
Signature
PROPOSAL FORM Page 2 of 2
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CITY OF DUBLIN
CIVIC CENTER INTERIOR FOLIAGE AND
PLANT MAINTENANCE SERVICE
INSTRUCTIONS TO BIDDERS
PROPOSALS
Bids shall be made upon the form obtained at the Shannon Community Center
office. All items shall be filled out. "A copy of the form is also
included in the Bid Specification package. The signature of all persons
signing shall be in longhand. The completed form shall be without
interlineations, alterations, or erasures. Any irregularity may be cause
for rejection of the bid. Bids shall be submitted in a sealed envelope
with the words "CIVIC CENTER - INTERIOR PLANT BID ENCLOSED" on the outside.
All bidders are encouraged to view the site.
scheduled with Paul S. Rankin, Assistant City
829-4600 prior to September 30, 1989 or after
(415)833-6650.
An appointment must be
Manager. Contact at (415)
September 30, 1989 at
Bids must be received in the City Manager's Office, 100 Civic Plaza,
Dublin, CA 94568, no later than 10:00 a.m., Friday, October 6, 1989.
Bids shall not contain any recapitulation of the work to be done.
Alternative proposals will not be considered, unless called for. No oral,
telegraphic or telephone proposals or modifications shall be considered.
AWARD AND REJECTION OF BIDS
Award of the contract will be determined by the lowest total submitted by a
responsible bidder. The references shall be reviewed in regards to
successful experience with providing similar services and the ability to
perform the work as outlined. Unsatisfactory references may be cause for
rejection of the bid.
The right is reserved, as the interest of the City may require, to reject
any or all bids, to waive any informality in the bids, and to accept or
reject any items of the bid.
WITHDRAWAL OF BIDS
Bids may be withdrawn by the Bidder prior to, but not after the time fixed
for opening of bids.
INSTRUCTIONS, Page 1 of 2
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INTERPRETATION OF DOCUMENTS
If any person contemplating submitting a bid for the proposed contract is
in doubt as to the true meaning of any part of the specifications or other
proposed contract documents, he/she may submit to the City a written
request for an interpretation thereof. The person submitting the request
will be responsible for its prompt delivery. Any interpretation of the
proposed documents, which in the City's judgment is necessary, will be made
only by Addendum duly issued, and a copy of such Addendum will be mailed or
delivered to each person receiving a set of such documents. The City will
not be responsible for any other explanations or interpretations of the
proposed documents.
FORM OF AGREEMENT
The form of agreement which the successful bidder, as Contractor will be
required to execute, shall be based upon the information presented in the
General Conditions.
ADDENDUM OR BULLETINS
Any Addendum or Bulletins issued during the time of bidding, or forming a
part of the documents furnished to the Bidder for the preparation of
his/her bid, shall be made a part of the contract. The receipt of each
Addendum shall be acknowledged on the Bid Proposal Form as submitted by the
Bidder.
INSTRUCTIONS, Page 2 of 2
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GENERAL CONDITIONS
1 . LOCATION
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The project is located at 100 Civic Plaza, Dublin, CA 94568.
(Corner of Dublin Boulevard and Sierra Court)
2.
SCOPE OF WORK
For the live foilage, the scope of work includes: provision and
installation of plants, drainage board, filter fabric, soil mix,
MPS irrigation system.
For the artificial plants, the scope of work includes provision
and installation of silk plants, styrofoam base material and
Spanish moss covering on foam boar~.
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For the monthly maintenance portion, the scope shall include a
regularly scheduled program for maintaining the health and
appearance of the installation. The work shall be performed by
trained personnel.
The specifications section of the bid proposal contains a
detailed description of the installation.
3. TERM OF SERVICE
The installation shall be a direct purchase of all plants,
planting material, and irrigation system. The initial term for
the maintenance service shall be one year and may contain
provisions for contract extensions.
4. STORAGE OF SUPPLIES/MATERIAL/EQUIPMENT
The City shall not be responsible for the provision of any
storage areas. While performing the work, the Contractor shall
take precautions to assure that activities do not disrupt City
operations.
5. QUALITY OF SUPPLIES/MATERIALS
Only materials identified and recommended for a specific use
shall be used by the Contractor in accordance with the
manufacturer's instructions.
6. COMPLIANCE WITH LAWS
Contractor shall comply with all applicable state and local laws,
ordinances, and codes.
GENERAL CONDITIONS
Page 1 of 3
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7. HOURS OF WORK
For both the installation and the monthly service, Contractor
shall provide the services between 8:00 a.m. and 5:00 p.m.,
Monday through Friday, except on City holidays.
8. COMPENSATION
The installation work will be compensated within 30 days of
receipt of an invoice, provided the work has been satisfactorily
completed. Progress payments may be issued based on a percentage
Of the job completed, at the discretion of the City.
The contract for monthly maintenance~service shall provide for
payment on a monthly basis. Contractor must submit an invoice
showing the amount due for the previous month. All such payments
shall be contingent on approval of satisfactory performance of
the work stated in the specifications. Approval of satisfactory
performance shall be judged solely by the City representative
assigned to supervise this contract.
9. INSURANCE
The successful bidder must furnish, prior to beginning work,
satisfactory certificates of insurance issued by the carrier.
The certificates must indicate that the following coverage will
be in effect and must be maintained throughout the duration of
the contract:
a. Workers' Compensation Insurance in accordance with the
provisions of the Labor Code of the State of
California.
b. Public Liability and Property Damage in not less than a
combined single limit of $500,000 for one or more
persons injured and property damaged in anyone
accident. Property Damage Insurance shall include
specific protection from any possible damage to
buildings on adjoining property or to soil of adjoining
property which may result from the execution of this
contract.
c. Contractual Liability
The Public Liability and Property Damage Insurance
shall also name as an insured the City of Dublin and
shall assume the defense of the City, its officers,
employees, and agents from all suits, actions,
subjected or put by reason of, or resulting from, the
Contractor's operations in the performance of the
contract.
The Certificates of Insurance shall note that cancellation or
reduction in coverage of the specified insurance cannot occur
until ten (10) days after receipt by the City of notification of
such cancellation or reduction by registered mail. If
GENERAL CONDITIONS
Page 2 of 3
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cancellation or reduction
obtain like insurance and
the Contractor under this
of insurance should occur, the City may
deduct the premiums from amounts due
contract, or, terminate the agreement.
10. SCHEDULE
The following schedule is to be utilized:
Tuesday, September 26, 1989
Friday, October 6, 1989
Monday, October 9, 1989
Wednesday, October 18, 1989
Maintenance period begins upon
City.
Bid Sets Available
Bid Opening
Award of Bid by City Council
Installation Complete **
acce~tance of installation by
** The installation needs to be complete for opening ceremonies.
If the successful bidder has a difficulty in obtaining specified
plant materials, the City would allow a temporary substitute.
The Contractor would also be allowed to stage plants in temporary
pots. The temporary staging would need to remain for a minimum
of one week.
11. ASSIGNMENT
The Contractor shall not assign the agreement in whole or part
without prior written approval of the City Council.
12. INSPECTIONS
Regular inspections will be conducted by the City representative
responsible for supervising the agreement, to assure that
services are being properly informed and that satisfactory levels
of workmanship are adhered to.
City may request that Contractor's representative be present
during the inspection and that Contractor develop a plan to
address any deficiencies in a timely manner.
GENERAL CONDITIONS
Page 3 of 3
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CIVIC CENTER INTERIOR FOILAGE AND
PLANT MAINTENANCE SERVICE
BIDDERS LISTING OF SUBCONTRACTORS
Please provide the name, address, and telephone number of any
subcontractor which will be used. Identify the service or
product each will provide. Attach additional sheets as
necessary.
NAME
PHONE #
ADDRESS
WORK TO BE PERFORMED
NAME
PHONE #
ADDRESS
WORK TO BE PERFORMED
NAME
PHONE #
ADDRESS
WORK TO BE PERFORMED
NAME
PHONE #
ADDRESS
WORK TO BE PERFORMED
ATTACHMENT TO PROPOSAL FORM
"Sub Contractor Listing"
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Specifications
Page 1 of 5
DUBLIN CIVIC CENTER
INTERIOR PLANT SPECIFICATIONS
The following pages identify the species, type and arrangement within the
various planters. This listing is intended to be used in conjunction with
the bid documents and the drawings provided.
Irriqation System
The specified irrigation system is an MPS irrigation system with monotanks
or links as appropriate. The area identified as Display Area/Entry
Planters do not require irrigation systems as drains are provided in the
planter.
Existing Planter Liners
All planter areas with the exception of the display area are created
through the use of planter liners constructed by Planter Technology, Inc.
These are in place and are not part of the bid. The construction of the
liners is fiberglass reinforced plastic, single wall, with no drain outlet.
Field Review
It shall be the responsibility of each bidder to arrange a site visit with
the City representative to familiarize themselves with actual conditions.
Each bidder shall take all conditions into consideration in presenting
their bid.
Monthly Maintenance Proqram
The following shall represent the minimum requirements for the monthly
maintenance program. Contractor shall perform these duties not less
frequently than once every two weeks.
Service procedures and functions include:
1) Inspection of soil moisture levels and replenishment as necessary;
2) Inspection for soil and foliar insect pests, diseases and other such
infestations;
3) Trimming and cleaning of all foliage, removal of debris from soil
surface and addition of soil and/or mulch to soil surface;
4) Rotation of plants, as necessary, relative to any predominant light
source in order to maintain attractive shape; and
5) Maintenance of proper growing medium nutrient levels.
Contractor shall guarantee replacement of any plant on the monthly programs
which deteriorates in health and appearance with the same species, size and
grade plant.
The following procedures and functions shall apply to the silk plants only:
1) Dusting of the plant material;
2) Removal of any litter or miscellaneous.
These services shall be provided once every six months.
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Specifications
Page 2 of 5
DUBLIN CITY HALL
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PLANTERS - LIVE FOLIAGE
DISPLAY AREA
Entrz¡ PLanters:
14 10"
-(1) 37" wide x " Long x 45" deep (10" x 10" eheLf along baak sideJ-
AgLaonema 'SiLver Queen'
14 10"
-(1) 37" wide x " long x 45" deep (10" 'x 10" BheLf along baak Bide)-
·
Aglaonema 'Silver Queen'
Line bed with 2" thiak Geoteoh Drainage Board - COVel' with fiLter
fabria. Fill with SheLton #5 Soil Nix 01' approved substitute.
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PLANTER A - I
* (Irrigation/Soil)
Landing PLanters -
·
Use mono tanks 01' links and fill with Shelton
#5 Soil Nix.
Planter A - 15" x 23" x 13.5" deep:
2
3
· As above
8"
6"
Aglaonema 'Silver Queen'
AgLaonema 'Maria'
Planter B - 15" x 28" x 13.5" deep:
3
4
8"
6"
· As above
Aglaonema 'Silver Queen'
Aglaonema 'Maria'
Planter C - 15" x 64" x 13.5" deep:
7
8
8"
6"
· As above
Aglaonema 'SiZver Queen'
Aglaonema 'Narca'
PI'!!!.ter D - 15" x 22" x 13.5" deep:
2
10"
· As above
Sahefflera ArboriooZa
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DUBLIN CITY HALL
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PLANTERS - LIVE FOLIAGE, CONTINUED
Planter E - 15" $ 31" $ 13.5" deep:
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3
10"
Schefflera Arborioola
· Ae above
Planter F - 18" $ 48" $ 13.5" deep:
8
8"
Spathiphyllum 'Denive'
· As above
Planter G - 18" $ 36" $ 13.5" deep:
6
8"
Spathiphyllum 'Denive'
· As above
planter H - 23" $ 45" $ 13.5" deep:
8
8"
Aglaonema 'Silver Queen'
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As above
Planter I - 6" $ 45" $ 8" deep:
5
6"
Ag laonema 'Mal'ia'
· As above
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Specifications
Page 3 of 5
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Specifications
Page 4 of 5
DUBLIN CITY HALL
PLANTERS - ARTIFICIAL FOLIAGE
PL£!;.te!:' 1 - 48" X 36" x 13.5" dGGp:
12
8"
AgLaonema 'SiLve!:' QueGn' SiLka
Stage in bed of Sty!:'ofoam PeLLeta, attaah pLant a to 2"
foam corG Bead Boa!:'d ap!:'ayed Matte G!:'ay, top d!:'e88 with
Spaniah MOB8.
6
8"
·
pLante!:' 2 - 24" X 36" x 13.5" deep:
AgLaonema 'SiLVe!:' Queen' SiLka
·
Repeat Staging As above
PLante!:' :3 - 72" x 30" x 13.5" deep:
3
6
10"
8"
SaheffLe!:'a A!:'bo!:'icoLa siLka
ciaaua ELandanioa SiLka
·
Repeat Staging As Above
3
6
10"
8"
PLante!:' 4 - 78" x 30" x 13.5" deep:
SaheffLepa A!:'bo!:'iaoLa SiLka
CiB8U8 ELandanioa SiLka
·
Repeat Staging As Above
pLante!:' 5 - 84" x 48" x 13.5" deep:
4
7
10"
8"
ScheffLe!:'a Apho!:'icoLa SiLka
Ciaaua ELandanica si~ka
·
Repeat Staging As Above
:3
6
10"
8"
P~antep 6 - 72" X 48" x 13.5" deep:
ScheffLera A!:'ho!:'icoLa SiLka
Ci8aua ELandanica SiLka
·
Repeat Staging As Above
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Specifications
Page 5 of 5
DUBLIN POLICE STATION
ARTIFICIAL FOLIAGE, PLANTERS
· Stage in bed of Stryofoam Pe~~eteJ attaoh p~ante to 1" foam oore
Bead Board sprayed Matte Gray, and top dreee lJith Spanieh M08e.
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pLanter 1 - 12" x 13' x 13.5" deep:
13
8"
Ci88ue Elandanioa Silks
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Repeat Staging As Above
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pLanter 2 - 12" x 22' x 13.5" deep:
22
8"
Ci8eue Elandanioa Si~k8
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Repeat Staging As Above
Planter J - 10" x 20' x 13.5" deep:
19
0"
Cieeus ELandanioa Silks
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Repeat Staging As Above