HomeMy WebLinkAboutAgenda Statement 1983/08/16 Item 19 COUNCIL AGENDA STATEMENT
Item 19
Meeting Date 8/16/83
ITEM TITLE: Resolution /05,3 Appropriating funds from the General Fund to
complete open space maintenance and authorizing the attachment
of the Performance Bond of C. A. Redden Inc.
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SUBMITTED BY: Parks & Recreation Director (4/5ths Vote: Yes x No )
REVIEWED BY: City Manager
On June 30, 1983, the contract period between the City and the four
maintenance contractors for the ten open space districts - FY 82-83 ended. A
year end inspection was conducted to determine that all work was current
before being turned over to the FY 83-84 contractors.
It was revealed of the ten districts, only five were in an acceptable
condition. Five districts maintained by C. A. Redden Inc. had work still
uncompleted from previous months' inspections.
RECOMMENDATION: Authorize attachment of Performance Bond of C. A. Redden to
offset cost of completing maintenance contract work and approve supplemental
General Fund appropriation required to complete open space contract work.
BOARDS/COMMISSIONS RECOMMENDATION: Not applicable.
DISCUSSION:
On July 16, 1983, Council authorized the hiring of an Open Space Coordinator.
His responsibilities include that of overseeing and rating the performance of
the maintenance contractors in our ten open space districts.
Through daily inspections of the open space districts, specific areas of
concern are noted and comprised on a "Punch Item" list. The punch items are
then distributed to the contractor on a monthly basis which clearly define and
outline items of concern in the performance of the contractor's maintenance
contract.
Seven of the 10 open space maintenance contracts for FY 82-83 were awarded to
C. A. Redden Landscape Co. Because of uncompleted and unsatisfactory work
during the year, it was necessary to withhold monies during the months of
August, October, November, April , and June. Monies withheld for August,
October, and November have subsequently been released since the work was
finally completed in a satisfactory manner.
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Page 2, Item 19
Meeting Date 8/16783
Upon the completion date of Redden's maintenance contract for districts 1 , 2,
3, 5, 6, 7, and 9, districts 1, 3, 6, 7, and 9 showed work to be incomplete
and items previously discussed with the contractor to be in varying stages of
completion. Of the seven districts under his care only two were in a
condition considered to be acceptable for transfer.
The City requires the contractor to include a performance bond in his contract
package. The purpose is to provide a means for completion if the contractor
fails to complete the work as outlined in the contract. This protects the
City against liability or loss caused by acts or failures by the contractor.
Verbal conversations with Mr. Redden explaining that these neglected items
must be responded to and corrected by June 30th transpired as far back as
April . It was explained to him that, if necessary, the City would take action
by attaching his performance bond and having the work completed before
transferring these districts over to the new contractor for FY 83-84. A
letter dated June 27th was also sent stating that the Open Space Coordinator
was doubtful that completion of these items would be accomplished before June
30th and that it would be in the City' s and district homeowner' s best interest
to attach his performance bond to have this work done.
The department has contacted four contractors and shown the uncompleted work
as left by C. A. Redden. They submitted bids and those proposals have been
evaluated. It is recommended the following low bidders be used to perform the
incompleted work.
Contractor Open Space District
1 3 6 7 9
Cal/Scape 1840 1445 490 675 1295
Jeff Norton 3900 - - - -
Acacia Landscape 3300 745 550 700 700
Rain-rite - - 1500 - -
Recommended Contractor Cal/Scape Acacia Cal/Scape Cal/Scape Acacia
Cost $1840 $745 $490 $675 $700
Amount to Complete Work $4450.00
Fire Break Work on Open Space #3 590.00
Total Amount Needed $5040.00
Less Contract Payments Withheld
2541 .24
Amount Needed to Attach from
Performance Bond $2498.76
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Page 3, Item 19
Meeting Date 8/16/83
FISCAL IMPACT: The incompleted work will be completed before the bonding
company pays on the $2,498.76. The appropriation from the General Fund will
be a loan payable when the bonding company reimburses for the uncompleted work
left by C. A. Redden. The special appropriation for the bond amount combined
with monies held back from Redden for incomplete work for FY 1982-83 equals
the total appropriation of $5,040.00.
The following appropriations are required:
AMOUNT FROM
OPEN SPACE AMOUNTS PERFORMANCE TOTAL
DISTRICT WITHHELD BOND APPROPRIATIONS TO ACCOUNT
1 $ 477.05 $1,362.95 $1,840.00 551-5510-5298
2 83.08 ( 83.08)* -0- N/A
3 648.38 686.62 1 ,335.00 553-5530-5298
5 312.25 ( 312.25)* -0- N/A
6 83.00 406.92 490.00 556-5560-5298
7 64.00 610.92 675.00 557-5570-5298
9 873.32 ( 173.32)* 700.00 559-5590-5298
TOTALS $2,541 .24 $2,498.76 $5,040.00
* Too much money was withheld from the contract payment on these open space
districts. These amounts will be transferred to Open Space District 1 as
a credit against the total Performance Bond requirement. The total credit
is $568.65 leaving a balance of $794.28 in Open Space District 1 to be
taken from the Performance Bond.
WPC 0155R
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Form No. F-229
12/73
CERTIFICATE OF CITY/DIRECTOR OF FINANCE
Certification of Unappropriated Balance
I HEREBY CERTIFY that the money required for the
appropriation of funds for the purpose set forth in the attached
resolution is available in the Treasury, or is anticipated to
come into the Treasury, and is otherwise unappropriated.
11353
Amount $ 5,040.00 Fund General Fund
Purpose Open Space Maintenance Agreement
Bidder Cal/Scape Acacia
5510-5298 $1 ,840.00
5530-5298 1 ,335.00
5560-5298 490.00 Director of Finance
5570-5298 675,00 The City of Chula Vista
5590-5298 700.00
4x040.00 8/16/83 By Parks and Recreation Department
Certification of Unencumbered Balance
I HEREBY CERTIFY that the indebtedness and obligation
to be incurred by the contract or agreement authorized by the
attached resolution can be incurred without the violation of any
of the provisions of the Charter of the City of Chula Vista, or
the Constitution or the laws of the State of California, that
sufficient monies have been appropriated for the purpose of said
contract, that sufficient monies to meet the obligations of the
contract are actually in the Treasury, or are anticipated to come
into the Treasury to the credit of the appropriation from which
the same are to be drawn, and that said monies now actually in
the Treasury, together with the monies anticipated to come into
the Treasury, to the credit of said appropriation are otherwise
unencumbered.
Amount Not to Exceed $
Director of Finance
The City of Chula Vista
Date By
Fund Dept./Activity
Purpose
Bidder
Certificate No. 24
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