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Home My WebLink AboutSole-Source - Replacement Planter Boxes for Community GardenContract No. C34580 CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT STAFF REPORT REQUEST: APPROVE AN EXEMPTION TO THE BIDDING REQUIREMENT AS PROVIDED IN MUNICIPAL CODE SECTION 3.32.090 TO ALLOW SOLE SOURCE PROCUREMENT FROM GREENDAY, LLC, INDIO, CALIFORNIA; AUTHORIZE PURCHASE OF REPLACEMENT PLANTER BOXES; AND APPRORIATE $57,842.40 FROM UNOBLIGATED RECYCLING FUND (PROJECT 997-16) SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works CONTRACTOR: Greenday, LLC 43-180 Sunburst Street Indio, California 92201 DATE: July 9, 2015 CONTENTS: Proposal Box Location Exhibit Vicinity Map Recommendation By Minute Motion: 1. Approve an Exemption from the Bidding Requirement as provided in Municipal Code Section 3.32.090 to allow sole source procurement from Greenday, LLC, Indio, California, for replacement community garden planter boxes; 2. Authorize the purchase of 28 replacement community garden planter boxes in the amount of $52,584.00; 3. Authorize the Finance Director to set aside a 10 percent contingency in the amount of $5,258.40; 4. Appropriate $57,842.40 from Unobligated Recycling Fund; and 5. Authorize the City Clerk to advertise and call for bids for the irrigation and soil materials at such time appropriate to coordinate with the box delivery. Staff Report Contract No. C34580 Approve Bidding Exception and Authorize Purchase of Replacement Planter Boxes Page 2 of 3 July 9, 2015 Funds are available, after appropriation, in Account No. 2364618-4400100, Recycling Fund; and for the irrigation repair and soil material in Account No. 234618-4400100, Park and Recreation Capital Outlay Fund. Background The San Pablo Community Gardens located along the west side of San Pablo Avenue between Royal Palm Drive and Santa Rosa Way was originally constructed in the late 1990s. It is comprised of four separate garden areas: Guadalupe, Catalina, San Nicholas, and Santa Rosa. The planter boxes were constructed using a recycled wood and plastic product made to resemble wooden boards. The boards are now badly warped and material is no longer available for on -going repairs. In investigating appropriate repair materials, staff located a recycled glass and concrete product that is produced in the Coachella Valley. The material was recently used on El Paseo for the trash receptacles and benches, and for replacement picnic tables and benches in various City parks. The material is manufactured using a minimum of 70 percent post -consumer glass, and will minimize maintenance costs while increasing the longevity of each planter. The recycled material is also less susceptible to sun damage, and any necessary replacement parts can be easily obtained through the local manufacturer. A number of replacement planter options were evaluated by both the landscape and engineering staff, and these planter boxes were determined to be the best product for sustainability and longevity. There are currently two different sized boxes in use at the Guadalupe Gardens. The replacement planter box sizes will be uniform at 4' x 10', allowing for four additional planter boxes to be placed in the Guadalupe Garden for a total of 28 planter boxes. Staff is also requesting authorization at this time to call for bids for the installation of a new water efficient irrigation system and planter box preparation. City crews will be used for the demolition of the current garden area and grading in preparation to receive the new planter boxes. This will minimize the down time for the community gardeners. In order to minimize inconvenience and unavailability of garden plots, staff is only addressing the Guadalupe Garden area at this time. The construction period is estimated to be between 75 and 90 days, making the Guadalupe Garden available for the fall planting season. It is staff's desire to rehabilitate the remaining San Pablo Community Gardens in subsequent years. Staff Report Contract No. C34580 Approve Bidding Exception and Authorize Purchase of Replacement Planter Boxes Page 2 of 3 July 9, 2015 Fiscal Analysis The proposed cost for the initial manufacturing, assembly, and delivery of the garden planter boxes is $52,548.00. On -going maintenance will not be affected by this action, and staff anticipates a reduction in water usage with the newly designed boxes and irrigation system. Prepared By: — Y/ Randy C ez, L dscape Supervisor 9Z�lj'lw Paul S. Gibson, Director of Finance n M. Wohlmuth, City Manager Departierft 4ead: Mark Grey ood, P.E" Director of ubli W ks Frankie Director of Special Programs Contract No. C34580 GREENDAY LLC Page: 2 Date: May 28, 2015 Bid to: City of Palm Desert Project: Community Gardens We propose hereby to furnish material and labor - complete in accordance with specifications below, for the sum of: ONE THOUSAND EIGHT HUNDRED SEVENTY-EIGHT / PER. CONTAINER dollars $1,878.00 — INCLUDES TAX ON MATERIAL 25% DEPOSIT REQUIRED PRIOR TO MANUFACTURE: BALANCE DUE UPON COMPLETION AND/OR DELIVERY Authorized Signature *Note: This proposal is good for 30 days. We hereby submit specifications and estimates for: - -FABRICATE & INSTALL 4' x 10' x 30" HIGH PLANT CONTAINERS, 5" THICK IN 6 SECTIONS ALL INTERSECTIONS OF PANELS TO BE CONNECTED WITH A HINGE JOINT, SECURED WITH 17GA., 1 3/8 " GALVANIZED PIPE WITH TREATED RE -BAR INSIDE PIPE BURIED IN GROUND 6" AT 6 POINTS. THESE PIPES WILL BE FILLED WITH CEMENT AND RECYCLED GLASS TO SOLIDIFY CONNECTION. THE INSIDE OF ALL HINGE JOINTS WILL BE COATED WITH 4.5 OZ ALKLAI RESISTANT MESH AND CEMENTIOUS WATERPROOF COATING. ALL CONTAINERS WILL HAVE A MINIMUM OF 70% RECYCLED GLASS CONTENT. - THE WORK TO BE DONE CONSISTS OF FURNISHING ALL MATERIAL, EQUIPMENT, TOOLS, LABOR AND INCIDENTALS, INCLUDING BUT NOT LIMITED TO TRANSPORTATION, DELIVERY AND ASSEMBLE AS REQUIRED BY DRAWINGS. SPECIFICATIONS AND CONTRACT DOCUMENTS FOR THE ABOVE STATED PROJECT. THE PRICE PER CONTAINER IS COMPLETE INCLUDING ALL APPLICABLE TAXES. - ALL PLANT CONTAINERS WILL BE SEALED WITH A GLOSS, STAIN RESISTANT WATERPROOFING -SEALER, ON TOP AND ON THE EXTERIOR. - TOTAL COST PER CONTAINER: $1,878.00 — INCLUDES TAX ON MATERIAL Acceptance of Proposal - The above prices, specifications and conditions are satisfactory and we hereby accept. You are authorized to do the work as specified. Payment will be made as outlined above. Date of Acceptance: re All material is guaranteed to be as specified. All work to be completed in a workmanlike manner according to standard practices. Any alteration or deviation from specifications below involving extra costs will executed only upon written orders, and will become an extra charge over and above the estimate. All agreements contingent upon strikes, accidents or delays beyond our control. Owner to carry fire, tornado, and other necessary insurance. Our workers are fully covered by Workman's Compensation Insurance. NOTICE "Under the Mechanic's Lien Law (California Code of Civil Procedure, Section 1181 et seq.), any contractor, subcontractor, laborer, supplier or other person who helps to improve your property but is not paid for his work or supplies, has a right to enforce a claim against your property. This means that after a court hearing, your property could be sold by a court officer and the proceeds of the sale used to satisfy the indebtedness. This can happen even if you have paid your own contractor in full. If the manufacturer, subcontractor, laborer, or supplier remains unpaid." Page 2 of 2 ' . 4Ln • a;„ i m IL d fr- C; ,i i c 'i n - - - -._ �i k Contract No. C34580 ®F YAI.MD San Pablo Community Gardens @ Guadalupe �crNFORMA�®� Date: 2015 VICINITY MAP