HomeMy Public PortalAboutORD13652 BILL NO. 2003-133
SPONSORED BY COUNCILMAN Otam-
ORDINANCE NO.
AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, AUTHORIZING THE
MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT WITH GAINES
LANDSCAPING FOR CEMETERY MAINTENANCE.
WHEREAS, Gaines Landscaping has become the apparent lowest and best bidder on the
Cemetery Maintenance project;
NOW, THEREFORE, BE IT ENACTED BY THE COUNCIL OF THE CITY OF
JEFFERSON, MISSOURI, AS FOLLOWS:
Section 1 . The bid of Gaines Landscaping is declared to be the lowest and best bid
and Is hereby accepted.
�action 2.The Mayor and City Clerk are hereby authorized to execute all agreement
with Gaines Landscaping for Cemetery Maintenance.
Section 3. The agreement shall be substantially the same in form and content as
that agreement attached hereto as Exhibit A.
Section 4. This Ordinance shall be in full force and affect from and after the date
of its passage and approval.
Passed: / ."" "I" I /, �li,'1/
1 4 L Approved:
Oresiding Officer Mayor
A TEST: APPROVED AS TO FORM:
City Clerk 1 il 4yyC&�L i ns�,o I o r
3 2
is CITY OIL',Ifs t'FERSON
CONTRACT RENT:ffAL OF THE CFME T R Y MAINTFNANCI,
WHEREAS, the City of Jefferson, Missouri,a municipal corporation, with offices at 320 East McCarty
Street,Jefferson City,Missouri,651 01,hereinafter designated"City,"entered info can Agreement with
Gaines Landscaping, with offices at 328 Hunters Run Road, Jefferson City, Missouri, hereinafter
referred to as "Contractor," on November 20, 2003.
WHEREAS, the Agreement was for lawn rnaintennnce of City cemeteries; and
WHEREAS,both parties wish Co extend the agreement for the first of two additional one-year renewal
periods as stipulated in Paragraph 3 of the agreement dated November 20, 2003;
NOW,THEREFORE, be it agreed by the parties that the agreement is hereby renewed for the first of
the two additional periods to end November 30, 2005.
IN TESTIMONY WHEREOF, the parties have hereunto set their hands and seals this day of
October, 2004,
CITY OF JEFFE SON, MISSOURI GAINES LANDSCAPING
Mayor -�_-.
Title;
ATTt-ST: ) � ATTEST;
City Clerk title i
li
APP T" AS T I: 1f;M:
City 1, i 'selor
11!Cuo)mc)I'des+crvicciruadw��y wrcckci scnicc',�mendn,cnlb:•0!,Hpd
f % 1" ) Z.
CITY Oh'.IEIrFERSON
CEM'ETIER Y h1.4INTENANCI: CONTRACT
THIS CONTRACT, made and cnlercd into Ihis kday of Novenlher, :2(1(13 by and between (iaincs
Landscaping, hcrcinaftcr called"('onlractur" aful die(, ity ol',Icl•ferson, Missouri, a rmulicipal corporation,
hereinafter called "city,"
WI'I'NI?SSET1I: That Whereas, Contraclor has become the lowest responsible bidder for Furnishing the
supervision, labor,tools,eluipnlenl,nnatcri;lls.lud supplies related to lawn maintenance ol'('ity cemeteries.
NOW 'I HEREFORF, the patties to this conllnct agree to file I611Mvin}!:
I. Scomm of Services.
Contractor agrees to perform the services related to lawn ulnint(:nal►ce of City celllclerics, said
services more particularly described in Exhibit A attached hereto. Said cemeteries fin' work to be
Performed arc: the I�;►irvicw and Woodland Cemeteries locatc(d of Fast Mc('arty Street, Jefferson
City,MiSS(1111'I,and the Longvic\v('cnlctcry,located on Scott Station Road .ICITersotn City,Missouri.
2. Manner and Time for Conn pIl ,tide((,
Contractor agrees with the City to liu•nish all supervision, Ial'or, tools. eLluipnlcnt, materials and
supplies necessary to pallornl, and to perfilrnl,said work at C'ontractor's own expense in accordance
with the contract docunlerlts and any applicable C'ily ordinances and state and federal laws, within
thirty(30)calenda► days Iron the date Contractor is ordered to proceed, which orlfcr shall he issued
by the Departincrlt of C.'ommunity Development wlfhill ten ( I0)davr;alter the elate of Ihi:; contract.
3. Contract Period.
This contract shall he ill el•icetive fr0111 DCCCltlbcr I, 2003 through NoVClllhel' 311, ''004. With the
consent ol'both parties, the('onlract nr►y he extoluded 101'IWO (2) additional one ( I ) year periods.
4. Payment.
Paytllcnt shall he nnadc to('orltractor by('ity following the submission by('ootractor ofall original
itemized Statement and a numlIlly letivity report I.illo\ving;eou►plefion ol'xr\ices.
5. Prevailiflu
To the extent that tile. work pal'Orined by Contractor is subjecl to prevailing wagc law. Contractor
shall pay a Wage of Ilo less, thall the"prevailing hourly l';lIC(11 \\';1gC.1," fOr\\ork of a similar character
in this locality, as CS111Mishel by Department of Labor and industrial Relations of the Statc of
Missouri, and as estahlishcd try the Federal 1',olploynlcnl Standards of thu Department (.)I' Labor.
Contractor acknowledges that Contractor knows the prevailing;hourly rate ofwagcs Ion-this project
because Contractor has obtained the prevailing hourly rate of wages from the contents of Allrlllal
Wageo rdcr No, 10 Section 020 in which the rats•of'\vages is .,c( forth.Coot;Irtor!'urtheragrccs that
Contractor will keep an accurate record tiho\ving the names and occupations of all workmen
employed in connection with the work to be perlix•nuxd under the ferns ol'Ihis Contract. 'I'hc record
shall show the actual wages paid to the workmen in connection with the work to he performed under
the terms of this contract, A copy of'tile record shall he delivered to tilt, Purchasing Agent each
week, In accordance with Section 290.250, RSMo, Cout;►ctor shall forluit to the City'Fen Dollars
® 11 ('anu.,er Irlcs service(iunus Lnndca nn ('rmrirn\fantrn mcr w.�K."i„❑1
I � 1
($10.00) for each workman employed, for each calendar(lay or portion thereofthat the workman is
paid Icss than the slipulated rates f(N' .Illy work done under this colill.Flct, by Coll1raclor or any
subcontractor under the Contractor.
(�. Prieinu.
Not '1'o Exceed
c)
Unit Price ;I oal Price
A. YFAR ONF,
Crlrc lind Maintcrlanco of,
Fairview, Woodland, and
Longview Cemeteries as
Speci f Ied, 12 nos. $1,233.33 $1 4,800.00
H. Yl'AR TWO
Care and Maintenance of
I1airvicw, Woodland, and
Longview C'emetcric,; as
Sheri I icd, 12 mos. S1,291 .07 $15,500,00
C. YI?Alt'fllll1;1
Care and Maintcllallc'c (,lf
Fairview, Woodland, and
Longview C: emocrics as
Specified. 12 mos. $1,333.33 x;16,000.00
7. Insur►rnce.
Contractor shall procure and maintain at its own expense (luring the life ol'this contact:
A. Workmen's('on1l)ensatioil ur all of its employces to he cngaged in work
under Ibis contract.
13. C'ontractor's Public I.iahility 111SUNHICC in Ml airlount not less than $500,000 lily all
claims arising out oI'a single occurrerlcr and $1 00,000 Im. any oile pursoll in a
single accident 01' OCCUrrence, cxccpI for those claims governed by the provisions
of' the Missouri Workmen's Conlllensation Law, Chapter 287, VSN,lo, and
Contractor's Property Damage 111surancc in rill amount not less than `E;500,000 fin'
all claims arising oul of I single Accident ur(Yrclu'rclicc and $10(1,000 filr ally one
persoll ill a single accident or occurrence,
('. Atitolimbilc lability Insurance in an all umilt not less than $500,000 for all claims
alt'ISlllg 011t Oki SiligIC rlCCidellt (ti' occurrence alld `i 100,000 I'm-ally (Ilia I)CI'SOIl Ill
a Single accident of occurrence.
U. (hv►le.r's Prolecliv hiabililLlllsurrilxC. Cmit•aclor shall also obtain it Its own
exI)ense and deliver to the City an (AVIM"S PI'OICCIiVC Liability InSIIraI1Ce Policy
naming the('ity ol'Jcl'lcrsoil as the insurcd, in an amou►1t not less than$500,000 for
all claims arising out of a single accident or occurrcnce and `1;100,000 for any one
11'('unlracf filtri.tirn'u'c Ilmncw Lund+ea nn l'rnu�n Vnu irn, U,'N.h t„. 7
person in a single accident or occurrence, except for those Claims governed by the
provisions ol*the MkSourl Workmen's Compensation hiv,,, Chapter 2X7, KSMo.
No policy will he accepted which excludes liability liar damage to underground
structures o►• by reason of blasting, explosion or collapse.
11. Subcontracts_ In case any or all of this work is sublet.. Contractor shall require the
Subconll•actortoprocl►rc al►d maintain all insurance required in Subparagraphs(A.),
(11.), and ( C.) here.of'and in like amounts.
I , Scout of Insurance and.S c ia, I la?,II-d. The insurance required under Sub-
paragraphs (1(13,) and ( (.',) hcrcol,shall provide adequate protection liar Contractor
and its subcontractors, resllc.ctivcly, against damage claims which may arise from
operations tlndcr this contrail, % hethcr such operations be by the insured or by
anyone directly or indirectly cmploycd by it, and also against any special hazards
which may be encountered in the perfiu•rllancc ol•this contract.
NOTE,: Paragraph (F.) is construed to require the procurement of Cont actor's protective
insuranec (or coutirlgcnl public liability and contingent property damage politics) by a
general contractor whose subcontractor has employees working on the project, unless; the
gcncl•al public liabilityand property danulgepolicy(orriderattached thereto)oftheycneral
contractor provides adequate protection against claims arising 1'rorll operations by anyone
directly ol• indirectly employed by ConUraclor,
8, Contractor's Responsibility for Subcontractors.
It is Further agreed that Contractor shall be as fully responsible to the City For the;lets<and omissions
of its subcontractors, and of persons either directly or indirectly employed by them, as Contractor
is tier the acts and omissions of persons it directly employs. ('olltl'aetol' shall cause appropriate
provisions to be inserted in all suhcontr•acls relating tit this work, to hind all subcontractor;; to
Contractor by all the terms herein set Forth, insoftlr as applicable to the work of'suhcontractors and
to give Contractor the same powcr regarding lamination ofany subcontract as the City nary exercise
over Contractor underany provisions ofthiscontract. Not hinE:,collmi lied ill t his cont ractshalIcrentc
'Illy C(111lrlctl1F11 I'Clatlnlls hCI\VCCII idly Subcontractor and the City 111• howecil ally subcontractors.
9, [Auliddated Damages,
The City play dC(luct Two 1It►ndred Fifty Dollars ('-'?SO,Utl) from a nv amount otherwise (life under
this contract liar every day Contractor fails or rei'uses to prosecute the W01'k, or any separable hart
thereof, with such diligcnec as will insure Iht completion by the time above specified, or ►any
extension Ihercol', or fails to complete the work by such tinge,as long as the City does not terminate
the right of Contractor tit proceed. It is further provided that Conn•actor shall not he charged with
li(luidatcd dunaages bCCMISC of, delays in the completion ol'the work clue to l►nforesceable causes
beyond C'ontractor's alrlltol and without fault or negligence on Contractor's hart or the parr of its
agents.
10. Tcriuination.
The City reserves the right to terminate this contract by givin}! at (east 11\1- (5) days prior written
notice to(,onU•actor,without prc_ludicc to any other rights or renlc(IIcs ol'IIle City should Contractof.
be adjudged a bankrupt, or if Contractor should make a general assiplilllcnt filr the benefit of its
II CmIlf.vl I dry senor (rnntm I,un1emm,v lu.'s"k,k I O 3
creditors, of it'a receiver should lie appointed fir Contractor or for ;lily of' its property, or if
Contractor should persistently or repeatedly rct'usc or tail to supply enough properly skilled
workmen or proper material, or ifCoulraetor should refuse or fail to make prompt payment to clily
person supplying labor or materials [or (Ile work tinder (lie contract, or persistently disregard
i list ruct.ions ol'the City oi. fail to observe o►'perform any provisions of'tile contract.
11. City's Hint to ri•occed..
IIi (lie event I.hls contract is tet'IlIiIlatCd ptlt'Stlallt to I'aragraph 7,then the City may take over the work
and prosecute the same to completion,by contract or otherwise,and C'orlt•actor and its sureties shall
be liable to the City for Tiny costs over the alllot►lll of this C011INICt thCI-chy occasiOIICd by the City.
In arty such case(lie City play take possession of;arld utilise in completing(he work,such materials,
atpplianccs Iutd structures as play be on the work site and arc necessary Cor completion of the work.
The foregoing provisions are in addition to,and not in limitation elf', the rights of the City under any
other provisions elf tlic contract, city ordinances, and state and Ccdcral Inws.
I'?. locic�rrrr►ih.
To the fullest extent permitted by law, the(.`ontractor N+.ill indenrlli ly al)d hold harmless the City, its
elected and appoitited officials,employees,and agents from and af!ailist anyancl all claims,damages,
losses,and Cxpcnscs iticluding alttorrlcys' fees arising(lltt ot'or resulting front t he pertornlaIice of'tlie
work, provided that any such claim, damage, loss or expense (I) is attributable to hodily injury.
sickness, diSCa5C, or death, or to injury to or destruction ol'tangible property (oilier than the Work
itself) including the loss of use resulting therefrom and (2) is caused in whole or ill pail by any
negligent act or omission ofcotltractor, any subcontractor, anyone directly or indirectly employed
by any ol'them or anyone tin•whose acts any of them Imly be liable, regardless ol'whcthcr or not it
is causal in part by a party indemnified hereunder. Such obligation shall not he construed to negate,
abridge,or otherwise reduce any other right orobligatioll elf indemnity which would otherwise gist
as to ally party or pc►soll described ill this Paragraph.
13. i1:rv11111Cnt for i,uhor :rod Materilds.
Contractor agrees and hinds itsell'to pay lilr all labor dorn;. and fol. all the matcrials used in the
constniction of the wort: to be ClllllplCICd plll'Sllant to tills Contract,
14. stmolies.
Contractor is hereby authorized and directed to utilize the City's sales lax exempt ioll in the purchase
of goods and materials for the protect as set out in SCCti011 144,062, RSi ,lo 1 986 als amended.
15. KoowlCdLC of Local Conditions.
Contractor hereby warrants Ihat it has examined the location of(hc proposed work and rile attached
Specifications and has fufly considercd such local conditions in marking its hid herein,
16. 5evel-atbilityt
Irany section, subsection, sentence, or clause of'Ihis Contract shall he adjudged illegal, Invalid, or
uncnfilrccable, such illcgulity, invalidity, or unculorcalbllity shall 1101 al'li;cl the Icill alily, validity,
or enforceability of' the contract as a whole, of ell ally Seclloll, subsection, sentence, clause, or
attachment not so adjudged.
17. Governing Law.
The contract shall lie governed by tilt; laws tit'(lie State ol, Missouri. The courts of,the State of
• Missouri shall have,jurisdiction over any dispute v✓hich arises under (his contract, and each of the
parties shall submit and hereby consents to such courts exerelsc of jurisdreaon, In any successful
action by the City to enlorce this contract,the City shall he cot itled to recover its nuonley's fees alnd
expenses irlcut'red in such action.
[VOumno 1'IIts"vItICC Gain a Lart'iScaping CamC{lYy Wi m ancC 16•:9-M up1 4
ll,. Contract Documents.
The contract documents shall consist of the following:
a, I'Itis Cotttraet I',. (icncral Provision's
h. Addenda g. Special Provisions
C. InRlrnrllion 161- Bidders h, 'technical Specifications
d. Notice to Bidders 1. Druwirlg and/or Sketches
C. Signed Copy of Bid
This contract and the other documents enumerated in this paragraph, form the C'ont'act hctwccn the
parties. 'These documents are as Fully a part ofthc Contact Its ifatarhed hereto or reheated herein,
19, C'om )Ivtc htdcr•standirog, Meer.
Parties agree that this dlileumenl including those doelllllClltS dlcscribCd in the section entitled
"Contract Doe Ill letlls"represellt the 1'1111 and complete understanding of the parties. This contact
includes only those goods and services specifically set oul, This contract Supersedes all prior
Contracts and understandings hctwccn the Contractor and tllu C ky,
20, Authorship and Fiffor.cement
forties agree 111al the prodliCtion ol'this (IOClrn1C111 was flicjoint eflorl ol'both parties and that the
Contract should not be construed as having been di'al'ed by either parry. In the event that either Harty
Shall seek to enforce the terms ol'this contract through litigation, the I>revailing party in such action
shall he entitled to reecive,in addition to any other relict',its reasonable attorneys fees,expanses att(I
costs.
21. Amendments.
This Contract play not be modified, changed or altered by ally oral promise or statement by
whorllsoever mule; nor shall any modification of it he hinding upon file City until such written
mollification shall have been approval in writing by an authorized officer of the City. Contractor
acknowledges that the City may not be responsible Cor paying lily clunlges(+r Illodi I ical ions that were
not properly authorized.
22. Waiver of Breech .
Fsrilure to I?xcl'Cise 161,1111i,111d \Vaiver: Fililul'e to insist upon strict eorllpl Ill cc with ally oflhe terms
covenants or conditions herein shall not be deemed a waiver of ally such leans, C()1CllalltS of
conditions, nor shall any failure at one or more times be dCCII1Cd a waiver or relinquishment at arty
other tittle or'taller, by duly right Holier the lerrlls,covenants or Conditions herein.
23. JlSsiLnmcnt.
Neither party may sell or assign its rights of responsibilities under the ICrnls of• Ibis agreement
without the express consent oftlrc rarlaininv party.
24, Nnndibcrinaivation,
Conll-actol'agrees Ill the pel'f(Il'mallce of this C'.-Int-act 11w to disda imillale on tho proulld of because
ofrace,creed,color,national origin o►'Iulcesu'y,sex, religion, handicap,agc, or political opinion or
al'Iilialion, against ally employee of Contractor nr applicant 16r employment and shall include a
similar provision in all subcont•actS lei or MVIINIcd llCI'C1111dC1•,
25, Notice;.
All notice;; required to he in writing may he given by first class Illail addresscd to City ol',IclTerson,
Department ofCommunity Development, 320 VAN McCarty,Jefferson City, ;Missouri, 05101,and
li C 1101111(1 I'IItl \'ICf'liAlnl's Iau1,IN'JIAn`'(CII tT1T}�1nI1tlfL,llNC IU:X Ul.q�nl 5
Contractor at (anines Landscaping,3281hinters Run, .IclTerson City, Missouri,05 109. The date of
delivery of tiny notice shall he the Second full day aver the day of its mailing.
IN WITNESS WHEREOF, the parties hereto have set their hands and seals this W��� day ot'Noveniber,
2003.
CI'T'Y O N-Ik° "I.:I2SON, MISSOURI CONTRACTOR
141yor Title:
AT l ?S'1': ATTI?S`I':
()Zv
tty Clerk !•� 'Title:
APPROVED AS '0 FORM:
City Counselor
11`Cnnttaal Fdc&ksenica\Oaind La idscaping Camaay Maintamnce 10.28.03.u1x3 6
SCOPE OIL SERVICES
It is agreed and Understood by the contractor that Work 11urlin•1114--d under this COM1,10 will be
inspected by the City and the City reserves the right at any time to Suspend or order the correction
o1' work peribrmcd and to dcclarc the contract lin'lcitcd fin• 1-Casons o1' nou-compliance to this
Contract.
I . General
1.2 The contractor shall nut engage or use tilt; services of sul)Cont'artors in the
per'IOI-111alice o1 tllis Contnuct except wilt the prior written approval of'the Citybefi)re
any work is performed. All services will be perl'ormed in a workmanlike fashion.
2. Personnel Requirements
2.1 '['Ile CO1111'aetol' Shall be 1'l'Spt)Il`,lt)IC l'or all supervision N(luircd to satisfactorily
pel•1,61-111 the requirements oI'(lie coll(nict.
3. F(luiptllCnt and Supply Requirements
3,1 The C011tl',ICtOI' 111(ISt 1111'111sh all equipment and materials necessary to perform the
contract.
4. SPECIFIC RE?QUIRE:MI?NTS
4.1 l'airvicw, Woodland and Longview C'cnletcrics
4.1.1 The contractor shall provi(le nulintcn,1ricc,111(I repair ol'thc ccnlctcry grot.uuls
located on East McCarty Street and Scott Station (toad, .Ic1*1'erson City,
Missouri in accordance with the terms and conditions set herein.
4, 1 .2 Contractor shall plow the grass and vel;ctation as oticn as needed to keep
vegetation four inches (4") or less, ()lice the mmvillg has started in a
ccnlctcry, it must he Corllpfeted in a two (2) clay I)CHO I, unless weather
conditions do not permit the Colllpictioll thel'eot,
4.1 .3 Contractor shall trim gratis and vegetation along and on both sid" of any
Icliccs of walls, to the paved strect or roadway, and maintain any lcnces of
walls Crce li•on1 thecntanglemcnt oC',I!irlcs iuul ell othel'vegetation. 'This must
be coordinated at the same time as ;rowing is being clone and as needed
between mowing ol'the grounds.
. .
4.1 .4 C,olltraelor 5hi111 t'llll f�l'iISS illlcl \'(.k;(,tilt(111 ill'011ll(I all gl'il\'L Illilrk(.IS,
headStO11CS,and other al)l)urtcnarlces of,tlie cemetery. The contractor may use
II COnlrul HICSSritiurWiRCSUmdwapingI'nnrinyS4unlcnanceI 7
Exhibit A
vegetation control 1)1'0(IllC1S M'0(11ld grave markers, headstones and other
appurtenances to re(ItICC tllC atllotlrlt of*triniming; however, all products used
must be approved by the City prior W application. This must he coordinated
at the same time as the plowing,described in Item 2 Above.
4.1.5 Contractor shall trim and ca►'C fi)r Shurb )e'y a, directed by the City. This
item iticludes the cutting and renloval of brush and urtdcrgrowth on the
hillside of Chestnut Street and East Miller Street.
4. 1.6 Contractor shall maintain all areas fr%c 01' litter rand unsightly debris.
Contractor shall remove fiallen limbs, leaves, and litter frond the cemetery
grounds as needed, but not less than (Inc (1) time per week.
4.1.7 Contractor shall dispose of litter and yard waste in accordance with
applicable laws and not stored on the cemetery prerni scs.
4.1.8 Contractor shall maintain the hard surfaced Ciltr'ance Toad,inner roadway,and
adjoining sidewalks free of'tllucl, snow and debris.
4.1.9 Contractor shall maintain gates, fences, and storage buildings in good
condition and good repair with materials provided by the City. Materials
provided by the City do not irlclu(IC vegetation control products. Any
vegetation control products described in 4.1.4 shall be at the sole expense of
the contractor.
4.1.10 Coil tract or Shall use care at all items while;pct-6orrlling work in the cemeteries
to Avoid any damage to grave markers, headstones, and other appurtenances
to the cemetery.
4.1.11 Contractor shall remove and dispose of gravc decorations as needed or
re(Iuested, but r►ot less than R)ur (4) times per year during the months of
Febt'uary, April, October and August.
4.1.12 Contractor shall level and reseed all sunken graves or areas of cemetery as
needed or requested by the City. The City shall approve any and all seed to
be used and shall reimburse the contractor for the Seed used.
4.2 Reports
4.2.1 Contractor or Contractor's designee shrill be Available to mect with City
repr'escntatives upon rcgtlest.
4.2.2 Contractor must submit a monthlystatement ol'nlainterlance activity with the
billing statement.
11:`('t nUacl 1'ilcx srnice(ininrs l+mihoping Cctinelrq Maimenancr 8
Exhibit A
4.2.3 Contractor shall maintain a lob of all service performed that month, if any,
and submit with the monthly invoice,
4.2.4 The City shall maintain a monthly lob of any service inadequately performed
that month. The City will monitor services and will require Contractor to
correct the services inadequately performed within seventy-two (72) hours.
Contractor must notify the City at completion of corrective services.
5. Inspection
5.1 The Director of Community Development or his designee, will provide for the
inspection of the work. The inspector shall decide all questions that may arise as to
manner and of performance and acceptable fulfillment of the contract by the
contractor. Suspension of work may be ordered in writing by the Director of
Community Development or his designee if deemed to be in the public interest.
lincommo I ila nentee Clnlnry L+u daaping Cnnntry Muimmunce 10.25.0J,WIxI 9
FINANCE t A M I N T
ti
� L11aC1-�ASiN(. DIVISION
SUBJECT: Bid 21(,11 - Cemetery Maintenance, Fairview. Woodland and kongview
Community Development. Opened October 7, 2003
BIDS RL CL IVID:
Your One Year Two Year Thrce
Suess Grounds Maim,, I Ienley, MO $13.872.00 $14.568.00 $15,300,00
Capital City L.awncarc, .lrflcrson City. MC) $15.000.00 $14,=100.00 $1 4,250,00
All Scasons. Lohman, MO $14.160.00 $14,868.00 $15.600.00
Gaines City, MO S14,800.00 S 1 1,500.00 `�16,000.00
,lack Decken Serv., .Icficl:son ON, MO $18,000.00 $18.000.00 $18,000.00
Dullc Lawn & Pest. .leflcrson City, MO $54.9c)c).96 $57.750.00 $60,637.50
FISCAL NOTF:
1000-3320-2040-0000 - Cemelery Maintenance
Budgctcd 2003-200.1 $ 20.000.00
Bid No. 2100 $14.800.00
Balance $ 5.200.00
PAST I' IVORNIANCk:
This vendor has provided cemetery maintenance oil an emergency hasis and has hcen
rated satisfactory by the deparU»ent. Bawd on the evaluation of inli)rmation provided listing the
prior experience. background and exl)erlise OI per'somlel, staff inlerviews and relerencc checks:
staff helieVCS this vendor will provided the scrviecs as specilied.
Stuff rcconu»ends the award of the hid to (iuincs L(lndscaping ol'.Iel'Icr'sort City, Missouri
based on the criteria listed in the hid and explained in the dcpurtnlental mcn)orandunt. The total
anlount ofthe contract for year one will be $14,800,00. The hid c,u'ried up to two additiorlill one
year renewal periods at Specific is prices i f the City chooses to renew.
A'I TACI IIv11-.N'I'S - SL)PPORTINC; I)OCUMI?N FA 1'ION
'I'ubu1,16011 01'Kids, Departmental Recoil)mendation
Slgnatllr L-1.
Purchasing A nl Direct )r, l)cp . NC )II1mU1111V I)CVelopmcnt.
Memorandum
Department of Community Development • 320 East McCarty Street • Jefferson City, Missouri
To: Terry Stephenson, Purchasing A ent
From: Patrick E. Sullivan, P.E.. Direc� 7
Re: Cemetery Maintenance
Date: October 24, 2003
The Department of Community Development is recommending the three year contract to
maintain the City's Cemeteries be awarded to Gaines Landscaping, Incorporated,
The City's Purchasing Agent had sent the Request to Bid to eighteen (18) vendors plus
advertisements in the local newspaper. From this effort six (6) bids were received. After
reviewing these bids, the review team (J.J. Gates, Parks Resources Division Director; Dick
Crader, Construction and Maintenance Supervisor Street Department; Gala Jaramillo,
Environmental Services Division Director) interviewed the low four (4) bidders. The interview
questions were based on the Scope of Services presented in the Request for Bid. After the
interviews each reviewer scored each bidder interviewed. The criteria For scoring included the
following: Cost(60%), Past Experience and Reliability(25%), Expertise of Personnel (15%). The
composites of these rankings are as follows:
1. Gaines Landscaping, Inc.
2. All Seasons Landscaping
3. Capital City Lawn Care
4. Suess Grounds Maintenance
To complete the selection Ms. Jaramillo called references given for the top two choices
as well as visiting some of the locations they are maintaining. The recommendations received
and the quality of work performed by Gaines Landscaping, Inc. supports the Department's choice
of Gaines Landscaping, Inc. as the cemetery maintenance contractor.
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15(.05,z
CITY OF JEFFERSON
CONTRACT RENEWAL OF THE CEMETER Y MAINTENANCE
WHEREAS,the City of Jefferson,Missouri, a municipal corporation,with offices at 320 East McCarty
Street,Jefferson City, Missouri, 65101, hereinafter designated"City,"entered into an Agreement with
Gaines Landscaping, with offices at 328 Hunters Run Road, Jefferson City, Missouri, hereinafter
referred to as"Contractor," on November 20, 2003, and amended October 29, 2004.
WHEREAS,the Agreement was for lawn maintenance of City cemeteries; and
WHEREAS, both parties wish to extend the agreement for the second of two additional one-year
renewal periods as stipulated in Paragraph 3 of the agreement dated November 20,2003,and amended
October 29;-2004;
NOW,THEREFORE,be it agreed by the parties that the agreement is hereby renewed for the second
of the two additional one-year periods to end November 30, 2006.
IN TESTIMONY WHEREOF,the parties have hereunto set their hands and seals this day of
November, 2005.
CITY OF JEFF�,RSON,MISSOURI GAINES LANDSCAPING
May . President
ATTEST: ATTEST:
^ ` I
t
City Clerk Title: l f1�
V�
APP DA FORM:
City Counselor
u0VV 9 5 2005
HAContract Files\service\Gaines Landscaping\Amendment 05-06.wpd
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