HomeMy WebLinkAbout06-11-18 City Commission Packet Materials - C12. PSA with Alpine Reflections for Drought Tolerant Garden at the MOR
Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Jessica Ahlstrom, Water Conservation Specialist Shawn Kohtz, Interim Director of Public Works
SUBJECT: Professional Services Agreement with Alpine Reflections Inc. for the Installation of a Drought Tolerant Demonstration Garden.
MEETING DATE: June 11, 2018
AGENDA ITEM TYPE: Consent
RECOMMENDATION: Authorize the City Manager, or Her Designee, to Sign a Professional Services Agreement with Alpine Reflections Inc. for the Installation of a Drought Tolerant Demonstration Garden at the Museum of the Rockies.
BACKGROUND: Bozeman is a semi-arid and drought prone community. One-third of total
annual water use in Bozeman goes into lawns and landscapes. In the summer, this amounts to fifty percent of all water used in the City. In order to become a more drought-resilient community, the City’s Water Conservation Division recognizes the value of a drought tolerant demonstration garden to serve as a public showcase illustrating best management practices for
resilient landscapes suited to Bozeman’s climate so as to promote change in the way residents
think about landscapes and outdoor water use.
As a result, the City’s Water Conservation Division is working in partnership with Montana State University (MSU) to complete the installation of drought tolerant landscaping, efficient irrigation, and educational signage and brochures to educate residents about efficient outdoor
water use. A Memorandum of Agreement between the City and MSU, which outlines the
responsibilities of each party with respect to this project, was approved by the City Commission on May 21, 2018. Staff subsequently solicited quotes from two landscaping companies for the installation of the plants and irrigation system per the City’s puchasing policy for work between $5,000 and $79,999. Alpine Reflections, Inc. submitted the low quote of $21,910.50.
This project supports goals outlined in the 2012 Integrated Water Resources Plan which
recommends that fifty percent of needed future water supplies come from conservation, as well as response measures outlined in the 2017 Drought Management Plan which call for the reduction of outdoor water use during times of drought.
UNRESOLVED ISSUES: None
ALTERNATIVES: As suggested by the Commission.
FISCAL EFFECTS: Total costs to the approved FY18 Drought Tolerant Demonstration Garden CIP Water Fund (WC04) are $21,910.50.
Attachments: Attachment A – Professional Services Agreement with Exhibits Attachment B – Project Quotes
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The insurance shall cover and apply to all claims, demands, suits, damages, losses, and
expenses that may be asserted or claimed against, recovered from, or suffered by the City without
limit and without regard to the cause therefore and which is acceptable to the City and Contractor
shall furnish to the City an accompanying certificate of insurance and accompanying endorsements
in amounts not less than as follows:
•Workers' Compensation - statutory;
•Employers' Liability - $1,000,000 per occurrence; $2,000,000 annual aggregate;
•Commercial General Liability - $1,000,000 per occurrence; $2,000,000 annual
aggregate;
•Automobile Liability - $1,000,000 property damage/bodily injury per aecident.
The above amounts shall be exclusive of defense costs. The City of Bozeman, its officers,
agents, and employees, shall be endorsed as an additional or named insured on a primary non
contributory basis on both the Commercial General and Automobile Liability policies. The insurance
and required endorsements must be in a form suitable to City and shall include no less than a sixty
(60)day notice of cancellation or non-renewal. The City must approve all insurance coverage and
endorsements prior to the Contractor commencing work. Contractor shall notify City within two (2)
business days of Contractor's receipt of notice that any required insurance coverage will be terminated
or Contractor's decision to terminate any required insurance coverage for any reason.
The City must approve all insurance coverage and endorsements prior to the Contractor
commencing work.
8.Termination for Contractor's Fault:
a.If Contractor refuses or fails to timely do the work, or any part thereof, or fails
to perform any of its obligations under this Agreement, or otherwise breaches any terms or
conditions of this Agreement, the City may, by written notice, terminate this Agreement and
the Contractor's right to proceed with all or any part of the work ("Termination Notice Due
to Contractor's Fault"). The City may then take over the work and complete it, either with its
own resources or by re-letting the contract to any other third party.
b.In the event of a termination pursuant to this Section 8, Contractor shall be
entitled to payment only for those services Contractor actually rendered.
Professional Services Agreement for Installation of a Drought Tolerant Demonstration Garden FY 2018 Page 5 of 11
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EXHIBIT A-Scope of Services
ARTICLE 1: WORK
Drought Tolerant Plants
1.Contractor shall procure, deliver and plant native and drought tolerant shrubs, perennials and
grasses included in Exhibit B per the proposed plant sourcing recommendations in Exhibit B.
Most plants for this project are on-reserve at local nurseries.
2.Contractor shall plant native and drought tolerant shrubs, perennials and grasses included in
Exhibit B per the planting plan and general notes included in Exhibit C. Contractor shall work in
collaboration with landscape designer who will be on site to assist with plant placement. Total
area for each Garden Bed included in Exhibit Care as follows:
a.Garden Bed A: 290 ft2
b.Garden Bed B: 940 ft2
c.Garden Bed C: 435 ft2
3.Contractor shall guarantee all plants for one (1) year after installation.
Irrigation
4.Contractor shall procure, deliver and install drip irrigation equipment per general notes in
Exhibit C. Drip tubing for Garden A to include 0.9 gallon emitters spaced 9 inches apart.
5.Contractor shall procure and install battery timer and filter for Garden A (to be connected to
spigot with City water source).
6.Contractor shall verify backflow protection is up to code in Garden Bed A.
Mulch and Compost
7.Contractor shall procure, deliver, till and incorporate compost into the soil. Compost type to be
determined by City and landscape designer.
8.Contractor shall procure, deliver and install pea gravel mulch to a depth of 2 inches in each bed.
Fall Planting -Bulbs
9.Contractor shall plant bulbs included in Exhibit B in October at a time to be agreed upon by both
parties. City shall order and purchase bulbs to be planted in October.
ARTICLE 2: TIME
1.Contractor shall complete items 1-8 listed in ARTICLE 1: WORK between June 12, 2018 and June
24, 2018. Items 1-8 must be completed by June 25, 2018.
2.Contractor shall complete item 9 listed in ARTICLE 1: WORK in October 2018 at a time to be
agreed upon by Contractor and City.
ARTICLE 3: COST AND PAYMENT
1.Total project costs shall not exceed twenty-one thousand nine hundred ten dollars and fifty
cents ($21,910.50). City shall pay Contractor upon final completion and acceptance of the work
outlined in ARTICLE 1: WORK. Payment for work items 1-8 listed in ARTICLE 1: WORK
satisfactorily completed in accordance with this agreement shall be made in one lump sum
payment. Payment for work item 9 listed in ARTICLE 9: WORK shall be made in a separate lump
sum payment upon final completion and acceptance of work.
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