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HomeMy WebLinkAboutEngledow, Inc./STREET/ $53,527.30/2024 Flower Maintenance-ASAEngledow, Inc. Street Department - 2024 Appropriation # 1206 101 43-509.00 Fund; P.O. # 110777 Contract Not To Exceed $53,527.30 ADDITIONAL SERVICES AMENDMENT TO AGREEMENT FOR GOODS AND SERVICES THIS AMENDMENT TO THE AGREEMENT FOR GOODS AND SERVICES (“Agreement”) entered into by and between the City of Carmel and Engledow, Inc., (the “Vendor”), as City Contract dated February 5, 2020 shall amend the terms of the Agreement by adding the additional services to be provided by Vendor consistent with the Scope of Work attached hereto and incorporated herein as Exhibit “A”. The terms and conditions of the Agreement shall not otherwise be affected by this Additional Services Amendment and shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have made and executed this Amendment as follows: CITY OF CARMEL, INDIANA Engledow, Inc. by and through its Board of Public Works and Safety By: By: Sue Finkam, Presiding Officer Authorized Signature Date: Printed Name Laura Campbell, Member Date: Title Alan Potasnik, Member FID/TIN: Date: ATTEST: Date: Jacob Quinn, Clerk Date: S:\\Contracts\\Departments\\Street\\2024\\Engledow, Inc. ASA - Flower Maintenance.docx:1/17/2024 11:39 AM\] Todd Engledow CEO 35-1066915 02/01/2024 DocuSign Envelope ID: F0B13522-5D05-4A48-B33D-595F316D344A 2/21/2024 2/21/2024 2/21/2024 Exhibit A City of Carmel Street Department 2024 Flower Maintenance-Service Contract The City of Carmel would like to receive quotes for planting and maintaining Spring, Summer, Fall annuals , and Winter decor for four areas in Carmel. Maintaining includes watering and removing weeds from the planted areas. Some areas are irrigated but may still need supplemental watering of the areas. The four areas to be planted with annuals and annuals maintained are: 1. Main St. Cast Stone Planters (32 planters total-each opening approx. 24" wide) 2. Sophia Square Courtyard (18 rectangular planters and the base of 12 topiary planters) 3. Palladium Planters & Urns (15 small stone urns , 15 large stone urns , 15 stone planters , & 64 iron urns) 4. Indiana Design Center (5 large urns & 6 small urns) The Carmel Street Department will be purchasing all annuals /perennials for this contract. The Contractor will be required to install and maintain these plantings for Spring , Summer, Fall, and Winter seasons. A 2" layer of leaf compost is to be applied by the contractor to all planting beds, pots, or urns and incorporated into a depth of 6" prior to planting of any annual or perennial. The contractor is to supply the leaf compost. The Contractor will be required to apply a three-month slow-release application of fertilizer , as to manufacturer's specifications, to all planting beds, pots, or urns after planting is complete. The Contractor will also water all annuals/perennials immediately after planting and inform the City by text or e-mail as to which areas have been completed. The Contractor will be required to use dark brown dyed hardwood mulch around the annuals after planting occurs if the soil is disturbed to have a completed finished look to each landscape area. No more than 33% of soil or mulch shall be visible after planting any seasonal display. Spring planting is to begin in the 3rd week of March. Summer planting is to begin the week of May 13 th . Fall planting is to begin in the 1st week of October. Winter decor is to be complete before the 2nd Saturday in November. Upon the completion of the growing season , the contractor will be required to pull all dead annuals/ decor, trim all perennials that were planted, and remove and dispose of all plant material from the planting beds. Page 1 of 6 DocuSign Envelope ID: F0B13522-5D05-4A48-B33D-595F316D344A Winter Decor Details The Sophia Square topiaries are not to have any decorations. Only the 18 rectangular stone planters will have winter decor. Winter decorations are to include greens covering the entire planter opening to a height of not less than I ft. high. All soil in the planters is to be covered with the winter decor. The center of the urn is to be as high as the width of the urn, with the maximum height to be 6 ft tall. The construction of the winter decorations is to be made in such a way so they will withstand winter winds, storms, and snow. The Contractor is to maintain, repair, or replace any decorations that do not withstand winter weather. Some urns contain irrigation systems. If any of these systems are damaged during the installation of decorations, the Contractor is responsible for repairs. The allowable material for each planter should be a mixture of: Branches spray-painted white or gold Cut eucalyptus Dried hydrangea blooms Dried Magnolia grandifl-ora branches Evergreen boughs Holly branches (both evergreen and deciduous) flex verticillata Pinecones Red, Silver, or Gold ornaments Any other festive plant materials approved by the City prior to installation Page 2 of 6 DocuSign Envelope ID: F0B13522-5D05-4A48-B33D-595F316D344A Winter Decoration Examples Page 3 of 6 DocuSign Envelope ID: F0B13522-5D05-4A48-B33D-595F316D344A Page 4 of 6 DocuSign Envelope ID: F0B13522-5D05-4A48-B33D-595F316D344A Page 5 of 6 DocuSign Envelope ID: F0B13522-5D05-4A48-B33D-595F316D344A End of Specifications Page 6 of 6 DocuSign Envelope ID: F0B13522-5D05-4A48-B33D-595F316D344A January 09, 2024 CITY OF CARMEL STREET DEPARTMENT 2024 CONTRACT PROPOSAL Contract No. -75151 CITY OF CARMEL This is an agreement between Engledow, Inc., 1100 East 116th Street, Carmel, IN 46032, and City of Carmel ("Client"), Attn: Crystal Edmondson, 3400 W. 131st Street, Carmel, IN 46074 . INCLUDED SERVICE DESCRIPTIONS WEED CONTROL Landscape beds will be relatively free of weeds at all times . Weeds in landscape beds and tree rings will be pulled or sprayed with an herbicide . On appropriate plant material, a pre-emergent herbicide may also be employed. Suckers will be removed from plants where appropriate . SPRING COLOR -INSTALL Spring pansies, as designed by Engledow, will be installed in the designated flowerbeds or containers as soon as the ground is workable. SPRING COLOR -WATER Spring flowers will be watered and maintained during their growing season. SPRING COLOR -REMOVAL Spring flowers will be removed when summer annuals are installed. SUMMER COLOR -INSTALL Annual flowers, as designed by Engledow, will be installed in the designated flowerbeds or containers after the threat of frost is past. Four basic practices that yield consistently superior flowerbeds will be used: vigorous tilling, incorporation of amendments of organic matter and nutrients, careful variety selection, and mulching after planting. In each planting area, soil conditions and microclimate will be fully considered. Annual flowerbeds, maintained by Engledow, will be guaranteed to be viable through September 1st of each year. Flowers are not guaranteed if damaged by vandalism, wildlife, vehicles, storm damage, fire, flood, or act of God. SUMMER COLOR-WATER AND MAINTAIN Summer color flower plantings will be cared for throughout the growing season to promote healthy plants and vigorous blooming. Routine inspections are made to identify fertility needs, insect, and disease problems. Watering and fertilization will be done as conditions warrant. Appropriate pest controls will be applied as necessary. Occasionally, disease problems are encountered that cannot be controlled and can be only marginally contained. SUMMER COLOR -REMOVAL Annual summer flowers will be removed in early fall when plants begin to decline due to the shorter days and seasonal changes. Engledow, Inc. • 1100 East 116th Street • Carmel IN 46032 DocuSign Envelope ID: F0B13522-5D05-4A48-B33D-595F316D344A Contract No. -75151 CITY OF CARMEL STREET DEPARTMENT January 09, 2024 FALL COLOR -INSTALL Fall color, as designed by Engledow, will be installed in designated flowerbeds or containers. FALL COLOR-WATER Fall color will be watered, as needed, depending upon rainfall amounts. FALL COLOR-REMOVAL Fall color will be removed when their color has faded. WINTER PLANTING -INSTALL Evergreen plantings, designed by Engledow, will be installed in designated areas, as a winter cover when the preceding change-out is removed. Timing will depend on how long the preceding color program is viable. WINTER PLANTING -MAINTAIN Winter cover will be monitored and watered, as needed, during the winter season. WINTER PLANTING -REMOVAL Winter cover is removed when the spring or summer seasonal change-out is due. OPTIONAL SERVICE DESCRIPTIONS PRUNING Engledow recognizes pruning as a horticultural process in which plant species are pruned based on their individual requirements -determined by growing season and flowering. We follow the basic formative principles of pruning; remove unhealthy branches, preserve desired shape, and structure, and maintain safety and accessibility. This pruning maintenance service is for the growing season and does not include the following: topping, corrective pruning of storm-damaged plant material, rejuvenation, heading or renewal pruning, dormant season pruning, large tree pruning, or any pruning that requires the use of a ladder or lift. Engledow, Inc. • 1100 East 116th Street • Carmel IN 46032 DocuSign Envelope ID: F0B13522-5D05-4A48-B33D-595F316D344A Contract No. -75151 CITY OF CARMEL STREET DEPARTMENT January 09, 2024 2024 CONTRACT SUMMARY ESTIMATED INCLUDED SERVICES PRICE EACH EXT PRICE SALES TAX TOTAL PRICE WEED CONTROL $0.00 $1,455.74 SPRING COLOR -INST ALL $0.00 $6,106.62 SPRING COLOR-WATER $0.00 $1,795.20 SPRING COLOR -REMOVAL $0.00 $1,615.68 SUMMER COLOR -INSTALL $0.00 $6,669.85 SUMMER COLOR-WATER AND $ 0.00 $14,084.10 MAINTAIN SUMMER COLOR -REMOVAL $0.00 $3,051.84 FALL COLOR-INSTALL $0.00 $5 ,161.20 FALL COLOR -WATER $0.00 $2,468.40 FALL COLOR -REMOVAL $0.00 $2,121.75 WINTER PLANTING-INSTALL $0.00 $4,622.64 WINTER PLANTING -MAINTAIN $0.00 $628.43 WINTER PLANTING -REMOVAL $0.00 $3,745.85 TOTAL: $0.00 $53,527.30 ESTIMATED OPTIONAL SERVICES PRICE EACH EXT PRICE SALES TAX TOTAL PRICE PRUNING 0.00 $1,346.40 TOTAL: $ 0.00 $1,346.40 Engledow, Inc. • 1100 East 116th Street • Carmel IN 46032 DocuSign Envelope ID: F0B13522-5D05-4A48-B33D-595F316D344A Contract No. -75151 CITY OF CARMEL STREET DEPARTMENT January 09, 2024 BILLING SCHEDULE NOTE: Optional services are not included ESTIMATED MONTHLY BILLING SCHEDULE SERVICE PRICE SALES TAX TOTAL PRICE MARCH2024 $4,460.61 $0.00 $4,460.61 APRIL 2024 $4,460.61 $0.00 $4,460.61 MAY2024 $4,460.61 $0.00 $4,460.61 JUNE2024 $4,460.61 $0.00 $4,460.61 JULY2024 $4,460.61 $0.00 $4,460.61 AUGUST2024 $4,460.61 $0.00 $4,460.61 SEPTEMBER 2024 $4,460.61 $0.00 $4,460.61 OCTOBER 2024 $4,460.61 $0.00 $4,460.61 NOVEMBER 2024 $4,460.61 $0.00 $4,460.61 DECEMBER 2024 $4,460.61 $0.00 $4,460.61 JANUARY 2025 $4,460.61 $0.00 $4,460.61 FEBRUARY 2025 $4,460.61 $0.00 $4,460.61 TOTAL: $53,527.32 $0.00 $53,527.32 Engledow, Inc. • 1100 East 116th Street • Carmel IN 46032 DocuSign Envelope ID: F0B13522-5D05-4A48-B33D-595F316D344A Contract No. -75151 CITY OF CARMEL STREET DEPARTMENT January 09, 2024 TERMS AND CONDITIONS SOLICITATION: Client agrees to neither solicit nor hire, neither during the term of this Agreement nor for twelve months thereafter, any person who was an Engledow employee during the term of the agreement. DECISION: A signed copy of this Agreement must be returned to Engledow within thirty days to obtain the quoted prices. MOST CURRENT AGREEMENT: This Agreement supersedes all prior negotiations, proposals and understandings, if any, between Client and Engledow and constitutes an understanding of the parties. DOMAIN: This Agreement is governed by the laws of the State oflndiana. CAPACITY: The person signing this contract represents that they have the authority to do so on behalf of the Client. BILLING TERMS: All charges will be billed in advance of the service period. Client agrees to pay all amounts due under this contract within thirty days of the billing date. Payments not received within thirty days are subject to a service charge of 1 ½%per month (18% annually). Payment via check or electronic fund transfer is preferred. Cash, bank wire transfer, and credit card payment options are also available upon request. Credit card payment requires a signed authorization form which authorizes an additional nominal surcharge to share in third-party processing costs. COLLECTION TERMS: Client agrees to pay all costs of collection and all reasonable attorney fees in the event it becomes necessary for Engledow to enforce any of the provisions of this Agreement. TERMS OF CONTRACT: This contract is for the full period of time stated above. The contract may be terminated for cause after the Client has given Engledow Group written notice of a service deficiency and Engledow group has failed to cure said deficiency within 30 days. Should the contract be terminated prior to completion, the Client shall pay Engledow for all services delivered prior to the effective termination date based on contractually quoted price by service. DELAY: If installation/work initiation is delayed at the direction of the Client and/or their agents from the agreed upon date, the Client will reimburse Engledow for any extra costs incurred as a result of the delay. ADDITIONAL WORK: Services not specified in the Specifications Exhibit will be provided on a time and materials basis. SPECIAL ORDERS: Special order items require a deposit of fifty percent and cannot be canceled or returned. FUEL: Due to Engledow 's significant fuel consumption in vehicles and equipment and the current uncertainty of fuel prices, it may be necessary for Engledow to add a fuel surcharge to its invoices. Any surcharge would be based on actual changes in fuel prices. MANUFACTURER WARRANTIES: Manufactured products such as decorative containers are covered only by the manufacturer 's warranty. Copies of the manufacturer 's warranty will be provided upon request. No further warranty is expressed or implied. Defects and damages which develop over time (after the manufacturer's warranty has expired) are the responsibility of the Client. Engledow will do its best to assist you in anticipating problems and resolving them. UNDERGROUND AND PRIVATE UTILITIES: Engledow will not be responsible for damage done to unmarked cables, and "private utilities". Including but not limited to gas lines , irrigation lines, power lines, telephone lines, lighting wires, and electric dog fencing. The contract price does not include time and materials needed to overcome underground hazards (i.e., vaults, cisterns, wells, sewers, junction boxes, boulders, stumps and any other unforeseen obstacles). By By Brian Basey Date January 09, 2024 Date ENGLEDOW, INC. CITY OF CARMEL Engledow, Inc. • 1100 East 116th Street • Carmel IN 46032 DocuSign Envelope ID: F0B13522-5D05-4A48-B33D-595F316D344A Engledow Flower Locations-2024 Spring Location Size Notes Main St. Cast Stone Planters 32 planters 48 flats-1801-pansy Sophia Square Courtyard 18 rectangle planters 54 flats-1801-pansy Sophia Square Courtyard 12 topiary bases 24 flats-1801-pansy Palladium 15 small stone urns 20 flats-1801-pansy Palladium 15 large stone urns 68 flats-1801-pansy; 45 grass Palladium 15 stone planters Empty for spring Palladium 64 iron urns 64 flats-1801-pansy Indiana Design Center 5 large; 6 small urns 24 flats-1801-pansy Summer Location Size Notes Main St. Cast Stone Planters 32 planters 256-4.5" pot-vinca Sophia Square Courtyard 18 rectangle planters 54 flats-1801-impatiens; 36 el. ear Sophia Square Courtyard 12 topiary bases 24 flats-1801-impatiens Palladium 15 small stone urns 225-4.5" pot petunia; 15 grass Palladium 15 large stone urns 330-4.5"-annuals; 15-6"-canna Palladium 15 stone planters 600-4.5"-annuals Palladium 64 iron urns 320-4.5"-annuals Indiana Design Center 5 large; 6 small urns 110-4.5"-annuals; 10-6"-canna Fall Location Size Notes Main St. Cast Stone Planters 32 planters 192-4.5"-snapdragons Sophia Square Courtyard 18 rectangle planters 540-4.5"-snapdragons Sophia Square Courtyard 12 topiary bases 24 flats-1801-pansy Palladium 15 small stone urns 150-4"-annuals; 10 flats-1801-pansy Palladium 15 large stone urns 240-4" snaps; 45 grass; 68 flats-1801 pansy Palladium 15 stone planters Empty for fall Palladium 64 iron urns 512-4"-snaps; 64-6"-kale; 44 flats-1801 pansy Indiana Design Center 5 large; 6 small urns 16 flats-1801-pansy; 25-4.5"-kale Winter Location Size Notes Main St. Cast Stone Planters 32 planters 32-3 gal-junipers Sophia Square Courtyard 18 rectangle planters 72-12" winter inserts Sophia Square Courtyard 12 topiary bases Empty for winter Palladium 15 small stone urns 15-21" winter inserts Palladium 15 large stone urns 15-21" winter inserts Palladium 15 stone planters 15-75' rolls fresh garland Palladium 64 iron urns 64-12" winter inserts Indiana Design Center 5 large; 6 small urns 6-12" & 5-21" winter inserts DocuSign Envelope ID: F0B13522-5D05-4A48-B33D-595F316D344A City of Carmel INDIANA RETAIL TAX EXEMPT Page 1 of 1 CERTIFICATE NO. 003120155 002 0 PURCHASE ORDER NU MBER FEDERAL EXCISE TAX EXEMPT 110777 ONE CIVIC SQ UARE 35-6000972 THIS NUMB ER MUST APP EAR ON INVOIC ES, N P CARMEL , INDIANA 46032-2584 VOUC HE R, DELI VERY MEMO , PACK ING SLI PS, SHIPPI NG LA BELS ANDANY CORR ESPOND EN CE FORM APPROVED BY STATE BOARD OF ACCOUNTS FOR CITY OF CARMEL -1997 PURCHASE ORDER DATE DATE REQUIRED REQUISITION NO. 1/11/2024 ENGLEDOW, INC VENDOR 1100 E 116TH ST CARMEL, IN 46032 - PURCHASE ID BLANKET I CONTRACT 84086 I QUANTITY UNIT OF MEASURE Department: 1206 Account: 43-509.00 1 Each Fund: 101 General Fund Flower Maintenance Send Invoice To: Street Department VENDOR NO. 358653 SHIP TO PAY MENT TER MS DESCRIPTION DESCRIPTION Street Department 3400 W. 131 st Street Carmel , IN 46074- 317) 733-2001 FREIGHT UNIT PRICE 53,527.30 Sub Total I EXTENSION 53,527.30 53,527.30 3400 W. 131st Street Carmel , IN 46074- 317) 733-2001 PLEASE INVOICE IN DUPLICATE I DEPARTMENT ACCOUNT I PROJECT I PROJECT ACCOUNT AMOUNT SHIPPING INSTRUCTIONS SHIP PREP AID. C.O.D. SHIP MENT CA NNO T BE ACC EPTED. PURC HAS E ORD ER NUM BE R MUS T APPE AR ON ALL SHIPP ING LA BEL THI S ORDER ISSU ED IN COM PLI ANC E WITH CHAPTE R 99 , ACTS 1945 AND AC TS AM EN DATORY THE REOF AN D SU PPLE MENT THERE TO. CONTROL NO . 110777 ORDERED BY TITLE CONTROLLER PAYMENT $53,527.30 NP VOUC HE R CANNOT BE APP ROV ED FOR PAYM ENT UN LE SS THE P.O. NUM BE R IS MAD E A PART OF THE VOUC HE R AND EVERY INVOIC E AND VOUC HE R HAS THE PRO PE R SWOR N AFFI DAV IT ATT AC HED. I HE REBY CERTIF Y TH ATTHE RE ISAN UNO BLI GATED BALANCE IN THIS APP RO PRIATIONSUFFI CIENT TO PAY FOR THE ABOV E ORD ER. Lee Higginbotham Commissioner DocuSign Envelope ID: F0B13522-5D05-4A48-B33D-595F316D344A