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HomeMy WebLinkAboutMiscW FROM: DATE: 0 CITY OF SANFORD RECREATION & PARKS DEPARTMENT I " I Z-f " e : � � � �1 ti• /`��"//,/ City Manage r Grounds Maintenance Coordinator NA October 5, 1995 • SUBJECT: Contract approval for Opening /Closing of Graves at Municipal Cemetery Staff recommends that the City award a contract to Quality Vaults, Inc. of Ocoee, F1. for the opening /closing of graves at the municipal cemetery. Their fees are: $185.00 /grave $310.00 /grave $335.00 /grave Recommendation *$300.00 /grave $350.00 /grave Monday thru Saturday Sundays Holidays for City's charges are: Monday thru Saturday Sunday & Holidays * Previously approved by City Commission on 9/25/95. I have personally discussed this matter thoroughly with Walt Shearin, Purchasing Agent and representatives at Winter Park and Orlando Municipal Cemeteries who presently employ Quality Vaults, Inc., and they concur that Quality is a good choice. Quality has also been performing the opening /closing of graves in our cemetery for local funeral homes and they have done a good job. Quality Vaults, Inc. will perform the same services for us as they are currently doing for Winter Park and Orlando cemeteries and at the same rate. (Please see attached bid request from Winter Park regarding the scope of their work.) Walt Shearin has approved piggy backing off of Winter Park's bid thus saving us time and money of having to bid this work out. I would like to point out however that there will be a slight difference of what Quality Vaults Inc. will do for Sanford vs what it does for Winter Park. At the Winter Park cemeteries their staff collects and disposes of excess soils on site following a burial. In Sanford we are requesting that the contractor do this for an extra charge of $15.00 per burial. Walt Shearin or myself do not see a problem with this. Quality Vault, Inc. is licensed and insured and can start immediately. Your prompt approval of this request is appreciated. A-�L� U�:11 HAJ / 1 t�� Attachment: Copy of Bid Specs. - Winter Park ITEM 4,l1yTER P9$ O � � d v �a CITY OF WINTER PARK • c�rY oe xo��,e October 4, 1995 City of Sanford P.O. Box 1788 Sanford, FL 32772 ATTN: Howard Jeffries WINTER PARK. FLORIDA 32789 -4386 RE: WP -2 -95 (Opening & Closing Burial Spaces At Pinneywood & Palm Cemeteries ) Dear Mr. Jeffries: Pursuant to your request please find the enclosed documents regarding the above captioned. Sincerely, Kri tine M. Stant Purchasing Assistant /kms Enc. (4) 0 0 CITY OF WINTER PARK REGULAR MEETING OF THE CITY COMMISSION January 24, 1995 The meeting of the Winter Park City Commission was called to order by Mayor Gary A. Brewer at 4:30 p.m. in the Commission Chambers, 401 Park Avenue South, Winter Park, Florida. The invocation was offered by Reverend David Nixon, Redeemer Lutheran Church, followed by the Pledge of Allegiance. PRESENT: Mayor Gary A. Brewer, Commissioners Rachel D. Murrah, Roland Hotard and Joe Terranova; City Attorney C. Brent McCaghren, City Manager James S. Williams, and City Clerk Joyce M. Swain. Commissioner Gottfried arrived at 4:40 p.m. MINUTES: Motion to approve the minutes of the Special Meeting of January 9, 1995 and the Regular Meeting of January 10, 1995 made by Commissioner Murrah, seconded by Commissioner Terranova. Motion carried unanimously with a 4 -0 vote. Commissioner Gottfried was absent. MAYOR'S REPORT: BOARD APPOINTMENT: ENVIRONMENTAL REVIEW BOARD (1). Motion to appoint Mr. Murray Pardue to the Environmental Review Board to fill an unexpired term made by Mayor Brewer, seconded by Commissioner Terranova. Motion carried unanimously with a 4 -0 vote. Commissioner Gottfried was absent. (Term expires: May, 1996) CITY ATTORNEY'S REPORT: RESOLUTION NO. 1613 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF WINTER PARK, FLORIDA, RELATING TO CODE ENFORCEMENT; IMPLEMENTING ORDINANCE NO. 2058 BY DESIGNATING INDIVIDUALS TO SERVE AS CODE ENFORCEMENT OFFICERS; ESTABLISHING REQUIREMENTS FOR TRAINING AND QUALIFICATION; PROVIDING AN EFFECTIVE DATE. City Attorney Brent McCaghren read the title of the resolution. This follows the ordinance that adopted a "citation system" that allows designated code enforcement officers to issue citations for code violations which are processed similar to traffic citations. In response to comments by Commissioner Terranova, Mr. McCaghren stated that the city has a job classification "Code Enforcement Officer" and State Statutes refers to all individuals authorized to issue citations as code enforcement officers. Motion to approve the resolution made by Commissioner Terranova, seconded by Commissioner Hotard. A roll call vote was taken with Mayor Brewer, Commissioners Terranova, Murrah and Hotard voting Yes Motion carried unanimously with a 4 -0 vote. Commissioner Gottfried was absent. 0 0 City Commission Meeting January 24, 1995 Page 2 PROCLAMATION OF ELECTION (PRIMARY) City Attorney McCaghren explained that this proclamation is contingent upon whether more than two candidates qualify for either Commissioner Seats Three or Four. The determination will be made by the City Clerk after the qualifying period ends. Commissioner Gottfried arrived at this point. (4:40 p.m.) Motion to adopt the proclamation made by Commissioner Murrah, seconded by Commissioner Terranova. Motion carried unanimously. CONSENT AGENDA: Mayor Brewer opened the meeting for public comments concerning Consent Agenda items. No one wished to speak concerning any items. City Manager James Williams requested removal of Item (n). a) Approve Rollins College's request to display a "welcoming" banner for Family Weekend, February 9 - 12, 1995. (suggested locations are either on the fence at the corner of Park and Fairbanks Avenues, on the dormitory building facing Park Avenue or on the right -of -way on Holt Avenue where Park Avenue dead ends.) b) Approve Emergency Bid to repair the water main on Fairbanks Avenue, between Pennsylvania and the Railroad right -of -way, Linco Construction, Inc., $12,257.50. c) Approve request from Amvet Auxiliary, Post 18 to designate a Veterans Section in Pineywood Cemetery. d) Discuss option to purchase (city- owned) property at 290 W. New England Avenue and authorize staff to advertise a proposed ordinance to sell the property and to notify the surrounding property owners concerning the public hearing. e) Approve the purchase of (three) properties, 770 W. Lyman Avenue and 794 & 811 W. Comstock Avenue, for the Affordable Housing Program, @ $18,000 each; and to waive building permit fees for the construction of single- family homes on these lots for the Affordable Housing Program. f) Discuss outstanding liens and charges due the City for cleaning the vacant property of Cora Linder Small Estate on South Denning Drive and direct staff to commence proceedings for foreclosure on the property. g) Authorize the Mayor to execute the agreement for the "Pedestrian and Bicycle Circulation Plan" with Glatting Jackson Kercher Anglin Lopez Rinehart, Inc., estimate cost $7,260. h) Authorize the Mayor to execute the contract for armored car service, Berkshire Armored Car Service, $205.83 monthly. i) Approve policy for after -the -fact payment for purchases and change orders. j) Direct staff to proceed to implement Options One and Three as amended to influence the character of Park Avenue. 0 City Commission Meeting January 24, 1995 Page 3 k) Discuss the city's street lighting policy and direct staff to further explore ideas for more effective lighting, i.e. to (regularly) notify Florida Power concerning lights that are out, trim heavy tree growth which blocks the lighting, increase wattage for existing lights, reduce distance between lights as /if needed, and to establish the Central Business District as a "special lighting district" and install decorative lights with underground wiring. 1) Approve Budget Adjustments as follows: 1) To appropriate donation funds for the purchase of 75 Spectra Flex Trauma Plates for police officers, $2,438. 2) To appropriate donation funds to cover the cost for engraving pavers and lettering plaques for Orwin Manor Park, $1,171. m) Approve Shoreline Alteration Permit Application for Mr. & Mrs. Charles Bradshaw, 1202 & 1204 N. Park Ave. o) Approve Progress Reports as follows: 1) Winter Park Library Expansion, Ruby Builders, Inc., Report No. 2, $52,217.95. 2) Affordable Housing Project (315 W. Lyman Ave.), Cecil Allen Construction, Report No. 3, $9,360.00. p) Review calendars, update with meetings and events, schedule tours of Waste Management "MRF" for February 1 at 10:00 a.m. and a proposed site for the strategic planning session for February 10 at 2:00 p.m. q) Receive update from Mayor concerning the proposed reorganization of the Metropolitan Planning Organization (MPO). Motion to approve the Consent Agenda excluding Item (n) made by Commissioner Terranova, second by Commissioner Hotard. Commissioner Murrah suggested that an article be included in the Update encouraging residents to report street lights that are out since they are paying for the lights whether or not they are lit. Motion carried unanimously. n) Approve Bids, Purchases and Change Orders as follows: 1) Change Order No. 3, Kraft Gardens Lift Station, to replace rotten wood, screens, fence, paint building and concrete entrance slab, Sunshine Building and Development Corp., $2,975. (Budgeted: CIP) 2) Change Order No. 7, RFP -3 -94, Farmer's Market Rehabilitation, additional items /changes requested or approved by city staff or architect (outlined in memo), Janus Builders, $2,258. (Budgeted: CIP) 3) Proposal to paint interior /exterior of building and 6 light poles at the Westside Pool, Charles Painting Plus, $4,5000. (Budgeted: CIP) 4) Purchase Order #29409, amended to correct vendor and deduct the $75 delivery fee, to purchase tractor mower 0 0 City Commission Meeting January 24, 1995 Page 4 for the Parks Division, John Deere Government Sales, $14,168.61. 5 ) W1°$F-g -2 -95, Opening & Closing of Burial Spaces at Pineywood and Palm Cemeteries, Quality Vaults, Inc., cost /services outlined in bid tabulation. (Budgeted: Cemeteries) 6) Purchase Requisitions for replacement vehicles from the State and Orange County contracts as follows: - KAISER (PR #32713, $16,370), Total: $16,370 - DON REID (PR #32717, $53,191; PR #32722, $12,248; PR #32715, $85,430), Total: $150,869. - ATLANTIC FORD (PR #32737, $40,950; PR #32738, $581,865; PR #32739, $40,800), Total: $140.615. - GARBER (PR #32723, $16,951), Total: $16,951. - HEINZLEMAN (PR #32747, $33,611), Total: $33,611. - DUVAL (PR #32719, $54,708; PR #32720, $25,681), Total: $80,389. Total for vehicles described in memo & requisitions: $438,805. (Budgeted: Vehicle Replacement Fund) 7) Purchase Requisition #32718 for refurbishing flyght pumps /Kraft Gardens Modification project, Ellis K. Phelps & Co., $6,337.11. (Budgeted: CIP) 8) Purchase Requisition #32740 (Piggyback Cedar Hammock Fire Control District contract), for bunker gear, Ten -8 Fire Equipment Co., $9,521.70. (Budgeted: Fire Dept) 9) Purchases amounting to over $3,500. For Your Information. The City Manager asked for deletion of Purchase Requisition #32738 in the amount of $58,865 for a lightening loader under Item (n) (6) until additional cost information is received. He explained that the existing loader can be updated for approximately $12,000. Motion to approve Consent Agenda Item (n) deleting Purchase Requisition #32738 to Atlantic Ford, $58,865 made by Commissioner M_urrah, seconded by Commissioner Terranova. Motion carried unanimously. CITY MANAGER'S REPORT: None PUBLIC HEARINGS AND READING OF ORDINANCES: CU- REQUEST OF THE DANIEL CORPORATION FOR HOUSTON'S RESTAURANTS TO CONSTRUCT A 9,000 -SQ. FT. RESTAURANT SERVING ALCOHOLIC BEVERAGES ON THE NORTHWEST CORNER OF U. S. 17 -92 AND BEACHVIEW AVENUE, ZONED C- 3. The plans include a proposed boathouse for the Winter Park High School Crew Team. TABLED BY THE PLANNING AND ZONING COMMISSION, JANUARY 10, 1995 Mayor Brewer announced that the boathouse component of this request was tabled by the Planning & Zoning Commission on January 10, 1995. Print Key Output 5763SS1 V3ROM5 940604 WINTERPK Display Device . . . . . . TR29S1 User . . . . . . . . . . . HITCHINS Send Message 0 Page 1 01/25/95 08:19:42 Type message. wr ,COMM. APPD ZarP -2 -95, OPEINING & CLOSING BURIAL SPACES AT PINNEYWOOD AND PALM CEMETERIES TO QUALITY VAULTS..AMTS AS NOTED ON RFP BERNIE 1 -24 -95 Type distribution list and /or addressees, press F10 to send. Distribution list . . . . . F4 for list ----- Addressees - - -- -- User ID Address Description CARRICO WILLIAM DEPT - 6101 DIRECTOR PARKS /REC More... F3 =Exit F4= Prompt F9= Attach memo slip F10 =Send F12= Cancel F13= Change defaults F21= Select assistance level F24 =More keys To send, press F10. MEMORANDUM To: James S. Williams, City Manager From: Bernadette Hitchins, Purchasing Agent Thru: Randy Knight, Asst. City Mgr. Date: January 13, 1995 RE: RFF 2-95. OPENING & CLOSING OF BURIAL SPACES AT PINNEYWOOD AND PALM CEMETERIES Proposals were solicited by means of a newspaper ad and vendors list for the opening and closing services of burial spaces at Pinneywood and Palm Cemeteries. On January 12, 1995, 2- proposals were received and publicly opened. They are as follows: SERVICE• ATLAS OPEN & CLOSE SERVICE WITHOUT SET -UP 175.00 140.00 275.00 OPEN & CLOSE SERVICE DISINTERMENT 225.00 175.00 OPEN & CLOSE SERVICE REINTERNMENT 225.00 175.00 OPEN & CLOSE SERVICE WITH SET -UP FOR INFANT 150.00 125.00 RENTAL OF SET -UP FOR CREMATION 150.00 100.00 EXTRA CHAIRS (12) 15.00 25.00 TENT 50.00 N/C 100.00 150.00 50.00 t RECOMMENDATION• Staff has reviewed the above responses and recommend the award be given to Quality Vaults, Inc. for the amounts listed above. This contract will not commence until February 22, 1995 CC: Parks /Rec. Dir. PAGE 4�;:t�.SV.R pq�� O J 0 CITY OF WINTER PARK C! WINTER PARK, FLORIDA 32789.4386 REQUEST FOR BIDS WP -2 -95 -- OPEN /CLOSE BURIAL SPACES AT PINNEYWOOD 8t PALM CEMETERIES Sealed bids will be received at the Winter Park City Hall, 401 Park Ave., South, Winter Park, FL 32789 -4386, by 10:00am, until January 12, 1995. At 10:30am the same day, all bids will be publicly opened and read aloud in Room 203 of City Hall. Bids MUST be presented on City format to be considered. The City of Winter Park reserves the right to accept or reject any or all bids, in part or total and to waive any minor informalities, as deemed in the best interest of the City. No FAX or telephone bids will be accepted. Bids shall be delivered to the City Clerk's Office or the Office of the City Manager in City Hall, on or before the day and time set above or IT WILL NOT BE CONSIDERED NOR OPENED. It is the sole responsibility of the bidder to see that the company's bid is in the hands of the City, stamped and dated by personnel in above office before the due date and time indicated herein. Specifications and other contract documents may be obtained at the office of the Purchasing Agent in City Hall. Pay special attention to the insurance requirements within the bidding documents. NO BID WILL BE ACCEPTABLE UNLESS A PUBLIC ENTITY CRIME REPORT FORM IS FULLY EXECUTED AND ENCLOSED WITH THE BID RESPONSE. It is the bidder's responsibility to be sure all information is correct; all forms are filled out and enclosed as required within this bid document. Failure to do so may cause the respondent to be rejected. ALL BIDS MUST BE MARKED ON THE OUTSIDE OF THE BID ENVELOPE WITH THE BID NAME AND NUMBER THE TIME AND DATE OF THE BID OPENING. illiams, City Manager To run in the Orlando Sentinel, Legal Review: November 27. 1994. BID: WP -2 -95, OPENING & CLOSING BURIAL SPACES, PINNEY WOOD & PALM CEMETERIES The City of Winter Park, Florida, is soliciting contractors to provide all labor, materials, supplies, and equipment for the opening and closing of burial spaces, including cremation burials, or interments and disinterments. Contractor will prepare the site for installation of a vault of his own manufacture or of another approved vault company, depending on the choice of funeral home and the regulations set forth by Winter Park. If the vault is from another company, that supplier will be responsible for the installation of the vault and sealing of same. This action will be coordinated between the City and the contractor, and the supplier of the vault as to time, date and further information for the service. SCOPE OF WORK: 1. The contractor shall have burial space prepared and ready for interment by the scheduled funeral service, or one hour before grave side services. 2. The contractor shall provide cribbing, grass borders, chapel tent, dropped lowering device, and a minimum of 10 chairs. Additional chairs will be provided on an "as needed" basis. The contractor shall be responsible for digging the space to depth necessary to provide 18" of fill above the vault after grave site is covered. Size and depth of the space will be according to the regulations of the City of Winter Park. 4. The contractor shall be responsible for removing or repositioning headstones and footstones in order to return them to their original position, or better, after closing of the grave, providing necessary fill dirt and foundation work. 5. The contractor shall discreetly stand -by during service to provide any assistance should a mechanical device fail and to ensure expedient closing of the grave after the funeral. 6. The contractor shall be responsible for water irrigation pipes, electrical conduit (under the direction of the City), vaults, vault lids, vault shelves, headstones and footstones broken or damaged by any of his/her employees. 7. The contractor shall remove sod, fill burial space, and replace sod, essentially as it was before opening, and remove excess dirt to a place specified by the Cemetery Supervisor, away from the grave site. The City will give the contractor 24 hours notice when services are required. • • BID: WP -2 -95, OPENING & CLOSING BURIAL SPACES, PINNEY WOOD & PALM CEMETERIES SCOPE OF WORK, cont. 9. The contractor will remove lid and the inside shelf, when necessary, and place both on the ground next to burial space concealing both the border grass during funeral service. Upon the completion of the funeral service the contractor will replace shelf and seal shelf vault lid on all 4 sides and edges as necessary. 10. The City will be responsible for identification of burial spaces. 11. The contractor shall use a vault trailer to transport vault to grave site. Use of a truck with an "A" frame is prohibited. 12. The contractor must provide the following prior to commencing work: O A certificate of insurance to match the amounts and requirements of the sample supplied with this bid document. O The insurance provided to the City shall name the City of Winter Park, FL as an ADDITIONAL INSURED PARTY. O Any licenses necessary to preform this type of service. 0 • BID: WP -2 -95, OPENING & CLOSING BURIAL SPACES, PINNEY WOOD & PALM CEMETERIES GENERAL CONDITIONS, AND TERMS: 1. The contract is for a period of 12 months from the signing of the Agreement by both parties. The City reserves the option of renewing the Agreement for a second 12 month period, by mutual written consensus of both parties, with all terms and conditions remaining. If price increase(s) is requested, the City Commission must approve prior to entering into the extended Agreement. 2. The contract may be terminated in whole or in part, in writing, whenever the City determines that the contractor has failed to meet the performance requirements of the Agreement. At such time the City will be responsible for only services rendered up to the Notice of Termination. 3. Any costs incurred by the City due to failure of the contractor to perform his/her contract requirements shall be subject to final payment adjustments, or, the City will invoice the contractor for expenses incurred. 4. The contractor shall continuously maintain adequate protection for all his work from damage and shall protect the City's property from injury or loss arising in connection with this contract. He /she shall make good any such damage, injury, or loss, except such as may be directly due to errors in the contract documents, or caused by agents or employees of the City. He /she shall adequately protect adjacent property as provided by law and the contract documents. The contractor shall provide and maintain all passage ways, guard fences, and other facilities for protection required by public authority and the City. The contractor shall not willfully or maliciously injure or destroy trees or shrubs, and shall not remove or cut them without proper authorization from the Parks /Recreation Director or his agent. Any limbs or branches of trees broken during such operation, shall be trimmed with a clean cut and painted with an approved tree healing compound. The contractor will be required to replace or restore at his/her own expense, all vegetation not protected and preserved that may be destroyed or damaged during the work being performed. 5. The responsibility for determination of accurate measurements, the extent of work to be performed and the conditions surrounding the performance thereof shall be the bidder's. Submission of a bid shall constitute acknowledgement by the bidder that he /she is familiar with all such field conditions. The failure or neglect of a bidder to familiarize his/herself with the sites of the proposed work shall in no way relieve him/her from any obligations with respect to his bid. • 0 BID: WP -2 -95, OPENING & CLOSING BURIAL SPACES, PINNEY WOOD & PALM CEMETERIES GENERAL CONDITIONS, AND TERMS: cont. 6. The contractor shall not employ subcontractors without the advance written permission of the Parks/Recreation Director or his agent. Assignment of the contract, or any portion of the contract, shall not be made without the advance written consent of the City. No waiver, alterations, consent or modifications of any of the provisions of the contract shall be binding unless in writing and signed by the City's agent. 7. The contractor shall at all times, keep the work area free from accumulation of waste materials or rubbish caused by his/her operations, and promptly remove any such materials into an area designated by the City or remove to a waste site as directed by the City. The bid amounts specified herein are for fixed price work which includes all prices for equipment, labor and materials required to perform the work specified in this Request for Bids. The bidder, having familiarized him/herself with the local conditions, nature and extent of the work, and having examined carefully the specifications, terms and conditions herein proposed to furnish all labor, materials, equipment, and other items, facilities and services, without exception for the proper execution and completion of the contract, and if awarded the contract, to complete the site work within the specifications. The City of Winter Park reserves the right to award the contract to the lowest responsible, responsive bidder who submit a bid meeting specifications most advantageous to the City. The City further reserves the right to consider matters such as, but not limited to, quality offered, delivery terms, and service reputation of the vendor in determining the most advantageous bid. The City further reserves the right to accept or reject any or all bids, in part or in total, and to waive any minor informalities, as deemed in the best interest of the City. 10. Bidder warrants by virtue of bidding that prices, terms and conditions quoted in this bid will be firm for acceptance for a period of 35 days from the date of the public opening unless otherwise stated by the City or the bidder. 11. Cancellation Due to Unavailability of Funds in Succeeding Fiscal Periods (October 1 st to September 30th). When funds are not appropriated or otherwise made available to support continuation of performance in a subsequent fiscal period, the contract shall be cancelled and the contractor shall be entitled to reimbursement for work performed up to date of cancellation, including any services requested to be performed up to date of Notice of Cancellation. • • BID: WP -2 -95, OPENING & CLOSING BURIAL SPACES, PINNEY WOOD & PALM CEMETERIES GENERAL CONDITIONS, AND TERMS: cont. 12. Quantities listed are estimates only and may be used for bid evaluation purposes. Quantities should in no way be construed to mean actual or intended usage. 13. Bids shall be made on unaltered bid forms furnished by the City as part of this bid document. Fill in all blank spaces and submit ONE ORIGINAL MARKED "ORIGINAL ", and one copy marked so. Bids shall be signed in ink, in longhand, with name and title of the person authorized to represent the company in filling out and submitting this bid. Type the name, as signed, on the line below the signature. 14. Erasures, inter -liner changes, or other corrections shall be authenticated by affixing, in the margin immediately opposite the correction, the initials of the person authorized to sign the bid. If the unit price and the total price do not agree then the unit price alone shall be considered as representing the bidder's intention. Bids executed without the submission of a completed SUMMARY SHEET, shall be considered non - responsive and may not be considered for award. NO FAND OR TELECOM MUNICATED BIDS ARE ACCEPTABLE. 15. No bids can be modified after submitted to the City. Bidders may withdraw bids at any time before bid opening, however, - NO BID MAY BE WITHDRAWN OR MODIFIED AFTER THE BID OPENING by any party. Bids will be opened as announced in the Request for Bids. 16. The contractor and his subcontractors shall require their insurance carriers, with respect to all insurance policies, to waive all rights of subrogation against the City. The successful bidder shall submit certificates or other documentation evidence to the City for approval with their response to this request for bids, covering Worker's Compensation Insurance as required by the State of Florida Statutes, Public Liability, Property Damage Insurance, Professional Lability Insurance of $1,000,000.00 (when applicable), and other requirements, in the amounts specified on the Sample Insurance Certificate forms enclosed with this bid. The City shall be named ADDITIONAL INSURED on all certificates and policies pertaining and for the duration of this contract. Insurance companies must be licensed to do business in the State of Florida with a Best's Key Rating Guide of A or A -. This information will be verified and may be grounds for disqualification if not in order. If bidder's business has less than 3 -full time employees the CONSTRUCTION INDUSTRY NOTICE OF ELECTION TO BE EXEMPT FROM THE PROVISIONS OF THE FLORIDA WORKERS' COMPENSATION LAW form may be executed by the bidder and State and enclosed with the response. • �J BID: WP -2 -95, OPENING & CLOSING BURIAL SPACES, PINNEY WOOD & PALM CEMETERIES GENERAL CONDITIONS, AND TERMS: cont. 17. In the event permits or fees are required from the City of Winter Park within these specifications, said fees will be waived for this contract only. The contractor is still required to obtain the permits or fees, however they may inform the Code Enforcement Department of Winter Park they are under contract to the City for said services, therefore the fees are to be waived. This in no way relieves the contractor from the financial responsibilities or other requirements imposed by other governmental agencies relating to permits, licenses or fees which they may impose. This does not include waiving school impact fees or Competency Card Licenses fee when applicable. 18. The contractor, his employees, sub - contractors, his employees, shall be prohibited from unlawful drug possessions, use, manufacture or dispensation of controlled substances while at work and reporting to work. If any employee reports to work under the influence of alcohol or drugs they shall be immediately removed from the City premises. The contractor will be held responsible for any damages, loss of time or delays incurred by such actions. 19. The contractor hereby agrees to indemnify and save harmless the City from and against any and all lability, claims, demands, damages, fines, fees, expenses, penalties, suites, proceedings, actions, and costs of actions, including attorney's fees on appeal of any kind and nature arising or growing out of, or in any way connected with, the performance of the contract whether by act or omission of the contractor, its agents, servants, employees, sub - contractors, their agents, employees, servants, or because of, or due to the mere existence of the contract between the parties. 20. The contractors shall be held responsible for all accidents and shall indemnify and protect the City from all suits, claims and actions brought against it and all costs for liability to which the City may be put for any injury or alleged injury to the person or property of another resulting from negligence or carelessness in the performance of the work, or in protection of the project site, or from any improper or inferior workmanship, equipment, operators, or from inferior materials used in the work. • • BID: WP -2 -95, OPENING &CLOSING BURIAL SPACES, PINNEY WOOD &PALM CEMETERIES GENERAL CONDITIONS, AND TERMS: cont.. 21. LAWS AND REGULATIONS: The contractor at all times shall observe and comply with all Federal, State, Local, and /or Municipal laws, codes, ordinances, rules and regulations in any manner and those which may be enacted later, or bodies or tribunals having jurisdiction or authority over the work and shall indemnify and save harmless the City against any claim or liability arising from, or based on, the violation of any such law, ordinance, rule regulation, order, or decrees. The bidder is assumed to have made himself familiar with all Federal, State, Local and Municipal laws, codes, ordinances, rules and regulations which in any manner affect those engaged or employed in this type of work, or the materials or equipment used in or upon the work, or in any way affect the work and no plea of misunderstanding will be considered and excuse for the ignorance thereof. In the event any situation is brought to mediation or a court of law, the venue shall be the County of Orange, the State of Florida, where all laws, regulations, codes, ordinances shall be used in the adjudication, along with the City of Winter Park's laws, regulations, codes and ordinances. 22. There will be NO FURTHER COMMUNICATIONS, by any means, with any City employee, elected official, representative of the City, Board Member, appointed citizen, during the course of this bid until the Commission makes their award. Any communications shall be made through the Purchasing Agent, (407) 623 -3267, 623 -3315, or Fax/Answer Machine: 623 -3448. When questions arise that may effect the bid the answers will be distributed in writing to all interested parties involved if time permits. Written answers will be FAX'd if time demands, with an original mailed to all interested parties within 24 hours of the FAX'd transmission. No questions will be addressed within 4 working days before the date and time set for the public opening of all bids. All rules pertaining to ADDENDA will apply to any written questions and answers. 23. Submit bid in an opaque, sealed envelope. Identify the envelope with - BID NAME: OPENING AND CLOSING OF BURIAL SPACES AT PINNEYWOOD AND PALM CEMETERIES. BID NUMBER: WP -2 -95 DATE AND TIME OF PUBLIC OPENING: January 12, 1995. At 10:30am NAME OF COMPANY BIDDING: If you do not care to respond to this Request for Bids, please state the reason(s) below for our records. In the event only one bid is received, that single bid may not be opened. If may be returned in the original envelope to the bidder with a letter of explanation. The City staff will review the specifications and possibly re -bid at a later date. S,r 'jER CITY OF WINTER PARK WINTER PARK. FLORIDA 32789-4386 SUMMARY SHEET BID WP -2 -95 OPENING & CLOSING OF BURIAL SPACES AT ` PINNEYWOOD AND PALM CEMETERIES I, the undersigned, do hereby agree to all terms, conditions set forth within this bid specification and will perform the work required in a professional manner. The bid amounts specified herein are for fixed price work which includes all prices for equipment, labor, materials, operators required to perform the service as required herein. AVERAGE QTY. DESCRIPTION OF SERVICES UNIT PRICE 5 OPENING & CLOSING SERVICES WITH OUT $ SET -UP 100 OPENING & CLOSING SERVICES WITH SET -UP 5 OPENING & CLOSING SERVICES DISINTERMENT 5 OPENING & CLOSING SERVICES REINTERMENT 10 OPENING & CLOSING SERVICES WITH SET - UP FOR INFANT BURIAL 5 ` RENTAL OF SET -UP NECESSARY FOR CREMATION MISC. EXPENSES EXTRA CHAIRS (12) EXTRA TENT SATURDAY SUNDAY HOLIDAY The City of Winter Park does not assume any financial responsibility to any party for the expenses that may have been incurred during submittal of their bid response. This contract will not take effect before February 23, 1995. COMPANY NAME: ADDRESS: TELEPHONE: AUTHORIZED SIGNATURE & TITLE print/type name as signed above: FAX DATED ON-A o� Sanford, filori Q,d Parks Department P.O. Box 1788- 32772 -1788 Telephone (407) 330 -5687 FAX (407) 330 -5666 October 5, 1995 TO: All Local Funeral Homes Dear Sir, Staff has made the following recommendation to the Commission which will be on ,the agenda at the City Commission meeting scheduled for October 23, 1995: Effective November 1, 1995 the City will begin contracting out the opening /closing of grave spaces within the Sanford Municipal Cemetery. Whenever a grave site is to be opened the City of Sanford Parks Department must be notified during normal business hours at least within 24 hours in advance of the funeral service. The City will then make arrangements for the opening /closing thru its' contractor. The cost for opening /closing is $300.00 and must be paid to the City prior to burial. As part of its' service the Contractor will provide cribbing, grass border, a chapel tent, a lowering device, and a minimum of 10 chairs. (Additional chairs can be provided if needed.) The Contractor will prepare the site for the installation of a vault of his own manufacturer or by another approved vault company, depending on the choice of the funeral home and the regulations set forth by the City of Sanford, If the vault is from a supplier other than the Contractor, that supplier will be responsible for the installation and sealing of the vault. This action will be coordinated between Sanford and its' contractor and the supplier of the vault as to the time, date, and any further information necessary for the service. The City's contractor shall have the burial space prepared and ready for interment by the scheduled funeral service or one hour before graveside services. If you have any questions or wish to provide any input please call us at 330 -5688. Thank you for your support and cooperation. HAJ /lt Sincerely, Howard Jeff ies Grounds Maintenance Coordinator "The Friendly City" 11 • 1995 CITY OF SANFORD MUNICIPAL CEMETERY RULES AND REGULATIONS SECTION 1. BURIAL AND CEMETERY LOT PURCHASE A) Eligible Purchasers: To be eligible for purchase of cemetery lots or spaces in the Sanford Municipal Cemetery, one must be a resident of the City of Sanford or property owner in the City of Sanford. B) Eligible for Burial: To be eligible for burial in the Sanford Municipal Cemetery, one must: * Be owner of record; or * Be given permission by owner of record or their legally appointed probater of the family estate or executor of the deceased; or * Be a Veteran and meet requirements of Section II. Notification for burial must be given by family or funeral home by contacting Sanford Recreation & Parks Department (330 -5687) at least 24 hours prior to interment. C) Method of Grave Locations for Burial: Assuming all conditions in Section B are met, when need arises for use of owned cemetery spaces, the owner of the record must: * Contact the City of Sanford Recreation and Parks Department and request opening /closing of grave; * Designate actual space for burial; or have funeral home handling arrangements contact City of Sanford with this information; and * Complete burial authorization form, available from Funeral Home or - Recreation & Parks Department. 0 0 The opening and closing of all graves will be processed through the City at a cost of $300.00 per burial. This fee must be paid to the City prior to interment. The funeral home or family must give the City 24 hours advance notice to open a grave for burial. Cremations are allowed provided the lot owner gives permission to bury the ashes. The family or funeral home must contact the City to mark the area and update the cemetery records. Ashes will be buried by the family or funeral home. SECTION II. VETERAN BURIALS A) Free burial spaces or cremation spaces for veterans will be provided under the following circumstances: 1. Deceased must be a resident of the City of Sanford; 2. Or must be a resident of Seminole County with active membership in a local veteran organization in the City of Sanford. (Excluded are non- residents out -of- county, or out -of -state persons). SECTION Ill. COST OF CEMETERY SPACES A) The Sanford City Commission at their discretion may set an equitable value on the price of cemetery spaces. 1. Prices are $575.00 per grave space. 2. Baby spaces in Babyland are $75.00 *.. 3. Cremation spaces are $200.00. - *This price includes cost for a small marker. 0 0 SECTION IV. CEMETERY LOT MAINTENANCE All cemetery spaces receive perpetual maintenance care. The Municipal cemetery is maintained by a landscape contractor and is watered regularly with reclaimed water. Each lot owner is responsible for trees or shrubbery planted on their lot and must keep them properly maintained so as not to harm adjoining lots. Dead flowers and faded artificial flowers will be removed from graves by the maintenance contractor. SECTION V. MONUMENT AND MARKERS A) Monument Dealers: All monument dealers must possess a valid occupational license prior to performing any work in the Municipal Cemetery. City has the authority to request a copy of the monument dealers license. B) Procedures for Installing Monuments and Markers: 1. Notify Recreation and Parks office at 330 -5687 any day, Monday through Friday, at least 24 hours in advance of work being done. 2. When contacting office: * Give the approximate time and date the marker will be set: * Give the exact location where the marker will be set. (If unknown ask the secretary to verify the location.) - * Give the exact dimensions of the marker. * The location of marker will be designated by wooden stakes set by Superintendent of Parks. Monument contractor must stay within the staked boundaries. 3. Installation of markers, coping, etc. must be done only between the hours of 7:00 a.m. - 4:00 p.m., Monday through Friday. No setting of markers is allowed on Saturdays, Sundays, or Holidays. 4. All markers /monuments and coping must not exceed the dimensions of the burial space(s). 5. All marker /monument settings must be approved by the Superintendent of Parks. Any not meeting these regulations must be corrected by the monument dealer within 48 hours following notification. C) Specifications of Marker Foundations: All markers must -be placed in uniform fashion in compliance with cemetery regulations and upon approval of Superintendent of Parks. 1. Concrete foundation of marker bases shall be: * Four (4) inch thickness of concrete; and * One (1) inch overhang around perimeter of marker; and * Twenty -four (24) inch pilings on four (4) corners of base. 2. Bases for Marble, Granite Slabs: * Twenty -four (24) inch pilings at six (6) points, one (1) at each long side. * Width of base shall be four (4) inch of concrete completely around base with thickness being six (6) inch of concrete throughout. 3. Inspection: * All foundations must be inspected and approved by Superintendent of Parks before markers can be set. SECTION VI. MISCELLANEOUS A) No work on any lot(s) may be started in cemetery without approval of Superintendent. B) No changes in these regulations can be made without approval of City Commission. C) Burial of two bodies in one grave will not be permitted. 0 0 D) All burials must be in vaults. E) Only concrete vaults will be allowed. F) No persons will be allowed to remove or install plants of any kind on cemetery property without permission from Superintendent of Parks. G) At conclusion of funeral, all flowers, wreaths, and vases etc. may be placed on gravesite, where they will remain for seven (7) days. On the eighth day, all such items must be removed by family, relatives, or cemetery maintenance crew. H) The City of Sanford, will not be held responsible for wreaths, flowers, vases, etc.; or other items missing or removed from premises. • October 6, 1995 TO ALL LOCAL FUNERAL HOMES Dear Sir, Enclosed is a copy of the revised rules and regulations of the Sanford Municipal Cemetery that was approved and adopted by the Sanford City Commission on September 25, 1995. Please note under Section III that there was been an increase in the price of cemetery spaces which go into effect October 1, 1995. New rates for cemetery spaces are: Adult space -------- - - - - - $ 575.00 Baby space --------- - - - - - $ 75.00* Cremation space ---- - - - - - $ 200.00 * Price for a baby space includes cost for a small marker. There has also been a change in the procedure for opening /closing of grave spaces effective November 1, 1995. Information on this will be covered by a separate letter. If you have any questions please feel free to call our office. Thank you for your support. Sincerely, Howard Jeffries Grounds Maintenance Coordinator HAJ /lt RESOLUTION NO. 1934 A RESOLUTION OF THE CITY OF SANFORD, FLORDIA ADOPTING REVISED FEES FOR OPENING /CLOSING OF CEMETERY GRAVES WHEREAS, the City of Sanford, Florida owns a cemetery known as Evergreen Municipal Cemetery located at 1975 West 25th Street -and WHEREAS, the costs incurred by the City of Sanford to open and close graves will increase on June 1, 2003. WHEREAS, the City Commission finds it reasonable, appropriate, and in the public interest to increase the city's fees accordingly. NOW, THEREFORE, BE IT RESOLVED BY THE PEOPLE OF THE CITY OF SANFORD, FLORDIA: Section I. That the city's fees for opening and closing graves are hereby revised as follows: Mon -Fri. Saturday Sunda/Holidays Standard grave space With set -up $600.00 $675.00 $750.00 Without set -up $475.00 $550.00 $625.00 Cremation Space With set -up $300.00 $375.00 $450.00 Without set -up $200.00 $275.00 $350.00 Infant/Child With set -up $250.00 $325.00 $400.00 Without set -up $150.00 $225.00 $300.00 Section II. That this resolution shall become effective June 1, 2003. PASSED AND ADOPTED thi day of May, 2003 ATTEST: s D CITY OF SANFORD MUNICIPAL CEMETERY RULES AND REGULATION SECTION 1. BURIAL AND CEMETERY LOT PURCHASE A) Eligible Purchasers: To be eligible for purchase of cemetery spaces in the Sanford Municipal Cemetery, one must be a resident of the City of Sanford. B) Eligible for Burial: To be eligible for burial in the Sanford Municipal Cemetery, one must: • Be owner of record; or • Be given permission by owner of record or their legally appointed probater of the family estate executor of the deceased; or • Be a Veteran and meet requirements set for acquiring a veteran space. Family or funeral home must give notification for burial by contacting the Sanford Recreation and Parks Department (407) 330 -5687 at least 24 hours prior to interment. C) Cost of Cemetery Spaces: The cost of cemetery spaces in the Sanford Municipal Cemetery is set by the City Commission. Prices per space are as follows and subject to change: 1. Standard grave space $800.00 2. Children's spaces (size 2' X 6') $200.00 Cost includes a small marker.(Children's spaces are located next to Babyland) 3. Infant space (includes small marker) $ 75.00 4. Cremation spaces: Section H Evergreen $250.00 Crawford Property $300.00 5. Veteran spaces are free.* *Free burial spaces or cremation spaces for honorably discharged veterans will bed provided if the following requirements are met: • Deceased must be a resident of the City of Sanford: or must be a resident of Seminole County with active membership in a local veteran organization in the City of Sanford. • Proof of Service (DD Form 214) must be submitted to the City prior to interment. 1 • (Excluded are non - residents, out -of- county, or out -of -state persons). • Veteran space. Poverty guidelines are: Household Size Combined Income Salary 1 $10,063. 2 $13,563. 3 $17,063. 4 #20,563. 5 $24,063. 6 $27,563. 7 $31,063. 8 $34,563 For each additional member of the family unit add $3,500. D) Method of Grave Locations for Burial: When burial need arises the owner of the cemetery spaces must: • Contact the City of Sanford Recreation and Parks Department and request opening/closing of grave. (Phone # (407) 330 -5687) • Designate actual space for burial; or have funeral home handling arrangements contact City of Sanford with this information; and • Complete burial authorization form, available from funeral home or Sanford Recreation and Parks Department. E) Opening & Closing of Graves: (Rates effective 1 -1 -02) The opening and closing of all graves will be processed through the City at a cost of: Type of Burial Mon. — Fri. Saturday Sun./Hohdays Standard City's Fee City's Fee a) With setup $375.00 $425.00 $575.00 b) Without setup ** $325.00 $375.00 $525.00 Cremation a) With setup $275.00 $325.00 $475.00 b) Without setup $175.00 $225.00 $375.00 Infants /Children* * * a) With setup $250.00 $300.00 $450.00 b) Without setup $175.00 $225.00 $225.00 2 * *This fee would also apply for either interment or disinterment. If both services should be requested the fee would be doubled. ** *For vaults not to exceed 20" X 58" This fee must be paid to the City of Sanford prior to interment. The funeral home or family must give the City 24 hours advance notice to open a grave for burial. F) Cremations: Cremations are allowed provided the lot owner gives permission to bury the ashes. The family or funeral home must contact the City to mark the area and update the cemetery records. Ashes may be interred by the family, funeral home or contractor who opens/closes graves. Ashes may be buried in either a cremation space or a standard grave space. G) Burials: • Burial of two bodies in one grave is not permitted. • Only one (1) body and one (1) cremain OR two (2) cremains are permitted in a standard space. • Only one (1) cremation will be allowed in a cremation space. • All burials must be below ground. • Mausoleums are not permitted. • All burials must be in approved concrete vaults. Liners are not permitted. SECTION H. CEMETERY LOT MAINTENANCE All cemetery spaces receive perpetual care. The Municipal cemetery is maintained by a landscape maintenance contractor and is monitored by the City. The cemetery is watered as needed with reclaimed water. i No person(s) will be allowed to remove or install plants of any kind without approval tom a representative of the Recreation and Parks Department. Each lot owner is responsible for the care of trees or shrubbery planted on his /her lot/space and must keep them properly maintained so as not to harm or interfere with adjoining lots. No work may be started without approval from a representative of the Recreation and Parks Department. 3 Dead flowers and faded artificial flowers will be removed from graves by the landscape maintenance contractor as directed by the City. The City will not be held responsible for wreaths, flowers, vases or any other items removed from cemetery premises. SECTION III. MARKERS (MONUMENTS) & COPING: A) Monument Dealers: All markers and coping must be installed by a duly licensed monument dealer /installer. The City has the authority to request a copy of the monument dealer /installer's occupational license and proof of current liability insurance and workers compensation. In accordance with Florida Statute 497.361 all monument dealers and installers must be registered with the Florida Department of Banking and Finance. Proof of registration will be required when applying for an occupational license. B) Procedures for Installing Markers (Monuments): 1. Notify Recreation and Parks office at (407) 330 -5687 Monday through Friday, (hours from 8:00 am to 5:00 pm) at least 24 hours in advance of work being done. No work may be started without approval from a representative of the Recreation and Parks Department. 2 A form will be provided to the requester to include the following information from the monument dealer: • The approximate time and date the marker will be set. • The exact location where the marker will be set. (If unknown ask the city representative to verify the location.) The exact dimensions of the marker and type of marker. A fee of $20.00 must accompany this form. Check should be made payable to City of Sanford. 3. The location of markers will be designated by stakes set by a representative of the Recreation and Parks Department. Markers must stay within the staked boundaries. Stakes will be removed 48 hours following the requested time and date for installation. An additional fee of $20.00 will be charged for re- staking: 4. Installation of markers, coping, etc. must be done only between the hours of 7:00 am — 4:00 pm, Monday through Friday. No setting of markers is allowed on Saturdays, Sundays, or holidays. t_ 1 11 5. All markers and coping settings must be inspected for compliance by a representative of the Recreation and Parks Department. Any not meeting these regulations must be corrected by the monument dealer within 48 hours following notification. 4 C) Specifications for Markers: All markers must be placed in uniform fashion in compliance with cemetery regulations. All markers must be of an approved permanent type (excluding concrete) material. Specifications are: 1. Single flat marker 4" concrete foundation with 3" — 4" overhang around perimeter. Setting compound to be used to secure the marker to concrete foundation. Marker height shall not exceed 1" above existing soil (not sod) level. 2. Single upright marker 4" concrete foundation with 3" — 4" overhang around perimeter. Setting compound to be used to secure various sections of the marker to the concrete foundation. 24" X 4" continuous pour concrete pilings on 4 corners of foundation. Each piling shall also contain a piece of #5 rebar that extends into the foundation. 3. Double flat marker 6" reinforced concrete foundation with 1" overhang around perimeter. Setting compound is to be used to secure the marker to the concrete foundation. Marker height shall not exceed 1" above existing soil (not sod) level. 4. Double upright marker 6" reinforced concrete foundation with 1" overhang around perimeter. Setting compound is to be used to secure various sections of the marker to the concrete foundation. Six 24" X 4" continuous pour concrete pilings in 4 corners and two in the middle of foundation. Each piling shall also contain a piece of #5 rebar that extends into the foundation. 5. Bronze Marker All bronze markers must be on an approved base in addition to a concrete foundation. 6. Other types of Markers Specifications for installing all other types of markers will be determined by a representative of the Recreation and Parks Department. 7. Inspection All concrete foundations must be inspected and approved by a representative of the Recreation and Parks Department before markers can be set. 5 8. Coping/edging Coping must be of a permanent type of either natural stone, (marble or granite) or continuous poured minimum of 6 inch square concrete containing #5 rebar. All other types of edging are not permitted. Any lot already containing concrete popcorn edging, plastic fencing, wooden or plastic edging and/or stone chips must be maintained by the lot /space owner, and any lot/space that is not properly maintained will be restored to its original condition by removing these items and replacing them with sod. 9. Slabs All slabs must be of a permanent type material. Concrete is not permitted. Refer to Section III /c) 6 for specifications for required foundation. 10. Other Miscellaneous Amenities Any amenity that violates the unique and distinctive character of the cemetery setting is not permitted and the City has the right to remove these amenities. No changes in the Cemetery Rules and Regulations can be made without approval of the Sanford City Commission. i Col CITY OF SANFORD AGENDA MEMORANDUM DATE 5 -27 -03 ITEM NO SUBJECT: Approval of Atlas Concrete Products, Inc. to perform opening/closing of cemetery graves DEPARTMENT: Recreation & Parks DIVISION: Parks AUTHORIZED BY- Mike Kirby CONTACT: Marc Hultin EXT: 5690 MOTION/RECOMMENDATION: Recommend approval for Atlas Concrete Products, Inc.: P.O. Box 149303, Orlando, Fl. 32814- 9303 to perform opening/closing of graves per attached rates. BACKGROUND: Our current contractor, Quality Vault Co. has given the City a 30 day notice terminating their contract for opening/closing of graves. Atlas Concrete Products, Inc. was the second lowest bidder per attached bid IFBO 1 /02 -03. They have agreed to perform the opening/closing of grave spaces at the rate specified in their bid. This contract will extend for the remainder of FY02 -03 and FY 03 -04. If approved by the Commission, Atlas Concrete Products, Inc. has agreed to begin work on 6 -2 -03. Funds are available in account #001 - 5051 -572 -3400. Regular_ Consent_ Work Session Briefing Reviewed by: CA _Deputy CM _Finance Dir. Other MARC HULTIN - Municipal Cemetery Page 1 From: HOWARD JEFFRIES To: TONY VANDERWORP Date: 12/18/02 11:41 AM Subject: Municipal Cemetery I received a phone call from Chris Neal, from Gramkow Funeral Home, who informed me that he has someone who is interested in buying the Municipal Cemetery. I suggested that he send a letter to you regarding this issue. CC: MARC HULTIN; MIKE KIRBY INFORMAL BID REQUEST CITY OF SANFORD, FLORIDA Return Bid(s) To: Telephone: (407) 302 -1009 DATE OF City of Sanford FAX: (407) 302 -4829 REQUEST P.O. Box 1788 Attention: Jan Henry Jan. 27, 2003 Sanford, FL 32772 -1788 RFB NUMBER RESPOND BY: 1. Bids may be submitted via FAX, Mail or Hand Delivery Date: Feb. 3, 2003 2. Bids received late will not be considered Time: 2:00 PM *NOTE - Timely delivery is the responsibility of the bidder Bidder Information Company Name and Address: Telephone No: FAX No.: Contact Person: Title: TERMS AND CONDITIONS 1. The City of Sanford reserves the right to reject any and all bids in entirety or in part, to waive informalities and to make the award which is in its best interests. 2. Terms and or conditions indicating a time frame(s) for payment other than in accordance to Chapter 218, part VII of the Florida Statutes are objected to and shall not be accepted unless agreed to, in writing, by the Purchasing Agent of the City of Sanford. 3. Bid pricing must be F.O.B. Destination. Also, if the Purchase Order is so noted, prior notification of the delivery shall be required. 4. These terms and conditions, the bid, and any resulting Purchase Order shall constitute the entire agreement of any order resulting thereof, unless agreed upon, in writing, by the Purchasing Agent of the City of Sanford. Also, if this bid involves service, the bidder warrants that if awarded the project he/she will provide an insurance certificate in compliance with the attached requirements. If said requirements are not attached, the bidder must call the Purchasing Agent to obtain the information. 5. The City of Sanford shall be responsible only for items which are actually ordered, via a City of Sanford Purchase Order, regardless of quantities or estimates indicated herein. 6. Time is of the essence with regard to delivery of this bid and any goods or services ordered as a result of this bid. Also, the City of Sanford is responsible to consider only bids received. Appropriate and timely delivery is the responsibility of the bidder. 7. The bidder is responsible to identify exactly what is being bid by indicating brand, model, as relevant, size, packaging, quantities included, delivery and warranty information. LINE DESCRIPTION AND SPECIFICATIONS QTY UNIT AND EXTENDED ITEM UNIT PRICE COST NO 1 Clean posts with soap & water prior to painting. Prime and paint all posts with white oil base acrylic paint. 2 Install 3 -1/2 X 6" X 1/8" thick PVC boots on bottom of posts with Glue and screws. 3 Install 12" X 12" X W PVC markers; laminate with 1/8" thick lexan — apply clear Silicone around all edges. 4 Redo 4' X 8' map sign in Lakeview section (Hardy Ave.) 5 Install locking lexan cover with hinges. 6 Install City of Sanford logo, PVC lattice and finials. 7 Paint to match d6cor — add 6" X 1/8" thick PVC boots around base of 4' X 4' posts. 8 Map colors to match the marker sign numbers. 9 Upon acceptance of proposal, make drawings for approval of layouts. 10 4'X 8' map sign in the Crawford Section; color /copy Please note: under Terms & Conditions #4 MARC HULTIN - Evergreen cemetery complaint Page 1 From: CAROL STOLASKI To: HOWARD JEFFRIES Date: 4/17/03 3:32PM Subject: Evergreen cemetery complaint Rec'd. call from Mrs. Myers, 3:00 pm; Today, she went to Evergreen Cemetery to place some Easter flowers on her parents lot and found the following at the site, 1 st. add. Evergreen; Sec. B; Lot 47; Elmer(a.k.a. E.L.) and Alice Lundquist: Description: Double headstone appears to be hit by mower; between headstone was a large cement vase, this was found in large pieces on the ground(Mrs. Myers has the pieces). The xmas flowers were thrown in bushes. two small headstone were dislocated also. The vase was purchased from Hunt Monument, 1969, she would like to have this replaced and headstones fixed. Mrs. Myers phone # is: 407 - 322 -7302, she will be glad to talk with you if need any assistance on this. CC: CHARLIE COLLIER; LINDA TUCKER; MARC HULTIN MID O a! tn7� �L� D r-O !3 3 X10 C .°* . O (�D C n n. ° 3 ;o (D CD o r°. o ° ° 3 n 0 m 3 0 CD 0 i CD ee, v1; _ n =;o 'w o! w ED po ! I l7 C. OCA !C i 7 p co CoID N i 0 (3) 010,01 tnNO 0 , a olOo C) '(3) l0 ; o o o cno 1 ,00'o t o C) CD 010 oiol Cl; o p o o 0 4A l rf) Efl j Efl �' I l EA W 0).-C n .N. p1 CD III � ; Cn ! co j O OD O OiOIOIOCnO ! CL O Z CL O OIOIO101CD 010 OiOlo!C) Q. 1 O O O O CD O Z ZI rflirfl Z! 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I I�I I { ol n � 3 GJ i 01 !alp! �O 1 , a 0 '. %C CCC)fl 'o I t I �p p al o la 1 0 0 caiai 0 z Z= I� '3 zlzi tfl � 1 'oI �o�0 - O n la � 0 0 0' cyl o CTS k O O O ioi 1 a10 o Q. 0 j a 3 o I o 00 o n m 9 IM OM D ;u cc Fn m Om Z .� U` o 0 N\ W I Sanford Municipal Cemetery Revenue /Expenditures 2000/2001 - 2002/2003 FY 00/01 FY 01/02 FY 02103 REVENUE Cemetery space sales $ 17,250 $ 28,825 $ 12,050 Grave opening /closing fees $ 18,126 20,200 Monument marking fees 600 _21,355 700 420 TOTAL $ 35,976 $ 50,880 $ 32,670 EXPENDITURES Annual Landscape Maintenance $ 53,016 $ 59,265 $ 59,265 Open /Close graves 13,375 17,170 $ 14,575 Water 9,885 $ 14,919 12,738 Electric 547 405 278 Extra tree work 9,750 TOTAL $ 76,823 $ 91,759 $ 96,606 Estimated Revenue Potential for Remaining Cemetery Spaces Revised 5/12/04 Types of Grave Spaces # Available Unit Cost Total Revenue Potential Crawford Section Standard Spaces 1,497 $800.00 $1,197,600.00 Cremation Spaces 360 $300.00 $108,000.00 Babyland Spaces 48 $75.00 $3,600.00 Evergreen Section H Cremation Spaces 34 $250.00 $8,500.00 J T Allen Standard Spaces 170 $800.00 $136,000.00 Subtotal Grave Space Revenue $1,453,700.00 Open /Close Revenue # Available Unit Cost Total Revenue Potential Standard Space 1,667 $100.00 $166,700.00 Cremation Space 394 $50.00 $19,700.00 Location Fee 2,061 $20.00 $41,220.00 Subtotal Open /Close Revenue $227,620.00 Total Projected Revenue from Remaining Spaces $1,681,320.00 " Note - projection doesn't include open /close revenue for previously sold unoccupied spaces. ( In Evergreen Cemetery, section C,D,E,J,L,M - there are approximately 707sold,unoccupied spaces. 707 x $100.00 = $70,700.00 in potential open /close revenue.) Historical Data Cemetery plot sales and Perpetual Care acct. balance. Revised 5/22/03 FY 1999 FY2000 Plot Sales $31,575 $20,325 Average Annual Revenue based on past 4 FY total Current Perpetual Care Fund Balance- $457,580.58 FY2001 FY2002 17,750 $28,825 $98,475 14 years = $24,618.75/ Yr Assuming an annual revenue rate of $25,000 /year, it would take 21.69 years to bring the Perpetual Care fund to the $1,000,000 mark.