Country Bill's Lawn Care Cont.
...
GITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH. FLORIDA 33139
http:\\ci.miami-beach.fl.us
COMMISSION MEMORANDUM NO. 51 b-Oo
SUBJECT:
Mayor Neisen O. Kasdin and DATE: July 26, 2000
Members of the City Commission
Lawrence A. Levy a ~~
City Mana~./
Request for ~:;roval to Award a Contract to Country Bill's Lawn Care, Inc.,
in the Annual Amount of $67,932.00, Pursuant to Bid No. 103-99/00, for
Landscape Maintenance Services.
TO:
FROM:
ADMINISTRATION RECOMMENDATION
Approve the award.
BID AMOUNT AND FUNDING
$67,932.00
Funds are available from Parks/Landscape Budget Account No.
011.0945.000312
ANALYSIS
The purpose of this contract is to provide turf mowing, trimming, edging and cleaning of medians
and chops at various sites throughout the city.
This Invitation to Bid was issued on May 22, 2000 with an opening date of June 16, 2000.
DemandStar.com issued bid notices to sixty-eight (68) prospective bidders, resulting in twenty (20)
vendors requesting bid packages, and the receipt of six (6) responsive bids.
The lowest and responsive bid was submitted by U.S. Lawns of S. Dade. However, U.S. Lawns bid
is not deemed to be the best, based on their work with other municipalities. Specifically, the City
of North Miami has experienced problems, which are documented and attached herein.
Therefore, pursuant to Section 2-369, City Code, we are recommending the contract be awarded to
the lowest and best bid, submitted by the responsive, and responsible bidder, Country Bill's Lawn
Care, Inc.
Attachment: Bid..Tob~
LAL,d1Jl1'\5!~
AGENDA ITEM c '2.F
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City of North Miami
Par-ks and Recre~tion Department
Memo
To:
Pam Thompson, Purchasing Agent
~
Fram:Jim Kincaid. Assistant Director
CC: Jean Fountain, Director
Bob Ulrich, Superintendent of Parks
Keith Miller, Parks Supervisor
Davyd Heasley, Parks Coordinator
Date: 12/18198
Re= Palm Tree Trimming Contract Recommendations
Attached please find a memo from Dayvd Heasley and a copy of your memo of May
21, 1998. both of which support the rejection of the second lowest bidder for this
service, US Lawns of South Dade. The remaining bidder, Asplundt Tree Trimming,
was almost three times more expensive than the next lower bidder,
Per our conversation earfier today, I reoommend that 'Ne re-bid this contract rather
than accept the last remaining, qualified bidder, AspIundt
..
ATN. 6(.)5 Lopez..
Attachments
100~
- xv.:!: n: Cl OO/6it /90
~
City of North Miami
Memo
To: Kcith Miller, Pm Supervisor
From: Davyd Heasley, Parks Coordinator ~
Date: December 17, 1998
Re: MoCA Palm. TICe Trimming Contract
It has come to my attention that US Lawns is being considered for use: as the maintenanCe
contractor to trim the palm trees in the MoCA Plaza.
In May of 1998, US Lawns performed contract work for the City on Griffing Blvd. Their
contract called for them to excavate the median tips, replace the excavated soil with:fresh soil,
plant ground covers, and mulch the tips, Numerous problems were encountered such as
working beyond the hours specified in the contract, leaving equipment and debris on site
overnight, and not providing proper safety control devices for the protection of vehicular and
pedestrian ttaflic.
Since MoCA PI87a is a focal point for the new- Police StationIMuseumlCity Hall center, I am
extremely concerned about the potential problem using this contractor could cause. Attached
is a letter that Pam Thompson, Purchasing Agent, sent to US Lawns regarding the problems
encountered during the Griffing Blvd. Project.
DH:yc
'1(ok.: Wt.. ~ 1wI~;Mtf,r INJJI'IIIIS u)tY-6. ()S ~$ as
~se. ",.",l.'oAeeI ()Il YVI' bid .;,,~t. f,(JIt site f
-'r {.k f,~ff h/dr/wr. Ails.' (s t). (J()IJ ~f~
lefIer Y"tJ {,8M:f *' ~. (i<. ~ VIi" r IJJe
L ~trlb~'DItf ~r ~ Y&e/r tlHlft~. .~Ie4Se.-
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City of North Miami
776 NOl1fIeaSI t25lh 51reet. P.o. Boa 61CJ850. Nonl'l Miami. Floria. 33261.oeso
&305IlIS3el I
May 21, 1998
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Mr. Mario Salman r ~
U.S. Lawns ofSoudt Dade
1405 SW 107m Avenue #30 I B
Mi~i, Florida 33174
Facsimile: (305)220-678 I
RE: Excavate 12 Median Tips. Purchase Order f#50040
Dear Mr. Salman:
The City Parks Department has brought lo my aueation 5\:veral problems that are occurring al
the Griffing Median excuvalinc project. I have list"od these pmbkms below and will aW".Jil ,"ollr
reply as how you arc going 10 corrc:ct lhem. . . -
I. Dirt being piled onto ahc median grass
2. 'Oirt being piled in the swaJc
3. ^ broken lighl pole in lhe swale which.was hit and kn(x:ked down by your crew
4. One or your vehicles pllrk"od overnight in an unaullUJri7_I....d area
5. A request to leave dirt in the street overnight
6. Takins asphalt to the lake mixed with lhc dumpl.-d Jill
7, Damaged to a driveway at 12895 Griffing Blvd, (There were n() witncs.<;cs}
8. 1'laniS which arc being planted by your company arc not being planted d,,'Cp
CI10ugh to cover the mc.)(S
9. Plana arc not bL.-ing planted all the \wy to the tip ur m,,-dian~
10, Your trucks arc being parked on lhc grus in the median
II. Your planlins proaxIures are poor and the spacing of plants is not c;om..'Ct.
12- Your ep;w is working b.:yond the hours spec:ilic:d.
^ mceling was sch..:dulcd for Monday, May 18. 1998 to ~'View the site and di~uss Ihl..'SC
problems. no om: showed ror this meeting or no one allied 10 e:med or re~hcdule,
I have aunched a copy oflhc spccificalions with this Idter to clarify. CURtact K..:ilh Miller or
lJob Ulrich al (305)81) t .741 O. or (30S)89 1-9924 on lhis dab: to arrange a mccting.
~c;er(IY~
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Pam Tho pso;, -errB
Purchasing Agent
1:00 III
IVd ~t:l:l 00/6~/90
2.0 SPECIAL CONOmONS
2.1 PURPOSE:
The purpose of thiS proposal is to establish a contract. by means of sealed
proposals. to have approximately 2000 trees trimmed as specified herein,
from a source(s) of supply that will give prompt and efficient service.
The budget for this project is 521,000.00.
TERM OF CONTRACT;
This contract shall commence the day after date of award by the City of
North Miami, Florida. The contract shall remain in effect until final
com . nanda .' .
Providing the successful proposer will agree to maintain the same terms
and conditions of the current centract, this contract could be extended for
an additional two (2) years, on a year to year basis, if mutually agreed
upon by both parties.
2.3 METHOD OF AWARD:
Award of this contract may be made to the lowest responsive, responsible
proposer iNhose proposal is the most advantageous to the City of North
Miami.
2.4 PAYMENT:
I. The first payment will be made upon the completion and acceptance of fifty
er" percent (50%) of the estimated trees being trimmed. The second and final
~tl /(. payment will be made upon final completion and acceptance of the project
#' ,,~ by the City of North Miami.
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SpdaLlDIIIll-9I-99
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TREE TRIMMING
PROPOSAL #13-98-99
JANUARY 22. 1999
Vendor shall submit a price per tree inclusive of all18OOr,
equipmentlsupplies required to complete the project, and to leave the
areas in first Class condition.
"---,
COMPlETION TIME:
Completion time Shall be achieved within Six (6) weeks after the pre-
construction meeting.
ADDmONSlDELETlONS OF TREES:
Although this solicitation Identifies an approximate number of trees to be
trimmed. it is hereby agreed and understood that any new trees may be
added/deleted toIfrom this contract at the option of the City, at the
1
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YVl Ct:CI 00/8~/90
MEMO
TO:
FROM:
DATE:
1m:
Keith Miller, Parks Supervisor
Tercy Lytle, ActiDS PIIb ~1.t
May 19, 1999 ,"
Tree: T . .
nmnlll11 C~"t (PO # 52780)
U.S. Lawns started the annual ..
compl....... 329 _In...... - A' '
.._~!26 ~ ::~ __ ".."... _t~;2":'~": rO......1h<y-
my concern that ....oL. .L.~ ~ompJetc the contract -clusi of ti & <nero 1here are
_ . ~.w ww rate in ",;hiob. thi "-- we lve SaturdaY
am. · camnct;, bcill...... " -' 1m..........
. J may not be completed on
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-/IJfj N/IJj.J ~ flJrrerJ fk ~",pld(OIl tbfe 0;Wi ~tette-
~-Ier I~ 'Jo t.<$()/rb.f.uJ lJ,AMyef fee- I/#If/tr/ktr tD~d.
COfJ ..t O/l. yo<< leltr. -r~0AJ.t. :IV'
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;f(ft{
0:: Ben Pc"'" ....-'--
.. n n.r.... Coordinator
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City of North Mf9Y11i
m NInIleac t2llll SaIIf. "0. I!tIl 11lIIIO, ,.1h MIBmi. Ma SlI211'-4l15G
May 20. 1999
?(J~!!!/D
;r: $'k'l - fJo ~'(J uJ
. ~S'" - Mo S~CAJ
(305) 893 ,HI ~
Mr. Mario ~'''''''
U. S. l.was ofScdh Dade
1405 S. W. 10'1* Avenue '301D
Miami. Florida 33113
facaimilc: (305)225-9986
RE: RfPf13.9ug Trco Trimmil1l
De:u Mr. SaJ"''''''
It bas como to my atleDDOD. tJaat your QOJDpaD)' is filIiDa bebiAd aD the aaiecIl1art for the
above: ref'e;.tWed prapoul. In ICC01daneo widl the specitlcaUoas of1be proposal. the
(;Q.d&-1Or sball complcrc 61 projcQ' in fblI within six (6) weeD after me pnt-
COIli1na.1ion mH1til'E The m=t:ms was bc:ld llIId.1he o~al ~ dale WI!
April 12, 1999. 'Ihc pIOject must be complete by May 24, 1999.
AI oCtbis _ your complUlY bas completed tJimmi,. 329 1ft:CI of tile l,6fJ1 Qees Mlich
requile 1rimaIiDg.
YOIIf '~<<y rcspoIlIll to this letter II'1Cl a ~ sc!alde for the CCDlplcrion or1be
projcd is 1ICluired.
Your &i.lurc fD c::ampl-te tttis projcCI in the tpecify time may Ja1I1t ill JOUI' compmy
beins disqVIIliMf tal tbtLitc biddiDI with tbe Ci1;y ofN<<th MiImi. lfyou have any
qucsdClIIUQflt- my off'lCC. .
SUaceml".
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PurdIaiDs Agent
0:; Puts &. 1lecralioa Sapd'\isor
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YVd ct:Cl OO/8~/90
City of North MiaDli
776 NOtlh8U1 1251h Street. p.o. Box 610850. NOM Miami. Florida 33261-oasO
(305) 893-6511
May 20, 1999
Mr. Mario Salman
U. S. Lawns of South Dade
1405 S, W. 101" Avenue #301B
Miami, Florida 33173
Facsimile: (305)225-9986
RE: RFP#13-98-99 Tree TriInming
Dear Mr. Salman:
It has come to my attention that your company is falling behind on the agreement for the
above referenced proposal. In accordance with the specifications of the proposal, the
contractor shall complete the project in full within six (6) weeks after the pre-
construction meeting. The meeting was held and the official commencement date was
April 12, 1999. The project must be complete by May 24, 1999.
As of this date your company has completed trimming 329 trees of the 1,667 trees which
require trimming.
Your immediately response to this letter and a work schedule for the completion of the
project is required.
Your failure to complete this project in the specify time may result in your company
being disqualified from future bidding with the City of North Miami. If you have any
questions contact my office.
Sincerely,
~ C"~ "
'''C:''.. \ 1t.&":I.I{)p.:h.rv
Pam Thompson, CPPB
Purchasing Agent
Cc: Parks &: Recreation Supervisor
LOO~
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IVl tt:CT OO/8~/90
UAIAWNS
Ms. Pam Thompson CPPB
City of North Maimi
776 Northeast 125th Street
P.O. Box 610850
North Miami, Florida 33261-0850
May 26, 1999
RE: RFP#13-89-99 Tree Trimming
Dear Pam,
After are recent conversation about the time frame on the tree wolk I wanted to go back and look
at our Contract. The contract states section 3.4 WOIk will be performed Monday thur Friday from
7:30 A.M. to 4 : 30 P.M. excluding Holidays. Our contract states we need to.have the tree wolk
completed within (60) days. When excluding weekends as it is stated in the contact we should be
completed around the end of June. I just wanted to set the records straight so there was no
confusion later on.
Jfyou should have any question please free to coDtaet my office.
1banking you in advanced.
~inccrelY~ . 11 i (
~,QLLttUJJ1 f.PA; l~
"Daniclle Salman
1405 S.W. 107TH AVENUE. SUITE 301-5. MIAMI, FL33174. (305) 225-4492. FAX (305) 225-9986
llOO~ YV.:i tt:ct OO/6V90
MEMO
vl'TO: Keith Miller, Acting Parks Superintmdent
FROM: Teny Lytle. Parks Speeialif'r
DATE: June 24, 1999
RE: Tree Trimming (".(!DIta~ (PO if S2780)
u.s. Lawns srartcc! the anma'll tree-trimming contract on April 12, 1999. To date, they !lave
completed an estimated 600 of 1 ,667 trees. with the contract period almost over If they are
credited five days for rain. they should complete the contract by 1u1y 1. I cannot see any possible
1liI'aY this contract can 4;OmpJeted by the end of next ,,,,'eek. In addition th~ have not had crews
"'orking the last four dayS.
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C.c: Ben Perry, Parb Coordinator
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YVd tt:CT 00/66/90
MEMO
TO:
Mario SAlman President/Owner
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U.S. Lawns
FROM:
Terry Lytle, Parks Specialist
City ofNortb Miami
DAlE:
July 13, 1999
RE:
Tree Trimming Contract
As of July 9, 1999, your company was appro,nntAtely halfway through the completion of our
contract to prune 1,667 trees in North Miami as specified in the contract. The completion date
for the contract was on or about June 25, 1999. We have reviewed your completed trees and
found that the trees have been trimmed to meet our specifications. As per our discussion on July
9, 1999, you were instruct..-d to request a time extension in writing to Pam Thompson in
Pw'chasing. As of today July 14, 1999,9:00 a.m., we have not bad a response from your
company. In addition, you have not had crews in the City of North Miami to demonstrate your
intentions to complete the project. Your response and intentions regarding the completion of this
contract are required not latcrtban4:00 p.m., July IS, 1999. If you do not respond with
intentions to proceed we will commence seeking the completion by other means.
TRL:ll
Cc: Jean Fountain, Director, Puks and Recreation
Jim Kincaid, Assistant DirectOr, Parks and Recreation
Bob Ulrich, Pam Su.perintcndent/
Pam Thompson, Purchasing ./
Ben Perry, Paries CoordiDator
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Tar)' Lytle. hrk S~list
,.JrJ .s R=eaIion J)eplutmcDt
City ofNodh Miami
716 NortbculI2S. Street
P.O, 61oi$O
Npfth Miami. Florida 33161-0150
RE: Trft TrinuDiq COIIb'ICt (PO '52710)
Deer Ten)':
After CG'e611 review of the rime speDl thus ,., on your ~1<<CId no pIOjeet. aftd
pro.i=iac the tImI SCC$SIrY to complde .., comractcd woJt. we uvr JUde the
fbJlowiDj decisioD.
Jllly IS, 1999
Tilting iIdo ~101t the ~blems we hive hid tlecauK of the job stnICtlh, d1is
project bu prowcl tJ.) be wry ineftlcimt. Let JII8 explaID: INI1:IId of biDs up ~
blocb. WI: 1I&vc been eu1tiDg 4 treeS _ IDll . couple tbrte. each ~ IDlIVicg tb;
eql.lipmcm ud. senins up for tbe new work.
Uafonunately. the iDemcietlCy of this project is !lOW bcPiIIg to ef!.'ect O'lr GOre
business all the _19lon we have lIlIIde is 10 consider Chi work completed 85 die end of
lbi5 projec1.
As you haw iDdiCGed 1ft pur pbo~ QJI1V-.tioas, u waO u with)'OUI' FAX of July
13", 1999; the City ofNonh MiImI wu &4li...-ly p__ with our -.rkm-abip aDd
recopized that we IIr a:ocded die SJ*1fk.......s. Ha~. we muSt rqnttably
clcc:be to linish the prOjecl due to the budshlp it is pIKing on our Conpny.
Rnp:cdlD)'.
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MaiD s.Jmm. PresiclearJ01r.'DCI'
U.S.1..nms
1405 S.W. 107TH AVENUE' SUITE 301-B' MIAMI. ~ 3317'. (301) _-4412. FAX (305) 225-.8
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us.UWNI
City of North MiImi
176 Nortbeut 125* S1RlC!
P.o. Box6101S0
North Miami. flDricIa 33261.0850
A1tD. Mr. Lee Feldman
In ~L~ to our mectin& I baw come up with tbis roush draft. Listed below are Ill)'
c;oJlditioas for the coDIJDdCetomH ofa ttcc-tJ'il'1'm"-1 job.
Oc;1obcr 14, 1999
ft. ·
;1.
Trees to be close to each other in blocks of 40 - 60 trees lit . time.
. The oppornmity for US LawDs to check the list of trees betbre co~mmt or
work. .
tJ K- · Four waks to complete 1hc job.
oR-. BegjnDiDg c!atc will be Jut week ofNoVCDlber.
6.
. BefoR the COmm&'llCcDlePt of the job. oocc thi:i is all agreed we would rec;eivc our
cheek for SI1.oo0.oo for all work completed.
SilPrely )'Oun.
.
7ri~,y $a.i..J/...(;'t(,
Muio SalmID .
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1406 S.W. 1OTTHAVENUE. sum: 301-8. MIAMI, FL3317~. (305) 225-4482. FAX (305) 225-H86
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'From:
Sent:
To:
Cc:
&JbjIIct:
. "I'!mI1N.b~~'I.~~H "~~....~~u "'1m\'l1f1'/i11I1iLl.I.'.'~~'f.m~U.lI>J.'.IIi..!'!~!JI"W!'/I,\
,..... IMfUiii{.?rr;mft"j~rr~~ii~.tu.I~~~~U7~r.1~~lilIIR,IfIl~u1.![~j,-^Ir.~rFmt Wllh/I:..
Kincaid. Jim .
TueedIIy, November 16, 1999 2:22 PM
FeldrTB1. Lee
FOI.I'1I8In. Jean; lllDmpIOn, Pam
Letterfrom US Lawns dal8d 11111199
The above IeIIer was in error . ~dillg the quantity of trees remaining to be cIcIne WIder 0l.I"
......dl....l, 7~ trees (which Is 1f!61 trees contrBcted fer less the 880 trees ccmpleted).
I called US Lawns and spoke to 0anieI1. Salmon. the wife of M8rio and the autha' of the letter.
She misunderstood the listing of locations that the Parks Division prepared. and thought we
wanted 99D more trees done. Tlis explains the ..reI lCl! in their letter to 203 additioniiI trHs. I
explained that there was a note ..lt4Ched to the list of locations stating that they c:ouId trim any
787 trees from the listing of 990. theI'f1by fulfilling their contrac:l
I asked Ms. SaIrnon to coned and re-send her letter. including her revised ~oflrees,
timellne and projected complelion time, as well as a couple of typograptKaI corrections. I aJao
told her that I diet not believe that the City would approve paying them the fuD amount for trees
already done. I expl8ined that their contract obligated them to trim all the trees, or the City may
deduct the cost of trimming the remaining trees by others fi'om their payrnenl She said she
ur.de.atood, and suggested % oftne $11,000 as a payment I told herthat I did not believe that %
would be aooeptabIe, and suggested that I could probably ~ a payment of ~ of the $11.000
at this time, with the balance of the payment in full due upon satisfedory c:ompIetion of the entire
job. I also told her that my recommendation would be subject tD the City Manager's consideration
and final approval. I told her to send a revi8ecI and COIT8cted letter stating her proposal to the
City Manager, and to fax a copy to me to help ~ho a response.
I believe that her IetIer wiD request a % payment I1CM' for 55,500, with a 8Iart time for the new
trees In the micldle r:I Dec8mber and a CXJmpletion time projec:terI for the end tit January. If this is
the ease, I recommend that we accept this proposal and allow them to complete this ..0. fb ac:t.
Cc: Bob Ulrich, SupeI'Intendent of Parks
.-
CYollJ
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u.s.1AWNS
City of North Miami
776 Northeast 125111 Street
P.O. Box 610850
North Miami, Florida 33261-0850
November 23, 1999
Attn: Mr. Lee Felnma.n
Dear Mr. FelilftUln'
With reference to your recent phone conversation with our MIs. Danie11e Salman
regarding my letter of November 11", 1999:
We have scheduled the remainder of the tree work to begin January 3rd, 2000, as our
business will be closed the last two weeks of December.
Ho~, we still feel that a portion oftbe monies owed to our company fur work already
prefurmed should be Paid prior to, or at Sl3rt ot phase two of this project. We recognize
your restraint as a safeguard to insure our co1llpletion of this phase. so as I sign of good
faith we propose the following:
. Fifty Percent of monies owed due at ~ beginning of PH II
. Balance of monies owed due January 25110 2000
. Balance of contract amount due at Job Completion
Hopefully, you can see fi'om this proposal our willingness to werle with the City of North
Miami and complete tbis work, but you DBlst also recognize tbat to a small company
holding back Eleven Thousand Dollars retainage is extreme, and we hope the above offer
is acceptable.
RespectiUIly,
n~~ Sa4.... /'
Mario Salman
1405 S.W. 107TH AVENUE. SUITE 301-8. MIAMI. Fl33174. (305) 225-4492 . FAX (305) 225-9986
SlO~
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City of North Miami
776 NorIhelSll25t11 Street. P.O. Box 610850. NorIh MilImi. FIorlda 33~ 1.0850
(305) 893-6511
PARKS AND RECREATION DEPARTMENT
December 20. 1999
U.S.Lawns
Mr. Mario Salman
1405 SW 107 Ave.. #301B
Miami, Fl33174
RE: RE-COMMENCEMENT OF TREE TRIMMING CONTRA.cT(p0#52780)
Dear Mario.
I have been advised that the City of North Miami has made a payment to you for 50% of
the tree trimming work you have completed thus fBr. in accordance with your request in your
letter dated November 23, 1999. Therefore, please follow suite and schedule your crews to begin
trimming on JanuBIY 3, 2000. Upon receiving this letter you should imInediately contact Ben
Perry. Parks Coordinator, to confirm your start date, so he can begin marking the areas that are
most densely populated with trees as per our agreement.
If you have any questions you may contaCt me@(305) 891-7410.
._ ,""' (-: ~ \/::' f
" - . .-;:, : \.:.
." .
Cc: Jean H. Fount.in. Director of Parks and Recreation
Tim Kincaid, Assistant Director of'Parks and Recreation
Bob Ulrich, Parks Superintendent
Ben Perry, Parks Coordinator
Pam Thompson, Purchasing Agent
9TO III
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