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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Date: August 11, 2004
ORIGINAL
Subject: A resolution authorizing the
execution of a purchase order, with three
(3) single year renewal options, to West
Coast Arborists, Inc. for providing tree
trimming services throughout the City.
From: Lynn Merrill, Director
Dept: Public Services
Meeting Date: September 7, 2004
9/20/93 Reso 93-359
7/20/98 Reso 98-220
Multi-year contract for tree trimming services
Contract for tree trimming services - with 3 single year optional
renewals
Contract w/3 single yr. optional renewals for tree trimming services
8/7/2000 Reso 2000-240
Recommended Motion:
Adopt resolution
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Signature
Contact person Lynn Merrill, Director
Phone:
5140
Supporting data attached:
Ward:
All
FUNDING REQUIREMENTS:
Source:
$250,000
001-404-5502
Professional
Contract Services
Amount:
Finance:
Council Notes:
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Agenda Item No. .33
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
A resolution authorizing the execution of a purchase order, with three (3) single year
renewal options, to West Coast Arborists, Inc. for providing tree trimming services
throughout the City.
Background:
On September 30,2003 the City of San Bernardino Purchasing Division sent out bid
packages to twenty-three vendors, including ten local firms, and the San Bernardino Area
Chamber of Commerce. We also advertised on the City's web site and in the Sun
newspaper. Four (4) responses were received.
Due to the Old Waterman Canyon fire, subsequent City-wide recovery efforts, and flood
preparation, the review and recommendation for vendor approval was delayed until
February 2004.
Staff requested pricing for several categories of service, including street tree aesthetic
trimming, palm tree trimming, tree and stump removal., and tree planting, as well as
emergency responses. In order to adequately evaluate the bid prices submitted, staff
reviewed past work performed under each service category to come up with a typical
annual mix of services, based on the 2002-2003 season, rendered under the tree
maintenance contract. Following are cost comparisons of the three most requested
categories through service requests received.
Street Tree
Aesthetic Trimming
5.273 Trees
$202,483
$210,920
$232,012
$253,104
Tree/Stump
Removal
4.252 Dia Inch
$51,024
o
$63,780
$59,060
Stump Only
Removal
1.542 Dia Inch
$6,168
o
$9,252
$6,476
Great Scott Tree Service
United Pacific
West Coast Arborists
Tru-Green
The bid results of all services are as follows:
Vendor Location
Great Scott Tree Service Stanton
United Pacific LaHabra
West Coast Arborists Anaheim
Tru-Green Monrovia
Bid
$291,232.30
$319,160.00
$328,598.00
$342,202.98
Funding in the amount of $250,000 is included in the FY04-05 budget for contract tree
maintenance. Staff manages the actual work loads assigned to the contract in order to
meet the available funding levels.
Upon a thorough analysis of bids for all services and background check of references,
Great Scott Tree Service of Stanton was selected as the most qualified low bidder in April
2004. During the process of drafting a staff report for award of contract, Great Scott Tree
Service informed the City that due to pending litigation involving a co-bidder, they were
withdrawing their bid and requested that the City award the contract to the next, lowest
qualified vendor. See Exhibit I.
The City Attorney's office reviewed the request from Great Scott and concurred that the bid
could be awarded to the next low bidder.
A check of background references indicated that United Pacific did not have the
experience of aesthetic tree trimming considered necessary for the City tree trimming and
the largest amount of work that the City performs annually. Also, United Pacific did not
bid on the removal category and, as such, their bid was non-responsive. Therefore, West
Coast Arborists, Inc. was the next most qualified low bidder. The City has utilized West
Coast Arborist for the last ten years, and has been very pleased with the quality of services
provided, as well as their professionalism and responsiveness.
Financial Impact:
Funding for this request is contained in the FY2004/2005 Public Services Department
budget, Account No.001- 404-5502, Contract Tree Trimming, in the amount of $250,000.
Recommendation:
Adopt resolution.
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RESOtl~fV
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE EXECUTION OF A PURCHASE ORDER,
WITH THREE (3) SINGLE YEAR RENEWAL OPTIONS, TO WEST COAST
ARBORISTS, INC. FOR PROVIDING TREE TRIMMING SERVICES THROUGHOUT
THE CITY.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
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SECTION 1..That West Coast Arborists, Inc. is the most qualified low bidder for
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RFQ F-04-033 Contract Tree Trimming Services; pursuant to this determination the
Purchasing Manager is hereby authorized to issue a purchase order, with three single
year renewal options, to West Coast Arborists, Inc., for tree trimming and related
services throughout the City in the total amount of $250,000.
SECTION 2. The Purchase Order shall reference this Resolution No.2004-_
14 and shall read, 'Tree trimming services, P.O. No.
, not to exceed
$250,000", and shall incorporate the terms and conditions of this Resolution.
SECTION 3. The authorization to execute the above referenced Purchase
Order is rescinded if not issued within sixty (60) days of the passage of this resolution.
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AuguSI26.2004
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE EXECUTION OF A PURCHASE ORDER,
2 WITH THREE (3) SINGLE YEAR RENEWAL OPTIONS, TO WEST COAST
ARBORISTS, INC. FOR PROVIDING TREE TRIMMING SERVICES THROUGHOUT
3 THE CITY.
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I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the
Mayor and Common Council of the City of San Bernardino at a
meeting thereof, held on the
day of
, 2004, by the
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following vote, to wit
AYES
NAYS
ABSTAIN
ABSENT
Council Members:
ESTRADA
LONGVILLE
MCGINNIS
DERRY
KELLEY
JOHNSON
MCCAMMACK
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this
,2004.
day of
Judith Valles, Mayor
City of San Bernardino
Approved as to
Form and legal content:
JAMES F. PENMAN,
City Attorney
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