HomeMy WebLinkAboutR2- Purchasing CITY OF SAN BERN.RDINO REQUEST F R COUNCIL ACTION
From: Dean R. Meech, Purchasing Agent Subject: Tree Trinming, City Wide
Purchasing
Date: September 3, 1993 Bid: F-94-05
Synopsis of Previous Council action:
None
Recommended motion:
Adopt resolution.
Dean R. Meech
Signature
Contact person: Dean R. Meech, Purchasing Agent 384-5085
Phone:
Supporting data attached: Yes Ward: N/A
FUNDING REQUIREMENTS: Amount: $.29,500.00 *EDA funds - $300 ,000
Source:JAcct. No.) 001-404-53150
(Acct. Description) Professional/Contractual Services
*
Finance:
' icil Notes: On July 6 , Community Development Commission approved utilization
of golf course revenue funds for tree trimming services.
75-0262 /7
AnPnrin Ito- AI.. 1
CITY OF SAN BERNaRDINO _ REQUEST F*:,R COUNCIL ACTION
STAFF REPORT
F-94-05
The proposed purchase is for tree trimming services throughout the
City to be utilized in daily operations by the Public
Services/Street Department.
At the request of the department, appropriate specifications were
prepared, published and furnished to area suppliers. Bids were
publicly opened and declared on August 241 1993 .
The following is a summary of bids received.
COMPANY TOTAL BID (INCLUDING TAX)
Asplundh No Bid
Los Arboles Nursery Inc No Bid
*West Coast Arborist Inc $397, 500. 00
Quast Tree Service No Bid
Golden Bear Arborists Inc $412 , 500. 00
At the Economic Development Agency Council Meeting of July 6, 1993,
item #34 was discussed at length by Council and the determination
was made to deny the exemption of M.C. 3 . 04. 010-82 concerning this
service.
Although no Council Action correspondence occurred that Purchasing
was aware of, it is understood by direction that Council wished the
1 tree trimming service City wide to be re-bid with the view of
giving all local vendors an opportunity to participate.
With this direction the Public Services Department provided
appropriate specifications. All vendors listed in the vendor source
under this commodity were provided a bid package. The City also
announced the bid opportunity in the newspaper of general
circulation in the County.
No local vendors responded. A pre-bid meeting was held, and all
were informed of this pre-bid meeting in the bid so that a complete
understanding and discussion, if warranted, could benefit all
interested parties.
Forty-three (43) vendors supplying this service were solicited. Two
valid offers were received out of five responses. There were three
no bids.
Although the lowest bid of $397, 500. 00 is $68, 000 over the
estimated encumbrance, the specification was clear that the bid was
based on tasks approximate. These tasks can and most likely will be
adjusted to true and actual production requirements. This clause
was in the specifications and all bidders were aware of this from
the pre-bid meeting. They understood the requirement and bid
accordingly.
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Staff Report: F-94-05
CO Tree Trimming Services
September 2 , 1993
Page 2
The recommended bidder, West Coast Arborist, intends to utilize as
many local people as can be qualified for the work in this bid. The
bidder also has established a local business address in the City
for addressing his further activities in the Inland Empire.
Specifications as bid have been reviewed with the Director of
Public Services Department who concurs that the bid of West Coast
Arborists meets specifications and requirements. It is therefore
recommended that the bid be accepted for contract. The equipment
funding is $300, 000 Economic Development Agency funded and $29,500
City General Funding
Acount number: 001-404-53150 (City plus EDA)
Total Amount: $329, 500. 00
Dean R. Meech, Jim owel , Assistant irector
Purchasing Agent o ublic Services
C I T Y OF S A N B E R N A R D I N O
INTEROFFICE MEMORANDUM
CITY ADMINISTRATOR'S OFFICE
DATE: September 13, 1993
TO: Mayor and Common Council
FROM: Fred Wilson, Assistant City Administrator
SUBJECT: Award of Contract for Tree Trimming Services in RDA
Project Areas
COPIES: Manuel P. Moreno, Director of Public Services
---------------------------------------
On July 6, 1993 the Community Development Commission considered a
request from the Public Services Department to award a contract to
West Coast Arborists, Inc. for tree trimming services in RDA
project areas. The amount of the contract was $300, 000. The
vendor had agreed to "piggyback" this bid from a bid recently
submitted to the City of Tustin at a unit price of $39. 00 per tree.
The Purchasing Agent had indicated that this type of purchase was
permissible in the Municipal Code.
After some discussion, the Community Development Commission
instructed staff to bid this service in order to give local vendors
the opportunity to provide this service. In accordance with these
instructions, the Public Services Department prepared bid
specifications and sent them to forty-three tree trimming vendors.
Of the forty-three vendors, two valid bids were received out of a
total of five responses (the other three respondents indicated that
either they were too busy or the project was to large for them) .
The recommended low bidder, West Coast Arborists, Inc. submitted a
bid of $397, 500 which was $97,500 over the budget of $300, 000. The
unit price per tree increased from $39. 00 to $53 . 00. West Coast
Arborists, Inc. indicated that their increased unit price was due
to a field inspection of the trees and the amount of trimming to be
performed since a majority of the trees had not been trimmed for
several years. Since the bid specifications provided the
flexibility to reduce the number of trees to be trimmed to
correspond to the available funding, a reduction was made in the
trees to be trimmed.
The Public Services Department also budgeted $29, 500 for the FY
93/94 for contract tree trimming services City-wide and has
recommended that this figure be added to the $300, 000 contract to
increase the total tree trimming contract to $329, 500.
The Purchasing Agent has prepared the attached staff report which
P/Jead ides more detailed information relative to this purchase along
, he ne cessary contract documents.
Wilson
Assistant City Administrator
1 RESOLUTION NO.
2 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
EXECUTION OF AN AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND
3 WEST COAST ARBORISTS, INC. , RELATING TO TREE TRIMMING SERVICES FOR
TREE TRIMMING PURPOSES.
4
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF
5 SAN BERNARDINO A FOLLOWS:
6 SECTION 1. The Mayor is hereby authorized and directed to
7 execute, on behalf of said City, an agreement between the City of
8 San Bernardino and West Coast Arborist, Inc. , relating to tree
9 trimming services for tree trimming purposes.
10 SECTION 2 . The authorization to execute the above
11 referenced Agreement is rescinded if the parties to the Agreement
12 fail to execute it within sixty (60) days of the passage of this
13 Resolution.
14 I HEREBY CERTIFY that the foregoing resolution was duly
15 adopted by the Mayor and Common Council of the City of San
16 Bernardino at a meeting thereof, held on the
17 day of 199 , by
18 the following vote, to wit:
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1 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION
OF AN AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND WEST COAST
2 ARBORISTS INC. , RELATING TO TREE TRIMMING SERVICES FOR TREE
TRIMMING PURPOSES.
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4 Council Members: AYES NAYS ABSTAIN ABSENT
5 NEGRETE
6 CURLIN
7 HERNANDEZ
8 OBERHELMAN
9 DEVLIN
10 POPE-LUDLAM
11 MILLER
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13 City Clerk
14 The foregoing resolution is hereby approved this
15 day of , 199
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17 Tom Minor, Mayor
18 City of San Bernardino
Approved as to form
19 and legal content:
20 James F. Penman,
21 City Attorney
By:
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1 AGREEMENT
[` 2 THIS AGREEMENT is entered into as of this day
3 of , 1993 , by and between WEST COAST ARBORISTS,
4 INC. , ("CONTRACTOR") and the CITY OF SAN BERNARDINO ("CITY") .
5 WITNESSETH:
6 A. WHEREAS, CITY has need for tree trimming services
within the CITY and,
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B. WHEREAS, CONTRACTOR is competent, experienced and able
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to perform said services: and,
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C. WHEREAS, CONTRACTOR has provided the lowest responsible
10 bid for the providing of such services;
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NOW THEREFORE, the parties hereto agree as follows:
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1. CONTRACTOR shall furnish tree trimming services to CITY
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in accordance with Bid Specifications F-94-05.
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2 . Over the term of this Agreement, CONTRACTOR shall be paid
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for such services to a total amount not to exceed $329, 500. 00
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determined in accordance with Bid Specification F-94-05.
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3. CONTRACTOR shall provide the Public Services Department
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19 with a monthly invoice in arrears and shall be provided payment
20 within thirty (30) days therefrom. CITY retains the right to
challenge all or any part of an invoice.
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22 4. The term of this Agreement shall be one (1) year from the
date first above shown.
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24 5. CONTRACTOR agrees to defend, indemnify, save and hold
25 CITY, its officer, agents and employees harmless form any claims
26 or suits that may be brought by third persons on account of
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1 personal injury, death or damage to property or a property or
2 business or personal interest, arising from any negligent act or
3 omission by contractor while performing services under this
4 Agreement.
5 6. While not restricting or limiting the foregoing, during
6 the term of this Agreement, contractor shall maintain in effect
7 policies of comprehensive public, general and automobile liability
8 insurance, in the amount of $1, 000, 000. 00 combined single limit,
9 and statutory worker's compensation coverage, and shall file
10 copies of said policies with the CITY'S Risk Manager prior to
11 undertaking any work under this Agreement.
12 7 . CONTRACTOR shall perform work tasks as directed by the
13 Public Services Department, but for all intents and purposes
14 contractor shall be an independent contractor and not an agent or
15 employee of the CITY.
16 8• In the performance of this Agreement and in the hiring
17 and recruitment of employees, contractor shall not discriminate on
18 the basis of race, creed, color, religion, sex, physical handicap,
19 ethnic background or country of origin.
20 9 . Any notice to be given pursuant to this Agreement shall
21 be deposited with the United States Postal Service, postage
22 prepaid and addressed as follows:
23 TO THE CITY: Public Services Director
300 North "D" Street
24 San Bernardino, CA 92418
25 TO THE CONTRACTOR: West Coast Arborists, Inc. ,
2438 N. Sterling Ave #322
26 San Bernardino, CA 92404
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I Nothing in this paragraph shall be construed to prevent the
2 giving of notice by personal service.
3 IN WITNESS WHEREOF, the parties hereto have executed this
4 Agreement on the day and date first above shown.
5 CITY OF SAN BERNARDINO
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By:
7 Tom Minor, Mayor
City of San Bernardino
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9 ATTEST: WEST COAST ARBORISTS, INC. ,
10 By: -
Rachel Clark, City Clerk
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12 Approved as to form
and legal content:
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James F. Penman,
14 City Attorney
15 By:
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