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Home My WebLink AboutS04-Purchasing - . CITY OF SAN BERN~DINO - REQUEST FQR COUNCIL ACTION . From: Dean R. Meech, Purchasing Agent Dept: Purchas i ng Date: August 5, 1991 Subject: Trimming of Freeway Palm Trees Synopsis of Previous Council action: None Recommended motion: Adopt Resolution Do" R. ,.." 4~4- Slgnatur Contact person: Dean R. Meech, Purchasing Agent Phone: 384-5085 N/A Supporting data attached: Yes Ward: FUNDING REOUIREMENTS: Amount: $53,040.00 Source: (Acct. No.) 01:>\ ,\1)~ S~~;-O (Acct. DescriPtion) Finance: Cl-W JJ r---- Council Notes: 75-0262 / Agenda Item No S -/..,L - . CITY OF SAN BER~DINO - REQUEST FOR COUNCIL ACTION , STAFF REPORT In early June Mayor Holcomb requested an informal bid for cost analysis purposes on the task to trim the palm trees along the freeway right-of-way from the 1-10 Guthrie Interchange along 1-215 to Highland Avenue. This amounted to approximately 663 trees requiring service. An informal bid solicitation was done by telephone due to timeline requirements. Upon determining the most capable, or lowest and best responsible vendor for the requirements, a negotiated bid per Municipal Code 304.070-1 was entered into to secure all elements necessary to act quickly if Council wishes dispatch on this project. Per the negoti ated bi d procedure three vendors responded to the urgency of our request. Attachment "A" and vendor C was chosen as most responsible to enter a negotiated bid transaction. Exhibit "B" affirms the project circumstances which have varied only to the extent of land fill increases of $5.71 per ton as of July 1st. The Purchasing Agent recommends option A as the most efficient method of satisfying the project rather than involving our City forces which maybe spread thin. Even though the cost may appear slightly higher the time element is the most si gnifi cant factor. The shortest time to complete this project is the better value. Option A includes trimming 663 palm trees at $80.00 dollars per tree. The vendor wi 11 arrange for a 11 traffi c responsi bi 1 ities. Total pri ce for this project is $53,040.00. Ca 1 trans has agreed to suppl ement the exi sti ng delegated mai ntenance agreement with the City of San Bernardino to include reimbursement in the amount of $52,800 to the Ci ty for the trimmi ng of 660 palm trees along 1-215. For clarification purposes the City count (twice) was 660 trees. Caltrans' own count was 660. The vendor count was 663 trees. ".,~ ~~ Ag.,' 75-0264 . o. o IIEOIIDER lTEl\H PPIl3. t" -.-...---. .. --.--.- ..,..----- ~ INTERNATIONAL ENVIRONMENTAL CORPORATION P.O. BOX 4218' 13432 WENTWORTH STREEI pANORAMA CrN. CALIFORNIA 91412-421B (ala) 6/J2.~1 ?.:'':1~ N(),_._of_Pages 'rotlonal " I t ,,/ <A<~ _&r-~r-d 1~V:>;r, \J .~~ ~r~,..,j,..." 2LE Fwv e..k " /' 'D) 4 I ,r.""ee;. .' T );".<2, "..r-_.lt."r<""Yv.;<',J.-u' . ,,~--r ;2-,sz:::;z;.J~ L_l.,.,..j-.u-._Si':. o. 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't'. fc'ln"/~' ~- J-A JtA_ Itr'p,:)ym~" t:.....I',;< _u;a .... "'._...._~-~-~.7 .:;~:~~~':;,;:~~;: ~'~~t:i~~~,~::&:~ .~~~;~~, 1Pj~:!.~~t~.~:~:~,:\~: ::t;::..~;~~~;~ IS::':: '~6';?;~ :~:QIT'~ <I'l ~"'Ifil c",.,}f';~ V"'';''~ ul',(1 "l:Jt'JVI.: tf\C C'~tl'r,~:~' A:l :'Slr","r"O;"!:;' .,;:",(,,',0..,,',1 ~;r,("jn ;~~,:l~.:;~~t::~~:~:,;'~~"t!6~~ ~::~~~r~~~(~O;~:~~1 ?~v;;~e.:;J:~ ~." :'::.:)~:!r~'~~,~ ,~"~;~,t.:;; ;.:'t,,~,~ :"u....lI,c.1 l:..__tn 0) d.3YS. - ._..:_......, ",..-',;,1"".., "r i vr ~~I'-l l~!J {,,," " ......... ,l.... .LlAl_l _ Mayor Bob Holcomb Palm Tree Trimming/215 Interchange o From Qan R. Meech, purchasing Agent Date June 14, 1991 Date 'ed Six hundred and fifty (650) palm trees were estimated to exist from the interchange to Highland Avenue. 50 each from the interchange to Orange Show Road 75 each from Orange Show Road to Inland Center Drive 100 each from Inland Center Drive to Mill Street 100 each from Mill Street to Second Street 100 each from Second Street to Fifth Street 75 each from Fifth Street to Baseline Avenue 150 each from Baseline Avenue to Highland Avenue This includes the on/of ramp approaches. Driving the area you requested ma i ntenance on was obv i ous as to the fi re hazard and genera 1 overall condition. The vendor count was 10 additional trees. The vendor count respectively was 51, 80, 92, 95, 105, 77, 106 totaling 660. Eight vendors were contacted. Three indicated they would respond. Three actually responded by our timeline. The vendors were asked for an informal quotation of costs involved in trimming the palm trees. The vendors expressed what they felt were considerations. Traffic control and disposal of the palm fronds. A. Vendor - Chop Chop Tree Service - 888-7227 - Contact: Rick Quote: $48,000 1. This includes traffic control best estimate at the moment. 2. Doi ng 16 to 20 trees per day (16 per day I'lOul d take about 42 days for 660 trees). 3. Disposal of palm fronds: estimated. 4. Tl'lenty percent of the trees have to be done by hand (1 abor estimated) . 5. Ei ghty percent of the trees can be done vii th automati c equi pment methods. The vendor gave a unit price of $70.00 per tree. $70.00 x 660 trees = $46,200.00. That leaves $1800 for traffic control cost, palm frond disposal and extraordinary labor costs. . PRIDE- ..f I IN PROGRESS J\~~-# ~{' MEMO: PALM TREE TRIMMING c:> . June 14, 1991 Page 2 This is a good price but realistically, I feel it's a little low due to ~he fact that not all costs have been captured by the vendor. Therefore, lf approached to actually do the job, I feel the numbers would change. o B. Vendor - Quest Tree Service - 654-2444 - Contact: Tom Quote: $50,000 to $60,000 1. Has basically the same concerns as vendor A on labor to haul out the palm fronds, dump fees and traffic control costs. 2. Estimates approximately 20 trees per day (20 per day would take about 33 days for 660 trees). The vendor gave a unit price of $75.00 per tree. $75.00 x 660 trees = $49,500. That leaves $500 to $10,500 for traffic control, disposal fees and labor costs. Both vendors conveyed they were a 1 i ttl e uncomfortable wi th perhaps encountering unexpected labor costs, pinning down disposal fees and not having a total handle on traffic control costs. C. Vendor - International Contact: Henry E.nvironmental Corporation - (818) 892-9341 (}d.""f?;l- 81 g. 5"96 -Be> -;t 2- 6'l8'~7-;l?2-9 Quote: a. With City traffic control: $36,300 b. Without City traffic control: $52,800 r~K" Thi s vendor had the same concerns as the others but took the time to acquire true and actual costs involving dump fees, rental equipment and clean-up labor. He has indicated that traffic control equipment by an outside firm will cost him $1500.00 a day. If the City could provide that service quote "a" would apply. Quote Db" will apply if he must absorb that cost. The plus side is the vendor committed to doing the job (all 660 trees) in seven (7) to nine (9) days. I feel comfortable with vendor C's quote. He has served us many times in the past. If I may Suggest, we have learned enough to put a specification in the marketplace tighting the four areas; 1) unit cost, 2) haul out labor, 3) disposal fee and 4) traffic control. If a vendor bids ~n a pr~-defined requi rement no cost increase can come 1 a ter; no change 1 n requl rement~, cost or responsi bil i ty. r.ieet the specifi ca ti on correctly and get pal d accordingly. i hope this satisfies your request. I'm at your disposal. gent . 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 o o RESOLUTION NO. RESOLUTION OF THE CITY OF SAN BERNARDINO AWARDING A PURCHASE ORDER TO INTERNATIONAL ENVIRONMENTAL CORPORATION FOR THE FURNISHING OF TRIMMING OF 663 PALM TREES ALONG THE FREEWAY RIGHT-OF-WAY FROM THE 1-10 GUTHRIE INTERCHANGE ALONG 1-215 TO HIGHLAND AVENUE, TO BE UTILIZED CITY WIDE IN ACCORDANCE WITH NEGOTIATED BID DATED JUNE 14, 1991. BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. That International Environmental Corporaton is the lowest and best responsible bidder for the furnishing of trimmin9 of 663 palm trees along the freeway right-of-way from the 1-10 Guthrie Interchange allon9 1-215 to Highland Avenue in accordance with Negotiated Bid dated June 14, 1991 for the total amount of $$53,040.00; pursuant to this determination, the Purchasing Agent is hereby authorized and directed to issue a purchase order for said trimming of 663 palm trees along the freeway right-of-way from the 1-10 Guthrie Interchange along 1-215 to Hi9hland Avenue to said lowest and best responsible bidder; such award shall only be effective upon the issuance of a Purchase Order by the Purchasin9 Agent; and all other quotations therefor are hereby rejected. SECTION 2. The authorization to execute the above referenced purchase order is rescinded if the parties to the agreement fail to execute it within sixty (60) days of the passage of this resolution. 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 ,199___, by the following vote, to wit: / / / / / / / / / / / / / / / / / / / / / / / / 08-05-91 -1- , o o 1 2 3 4 5 6 7 8 9 10 11 12 13 14 RESOLUTION OF THE CITY OF SAN BERNARDINO AWARDING A PURCHASE ORDER TO INTERNATIONAL ENVIRONMENTAL CORPORATION FOR THE FURNISHING OF TRIMMING OF 663 PALM TREES ALONG THE FREEWAY RIGHT-OF-WAY FROM THE 1-10 GUTHRIE INTERCHANGE ALONG 1-215 TO HIGHLAND AVENUE, TO BE UTILIZED CITY WIDE IN ACCORDANCE WITH NEGOTIATED BID DATED JUNE 14, 1991. Council Members: AYES NAYS ABSTAIN ESTRADA REILLY HERNANDEZ MAUDSLEY MINOR POPE-LUDLAM MILLER City Cleric 15 The foregoing resolution is hereby approved this day 16 of 17 18 19 ,199_ W. R. Holcomb, Mayor City of San Bernardino 20 Approved as to form and legal content: 21 James F. Penman, 22 City Attorney 23 By: Lt- p~ 24 rJ 25 26 27 28 08-05-91 -2-