HomeMy WebLinkAbout7/21/2010 - STAFF REPORTS - 2.N. A. P A L M sA'A
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City Council Staff Report
DATE: July 21, 2010 Consent Calendar
SUBJECT: AWARD OF IFB 10-09 FOR PALM TREE TRIMMING AT VARIOUS
LOCATIONS IN THE CITY OF PALM SPRINGS
FROM: David H. Ready, City Manager
BY: Parks & Recreation Department
SUMMARY
The City annually trims seed pods and fronds from City-owned palm trees in order to
maintain the health and appearance of the trees, as well as to reduce the need for
clean-up efforts caused by wind. As last year, at Council's request, staff again obtained
pricing for additional (Schedule B) trimming of the (California Fan Palm) skirts and
skinning of the (Mexican Fan Palm) trees this time for the "Phase 2" sections on North
and South Palm Canyon Drive, as well as City Parks and Facilities. This action would
award a bid for the city-wide trimming services necessary to carry out the annual palm
tree maintenance program, and at Council's discretion, additional trimming services as
per the alternate Schedule B.
RECOMMENDATION:
1. Award a purchase order contract for Bid (IFB) 10-09, Schedule A, the base bid
per our existing practice for Palm Tree Trimming at various locations in the City
of Palm Springs to Mariposa Landscapes Inc., of Irwindale, CA based on unit
prices per tree for a projected cost of $74,252.00.
2. And, award a purchase order contract for Schedule B for additional trimming
(cleanly shearing frond skirts of California Fan Palms to 12' clearance and
removal of dry fronds and skinning of Mexican Fan Palms in designated sections
of North and South Palm Canyon Drive and the City Parks & Facilities) to
Mariposa Landscapes Inc. of Irwindale, CA on unit prices per tree for a projected
cost of$30,363.00.
BACKGROUND:
In June, the City's Procurement Division issued Invitation for Bid (IFB 10-09) for Palm
Tree Trimming. This IFB was advertised in The Desert Sun, posted on the City's
City Council Staff Report
(July 21, 2010) -- Page 2
(Palm Tree Trimming)
website, and notice sent to twenty firms. Two (2) bids were received, opened and read
publicly in the Procurement Office at the bid opening time and date of 3.00 P.M., July 7,
2010.
The basis of award is to the lowest responsive, responsible bidder for the total project,
Schedule A plus Schedule B. The lowest responsive, responsible bidder was Mariposa
Landscapes Inc., of Irwindale, CA in a total bid amount of $104,615.00. However, the
City reserves the right to award only Schedule A, only Schedule B, both Schedule A and
B, or to make now award.
Schedule A is the regular annual palm tree trimming for all trees citywide. Staff is
recommending that Council approve Schedule A, which is within the approved FY 10-11
budget. Schedule B consists of the cost for the additional trimming of California Fan
Palms and trimming and skinning of Mexican Fan Palms as requested last year for
Phase 2 (Phase 1 was completed last year) for consideration by the City Council.
SCHEDULE B:
SCHEDULE A: CLEANLY SHEAR
Base bid per CALIFORNIA FAN
existing practice PALMS TO 12'
POD REMOVAL/ CLEARANCE & GRAND
VENDOR FROND REMOVALOF TOTAL:
REMOVAL & DRYFRONDS SCHEDULE
DATE PALM AND SKINNING A+g
FROND, POD & OF MEXICAN FAN
FRUIT PALMS IN
REMOVAL DESIGNATED
AREAS
Mariposa
Landscapes $ 74,252 $ 30,363 $104,615
Desert View
Tree Service $ 58,250 $ 68,075 $126,325
STAFF ANALYSIS:
Annually, the City trims seed pods and fronds from City-owned palm trees at various
locations including the airport, convention center, parks, parkways, downtown, and
surrounding city government buildings. This is illustrated above as Schedule A. This
practice is based on City Council Minute Order No. 944, "DIRECTING THAT PALM
TREES BE TRIMMED TO PRODUCE A "SKIRT" EFFECT EXCEPT WHERE
CREATING HAZARDS".
Last year, at the direction of Council, staff requested additional pricing to cleanly shear
the skirts of the California Fan Palms to a minimum of 12' and remove the dry fronds
and skin the Mexican Fan Palms in defined areas of the downtown corridor, Tahquitz
corridor, City Hall and Airport (Phase 1). The City Council has revised Minute Order No.
944 by resolution directing the new palm tree trimming practice. Phase 1 was
completed last year and this year staff has requested pricing for the same trimming
2
City Council Staff Report
(July 21, 2010) -- Page 3
(Palm Tree Trimming)
practices, as defined as Phase 2 (North & South Palm Canyon as well as City Parks &
Facilities).
Under the proposed scope of services for Schedule A, the contractor will remove seed
pods only from approximately 1,685 trees, both seed pods and fronds from
approximately 1,382 trees, and pods, fronds, and fruit from approximately 14 Date Palm
trees. In addition, 813 California Fan Palms and 382 Mexican Fan Palms would be
trimmed under Schedule B. The request to award on the basis of unit price is made to
facilitate adjustments, which are normally required while work is in progress. Mariposa
Landscapes Inc. has a valid D-49 tree trimming license and has provided the proper bid
bond.
FISCAL IMPACT:
Funds have been approved in the Fiscal 10/11 budget for Schedule A and are available
in the following accounts:
• 001-2451-43065 — Parks Maintenance, Palm Tree Maintenance
■ 001-2451-43500 — Parks Maintenance, Desert Dorado Landscape
■ 001-2451-43510 — Parks Maintenance, Camelot Villas Landscape
■ 141-4310-43530 — Parks Maintenance District, Parkway Maint. District 6A
■ 141-4310-43550 — Parks Maintenance District, Parkway Maint. District 6C
■ 141-4310-43570 — Parks Maintenance District, Parkway Maint. District 8
■ 141-4310-43580 — Parks Maintenance District, Parkway Maint. District 9
■ 141-4310-43590 — Parks Maintenance District, Parkway Maint. District 10
• 141-4310-43595 — Parks Maintenance District, PMD 10 Zone 2
■ 415-6175-43065 —Airport Grounds Maintenance, Palm Trees
■ 001-3520-43060 — Fire Dept., Grounds Maintenance
The total budget for palm tree trimming in all accounts is $77,203.
Should Council wish to award both Schedule A and B, direct staff to transfer an
additional $33,314 from the Parks and Recreation Landscape Maintenance account.
Vicki Oltean, Director, Pa Recreation Thomas Wi on, Assistant City Manager
David H. Ready, C' er