HomeMy WebLinkAbout7/15/2009 - STAFF REPORTS - 2.J. ry
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q`'F°R`'` City Council Staff Report
DATE: July 15, 2009 Consent Calendar
SUBJECT: AWARD OF IFB 09-03 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. This year, at Council's request, staff obtained pricing
for additional (Schedule B) trimming of the (California Fan Palm) skirts and skinning of
the (Mexican Fan Palm) trees in a section of the downtown corridor, Tahquitz corridor,
City Hall and Airport. 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) 09-03, Schedule A, the base bid
per our existing practice for Palm Tree Trimming at various locations in the City
of Palm Springs to So Cal Tree Care Inc., of Vista, CA based on unit prices per
tree for a projected cost of $50,358.60.
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 the downtown, Tahquitz corridor, City Hall and Airport) to So Cal Tree Care
Inc., of Vista, CA on unit prices per tree for a projected cost of$26,977.00.
BACKGROUND:
In June, the City's Procurement Division issued Invitation for Bid (IFB 09 03) for Palm
Tree Trimming. This IFB was advertised in The Desert Sun, posted on the City's
website, and notice sent to fifteen firms. Five (5) bids were received, opened and read
ITEM N.O.
City Council Staff Report
(July 15, 2009) -- Page 2
(Palm Tree Trimming)
publicly in the Procurement Office at the bid opening time and date of 2:00 P.M., June
23, 2009.
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 So Cal
Tree Care Inc., of Vista, CA in a total bid amount of $77,336.10. However, the City
reserves the right to award only Schedule A, both Schedule A and B, or a combination
of schedules. It should be noted that the lowest bid was determined to be non-
responsive for failure to execute the formal bid documents, and the third lowest bidder
was also determined non-responsive for not holding the required state contractor's
license for this work.
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 09-10
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 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+B
FROND, POD & OF MEXICAN FAN
FRUIT PALMS IN
REMOVAL DESIGNATED
AREAS
Desert View
Tree Service $ 56,907.00 $ 18,315.00 $74,222.00
So Cal Tree
Care $ 50,358.60 $ 26,977.00 $77,335.60
Sierra
Landsca a 52,639.25 $ 27,225.00 $79,864.25
West Coast
Arborists $ 55,726,30 $ 77,177.00 $132,903.30
Orozco
Landscape $ 48,867,00 $ 109,505.00 $158,372.00
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
4
City Council Staff Report
(July 15, 2009) -- Page 3
(Palm Tree Trimming)
TREES BE TRIMMED TO PRODUCE A "SKIRT" EFFECT EXCEPT WHERE
CREATING HAZARDS".
This 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. The City Council has revised Minute Order No. 944 by
resolution directing the new palm tree trimming practice.
Under the proposed scope of services, the contractor will remove seed pods only from
approximately 1,583 trees, both seed pods and fronds from approximately 1,425 trees,
and pods, fronds, and fruit from approximately 14 trees. The request to award on the
basis of unit price is made to facilitate adjustments, which are normally required while
work is in progress. The total price for Schedule A is $7,069 less (-12.3%) than what
the City paid last year. The alternate Schedule B for the additional tree trimming and
skinning of the palm trees downtown, along Tahquitz, City Hall and the Airport is a new
scope of work this year and has not been previously awarded.
FISCAL IMPACT:
Funds have been approved in the Fiscal 09110 budget for Schedule A and are available
in the following accounts:
001-2461-43065 — Parks Maintenance, Palm Tree Maintenance
001-2451-43500 — Parks Maintenance, Desert Dorado Landscape
001 2451-43510 — Parks Maintenance, Camelot Villas Landscape
001-2451-43530 — Parks Maintenance, Parkway Maint. District 6A
• 001-2451-43550 — Parks Maintenance, Parkway Maint. District 6C
• 001-2451-43560— Parks Maintenance, Lighting Maint. #7
001-2451-43580 — Parks Maintenance, Parkway Maint. District 9
41 5-61 75-43065 —Airport Grounds Maintenance, Palm Trees
001-3520-43060 -- Fire Dept., Grounds Maintenance
The total budget for palm tree trimming in all accounts is $72,703.
Should Council wish to award both Schedule A and B, direct staff to transfer an
additional $4,633 from the Parks and Recreation Landscape Maintenance account.
Sharafi Heider, Director, Parks & Recreation Thomas Wils n, Assistant City Manager
David H. Ready, Gager