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Home My WebLink About7/30/2008 - STAFF REPORTS - 5.C. �9ALM S.0 2 City Council Staff Repo DATE: July 30, 2008 NEW BUSINESS SUBJECT: AWARD OF BID IFB 08-05 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 trimming of the skirts and skinning of the trees in a section of the downtown corridor. Existing Minute Order No. 944 identifies the practice of palm tree trimming, and staff will need direction to prepare a resolution if Council desires new practices in palm tree trimming. 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 downtown. RECOMMENDATION- 1- Award Bid (IFB) 08-05, Schedule A, the base bid per our existing practice for Palm Tree Trimming at various locations in the City of Palm Springs to Orozco Landscape & Tree Inc., of Pomona, CA based on unit prices per tree for a projected cost of$57,417. 2. Discuss potential changes to existing palm tree trimming practice, and if Council desires changes: a) Direct staff to prepare a resolution for adoption on new practices and rescinding all previous actions, and award Schedule B Alternate # 1 (trimming skirts only of 256 trees on Palm Canyon Drive in the downtown) to Orozco Landscape & Tree Inc. based on unit prices per tree for a projected cost of$20,480, OR b) Direct staff to prepare a resolution for adoption on new practices and rescinding all previous actions, and award Schedule B, both Additive Alternates # 1 & #2 (trimming and skinning 256 trees on Palm Canyon ITEM NO.�� City Council Staff Report (July 30, 2008) -- Page 2 (Palm Tree Trimming) c) Drive in the downtown) to Orozco Landscape & Tree Inc., based on unit prices per tree for a projected cost of $43,520 , OR d) Make no award of Schedule B and direct staff. BACKGROUND: In June, the City's Procurement Division issued Invitation for Bid (IFB 08-05) for Palm Tree Trimming. This IFB was advertised in The Desert Sun, posted on the City's website, and notice sent to nine firms. Seven (7) bids were received, opened and read publicly by the Procurement Office at the bid opening time and date of 2:00 P.M., July 8, 2008, The bid abstract showing all results of this IFB is attached. 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 Orozco Landscape & Tree Company of Pomona, CA in a total bid amount of $100,937. However, the City reserves the right to award only Schedule A, both Schedule A and B, or a combination of schedules. Schedule A is the regular annual standard palm tree trimming for all trees citywide. Staff is recommending that Council approve Schedule A, which is within the approved FY 08-09 budget_ Schedule B consists of the additional costs requested for consideration by the City Council. Alternate #1 is the cost to remove the fronds or, "skirts" on the palms on Palm Canyon Drive from Alejo to Ramon. Alternate #2 is to, "skin" the trunks for the palms on Palm Canyon Drive from Alejo to Ramon. SCHEDULE A: SCHEDULE B: SCHEDULE B- Base bid per ALTERNATE#1 ALTERNATE#2 existing practice REMOVAL OF ALL SKIN ENTIRE POD REMOVAL/ FRONDS ON PALM BASE ON TOTAL GRAND FROND SCHEDULE B TOTAL: VENDOR REMOVAL & PALM CANYON PALM CANYON ALTERNATE SCHEDULE DRIVE: EAST & DRIVE: EAST& DATE PALM WEST SIDE WEST SIDE #1 &2 AA±B FROND, POD & ALEJO RD. TO ALEJO RD. TO FRUIT REMOVAL RAMON RD. RAMON RD. Orozco Land- scape&Tree $ 57.417.00 $ 20-480.00 23,040.00 $ 43 520.00 10D 937.D0 WCA $ 94 163.00 57 500.00 34 560,00 92 160.00 186 323 00 So, Cal Tree Care 584P1.16 $ 76,800.00 $ 56,832.00 $ 133.632.00 �192053.16 Singh Group Inc. 147189.00 $ 21,760.00 $ 25,600.00 $ 47,360.00 $194,549.00 Desert View Tree Service $ 66,484.00 $ 96.000.00 $ 57.600.00 153 600,00 $27.0,084.00 The Original Mowbray's 78 572.00 128 000,00 76 800,00 20.4,800.00 $283 372.00 Grace Building Maintenance $ 256,870.00 24 32D.00 24 320.00 48.640.00 $305.510.00 00009E City Council Staff Report (July 30, 2008) -- Page 3 (Palm Tree Trimming) STAFF ANALYSIS: Annually, the City trims seed pads 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". This year, at the direction of Council, staff requested additional pricing to remove fronds from, and skin, 256 palm trees in the central business district downtown on Palm Canyon Drive from Alejo Road to Ramon Road. Staff has not consulted with Arborists as to any impacts to heath the additional trimming may have on mature palms and recommends gaining consultation with a certified arborist prior to skinning or removing the skirts. 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 $6,800 less that what the City paid last year. The alternate Schedule B for the additional tree trimming and skinning of the palm trees downtown is a new scope of work this year and has not been bid in recent memory. Staff recommends the City Council approve the base bid, Schedule A, and discuss any changes to the existing palm tree trimming practice. If changes are desired, then direct staff on the award of Schedule B for either removing the fronds, or removing the fronds and skinning the trunks in the central business district, and direct staff to return at a later date with a resolution documenting the new palm tree trimming practice, and rescinding all previous actions. FISCAL IMPACT: Funds have been approved in the Fiscal 08/09 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 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 000M City Council Staff Report (July 30, 2008) -- Page 4 (Palm Tree Trimming) Should Council elect to award Schedule B, additional funding will be required. Sharon Heider, Director, Parks & Recreation Thomas Wils , Assistant City Manager David H. Ready, Ci � l' 00008;4