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Home My WebLink About6/5/2002 - STAFF REPORTS (11) DATE: June 5, 2002 TO: City Council FROM: Director, Procurement & Contracts and Director, Parks, Recreation & Facilities AWARD OF BID IFB 02-06 FOR PALM TREE TRIMMING AT VARIOUS LOCATIONS IN THE CITY OF PALM SPRINGS RECOMMENDATION: It is recommended that the City Council award Bid (IFB) 02-06 for Palm Tree Trimming at various locations in the City of Palm Springs to Desert View Tree Service of Palm Desert, CA on a unit price basis of $17.00 per tree for removal of seed pods and $17.00 per tree for removal of seed pods and fronds, for a projected total cost of$48,331.00. 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, to reduce the need for clean-up efforts caused by wind and to maintain the safety of the areas surrounding the trees. This action would award a bid for the trimming services necessary to carry out the annual palm tree maintenance program. BACKGROUND: IFB No. 02-06 for Palm Tree Trimming was mailed to or picked up by 56 firms. Three bids were received, opened and read publicly by the Procurement Office at the bid opening time and date of 3:00 P.M., May 9, 2002. Results of this IFB are as follows: Per Tree Rates Contractor Pod Removal Pod/Frond Projected Total Desert View Tree Service $17.00 $ 17.00 $ 48,331.00 Leonard Chaidez Tree Service $24.00 $ 34.00 $ 81,352.00 West Coast Arborists $40.00 $ 70.00 $153,080.00 The palm trees to be trimmed are located at various sites throughout the City, including the Palm Springs Regional Airport, parkways, Convention Center, parks, Downtown, and surrounding government buildings. The Contractor will remove seed pods only from approximately 1,531 trees, and both seed pods and fronds from approximately 1,312 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. Page 2 Award of Bid 02-06 for Palm Tree Trimming In previous years members of the public have observed that they have palm trees trimmed at home for as little as ten dollars ($10) per tree, raising the question of why it costs the City more. Only licensed contractors able to meet the City's insurance requirement for general liability, vehicle and workers' compensation are eligible for award of contract. The successful contractor is required to provide traffic control and safety equipment to protect the public and the contractor's employees. The fronds and seed pods must be removed to a destination acceptable to the City and in keeping with the City's policies for handling green waste. The contractor is also required to provide bonds as required by the City and California Public Contract Code. Funds are available for the work to be performed in the following account 001-2451-43200, Parks Maintenance - Other Contract Services Account. HAROLD E. GOOD �'COTT MIKESELL Director, Procurement & Contracts /Director, Parks, Recreation & Facilities APPROVED: City Manager !'/ � Attachment: (1) Minute Order REVIEWED BY DEPT.OF FINANCE r CITY OF PALM SPRINGS, CALIFORNIA NOTICE INVITING BIDS SEALED BIDS will be received for: IFB No. 02-06, PALM TREE TRIMMING: SEED PODIFROND REMOVAL AT VARIOUS LOCATIONS IN THE CITY OF PALM SPRINGS which includes furnishing all labor, equipment, materials, supervision, service, proof of insurance and bonding. Bids shall be received until Thursday, May 9,2002, 3:00 P.M. local time, at the Office of the Director of Procurement and Contracting, 3200 East Tahquitz Canyon Way, Palm Springs, CA at which time, date and place, they will be publicly opened and read. Said Bids will be referred to the City Council for consideration at their next regularly scheduled meeting. No Bid will be considered unless it is made on a bid form furnished by the City. The Bid must be submitted in a sealed envelope, addressed to the Director of Procurement and Contracting, City of Palm Springs, at 3200 East Tahquitz Canyon Way, Palm Springs, California 92262. Each sealed envelope containing a Bid must be plainly marked on the outside as "IFB#02-06 Palm Tree Trimming". The envelope shall show on the outside the name of the Bidder, Bid title, Bid number and time and date of the Bid Opening. If forwarded by mail, the sealed envelope containing the Bid must be enclosed in another envelope addressed to the City of Palm Springs, Director of Procurement and Contracting, P. O. Box 2743, Palm Springs, California 92263-2743. Each Bid must be accompanied by cash, a certified or cashier's check or Bidder's bond on the prescribed form and made payable to the City of Palm Springs for an amount equal to at least ten percent(10%) of the amount Bid (maximum award value). Such guaranty shall be forfeited should the Bidder to whom the Contract is awarded fail to furnish the required proof of insurance, bonds and enter into a Contract with the City within the period of time provided by the IFB's requirements. All Bids are to be compared on the basis of the City's estimates of the quantities of Work to be done. No Bid will be accepted from a Contractor who has not been licensed in accordance with the provisions of Chapter 9 of Division 3 of the Business and Professions Code. Specifications may be obtained from the Director of Procurement and Contracting Office located at 3200 East Tahquitz Canyon Way, Palm Springs, California or by calling (760) 323-8237. Specifications will be mailed at no charge. The City of Palm Springs reserves the right to reject any or all Bids and the right to waive minor irregularities or informalities in any proof of insurance, bonds or in the Bid itself. A conditional, qualified or incomplete Bid, regarding substantive or material aspects of performance, shall be deemed non- responsive. The successful Bidder shall meet all insurance requirements of the City, including but not limited to the provisions of personal and property liability, including vehicle coverage and Worker's Compensation, in limits acceptable to the City. All required insurance, except Worker's Compensation, shall name the City of Palm Springs as an additional insured. Securities may be substituted for retained funds, if applicable, per Public Contract Code Section 22300. Prevailing Wage Rates are not applicable: Funding for the work is with all local funds and, as provided under City Charter, will NOT require compliance with the prevailing wage requirements of the State of California. 2 a The successful Offeror shall possess a Class "D-49" Contractor's license at the time the Contract is awarded. If the Contractor fails to comply with the above provisions, he/she shall not receive damages for the loss of the Contract. The receiving time in the Procurement and Contracting Office will be the governing time for acceptability of Bids. Telegraphic and telephonic Bids will not be accepted. It is the responsibility of the Bidder to see that any Bid sent through the mail shall have sufficient time to be received by the Procurement and Contracting Office prior to the Bid Opening Time. Late Bids will be returned to the Bidder unopened. J HAROLD E. GOOD, CPPO Director of Procurement and Contracting Dated: Thursday, April 25, 2002 3 MINUTE ORDER NO. AWARDING IFB 02-06 FOR PALM TREE TRIMMING AT VARIOUS LOCATIONS IN THE CITY OF PALM SPRINGS TO DESERT VIEW TREE SERVICE OF PALM DESERT, CA ON A UNIT PRICE BASIS OF $17.00 PER TREE FOR REMOVAL OF SEED PODS AND$17.00 PER TREE FOR REMOVAL OF SEED PODS AND FRONDS, FOR A PROJECTED TOTAL COST OF$48,331.00. I HEREBY CERTIFY that this Minute Order awarding IFB 02-06 for Palm Tree Trimming at various locations in the City of Palm Springs to Desert View Tree Service of Palm Desert, CA on a unit price basis of $17.00 per tree for removal of seed pods and $17.00 per tree for removal of seed pods and fronds, for a projected total cost of$48,331.00, was approved by the City Council of the City of Palm Springs California in a meeting thereof held on the 5th day of June, 2002. PATRICIA A. SANDERS City Clerk g�