HomeMy WebLinkAboutStaff Report 3.C 4/7/2014�C P' L ULl'
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DATE: April 7, 2014
TO:
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Honorable Mayor and Members of the City Council through City Manager
Larry B. Anderson, Fire Chief i
Cary D. Fergus, Fire Marshal
SUBJECT: Resolution Authorizing award of Bid for a Two -Year Weed Abatement Contract
and Authorizing the City Manager to Execute an Agreement with Keystone
Tractor Service
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Authorizing Award of Bid
for a Two -Year Weed Abatement Contract and Authorizing the City Manager to Execute an
Agreement with Keystone Tractor Service.
BACKGROUND
The Fire Department, through the Fire Prevention Bureau, has developed an aggressive weed
abatement program designed to reduce fuel load and maintain defensible space. Property owners
are encouraged to make arrangements to handle the abatement of their parcels themselves,
whether such parcels are considered public or private property. The City only takes action if a
property owner fails to clear the property(ies) by the imposed deadline. The City then utilizes a
weed contactor who operates under the direction of the Fire Department.
Every two years, the Fire Prevention Bureau solicits bids for weed abatement work in a formal
bidding process. The bid is awarded on a method wherein the hourly rates provided by the
contractor for disking, mowing, handwork, blade work and travel time/pulling fee are multiplied
by the approximate total hours as determined by an average of the previous weed abatement
years. The company with the lowest bid and who meets all requirements as described in the Bid
Specification is awarded the two-year contract. That company works with the Fire Prevention
Bureau and performs weed abatement functions on behalf of the City. The City of Petaluma does
not guarantee any minimum or maximum quantity of work.
Utilization of a weed abatement contractor to perform weed abatement duties is the optimum
method for forced abatement of properties deemed to be a fire hazard. A two-year contract
Agenda Review:
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provides consistency to the program. The contractor will supply all labor, supervision, materials
and equipment required to accomplish the abatement of weeds and grass on various lots within
the City of Petaluma as determined by the weed abatement inspector. The removal of weeds and
grasses is usually conducted by disking, mowing or hand work. If there are parcels where
disking or mowing is not possible, blading will be permitted. The Petaluma Fire Department
retains the right to determine whether disking, blading, mowing, or hand work will be the most
acceptable method.
The Bid Specification requires that the contractor honors any designated "Spare -the -Air" days as
established by the Bay Area Air Quality Management District (`BAAQMD") by not utilizing
any gas or diesel powered equipment on such days. The City of Petaluma will require the
contractor to register to receive automatic email notifications for designated "Spare-the—Air"
days. All scheduled weed abatement cutting will take place around those designated days. This
stipulation is written into the contractor's Professional Services Agreement with the City and is
not negotiable. The use of sheep and goats may be used outside the scope of this contract for
larger parcels lured independently by property owners.
Failure to have a weed contractor working for the City will hinder the Fire Department's ability
to abate problematic areas and creates a potential for increased fire danger in the City.
FINANCIAL IMPACTS
Weed abatement costs vary each year and are dependent on the actual number of parcels that
require abatement by the City's contractor. All funds expended for the contractor and program
administration are recoverable through billings to the property owners for services performed. A
per -parcel administrative fee (for 2014 the fee equals $185) is added to each private and public
parcel to cover the cost of the weed abatement inspector, program management and secretarial
support.
ATTACHMENTS
1. Resolution
2. Bid Results
1
RESOLUTION AUTHORIZING AWARD OF BID FOR A TWO-YEAR WEED
ABATEMENT CONTRACT AND AUTHORIZING THE CITY MANAGER TO EXECUTE
AN AGREEMENT WITH KEYSTONE TRACTOR SERVICE
WHEREAS, the City's Fire Marshal prepared specifications and solicited bids for the removal of
weeds by disking, blading or mowing same on public and private parcels of land as part of the City's
Weed Abatement Program for 2014 and 2015 (the "Work"); and
WHEREAS, six (6) bids were received and opened in accordance with applicable law; and
WHEREAS, Keystone Tractor Service, 3528 La Porte Road, Marysville, CA 95901
submitted the lowest responsive bid for the Work as follows:
Disking
Tractor Mowing
Hand Work
Blade Work
Travel Time/Pulling Fee
$45.00 per hour
$45.00 per hour
$20.00 per hour
$60.00 per hour
$50.00 per hour
AND WHEREAS staff has determined that Keystone Tractor Service's bid satisfied the
bidding requirements for the Work and that Keystone Tractor Service qualifies as a
responsible bidder,
NOW THEREFORE BE IT RESOLVED that the City Manager is hereby authorized
to execute an agreement with Keystone Tractor Service for the Weed Abatement Program for
2014 and 2015 which meets the specifications for the Work at the rates contained in
Keystone Tractor Service's bid and is consistent in form with the City's standard
Professional Services Agreement.
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City of Petaluma, California
Office of the City Clerk
11 English Street, Petaluma, CA 94952
Tel: 707.778.4360 Fax: 707.778.4554 E -Mail: cityclerk@ci.petaluma.ca.us
Bid Results: Weed Abatement (Two -Year Contract)
Thursday, February 27, 2014
3:00 p.m.
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Keystone Tractor Service, Marysville
$25,625.00
Giusti Ranch, Forestville
$25,870.00
Sonoma Mountain Landscape, Penngrove
$27,950.00
Forster & Kroeger, San Rafael
$29,200.00
VP Hauling & Demolition, Berkeley
$37,995.00
Terminix International, McClellan
$134,400.00
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