HomeMy WebLinkAboutResolution 2016-150 N.C.S. 10/03/2016Resolution No. 2016 -150 N.C.S.
of the City of Petaluma, California
ACCEPTING COMPLETION OF WORK BY THE CITY'S WEED
ABATEMENT CONTRACTOR AND AUTHORIZING THE CITY CLERK TO
FILE A NOTICE OF COMPLETION WITH THE SONOMA COUNTY RECORDER'S
OFFICE AND AUTHORIZING CITY STAFF TO RELEASE THE 10%
RETENTION FEE FOR SERVICES PERFORMED BY THE CITY'S WEED
ABATEMENT CONTRACTOR
WHEREAS, in accordance with Section 68 of Article X of the City of Petaluma Charter,
and other applicable law, the City of Petaluma solicited bids for the Abatement of Weeds (a two-
year contract) ( "the Project "); and
WHEREAS, bids for the Project were opened on March 2, 2016 in accordance with
applicable law, and the apparent low bid for the Project was the bid of Keystone Tractor Service
based on the hourly rates submitted with that bid as specified below:
Disking
Tractor Mowing
Hand Work
Blade Work
Travel Time/Pulling Fee
$45.00 per hour
$45.00 per hour
$15.00 per hour
$50.00 per hour
$20.00 per pull; and
WHEREAS, applying the hourly rates submitted with the apparent low bid to the
estimated number of needed hours of weed abatement work specified in the bid solicitation for a
single weed abatement season resulted in a bid amount of $21,125.00 for the work for a single
season; and
WHEREAS, by Resolution No. 2016 -047 N.C.S. adopted April 4, 2016, the City
Council found the bid amount of $21,125.00 for the Project to be the lowest responsive bid and
awarded the Project to Keystone Tractor Service at the hourly rates listed above, conditioned on
Keystone Tractor Service timely executing the Project contract and submitting all required
documents, and subsequently authorized and directed the City Manager to execute the Project
contract; and
Resolution No. 2016 -150 N.C.S. Page 1
WHEREAS, on May 3, 2016, the City entered into a Professional Services Agreement
with Keystone Tractor Service of Marysville, CA for the 2016 and 2017 Weed Abatement
Seasons; and
WHEREAS, the Professional Services Agreement with Keystone Tractor Service
specified a not -to- exceed amount for payments under the contract of $55,000 for the 2016 and
2017 weed abatement seasons, with the not -to- exceed amount based on the hourly rates in the
bid applied to the estimated amount of weed abatement work required for two weed abatement
seasons; and
WHEREAS, Keystone Tractor Service made timely work order submissions and
effectively completed the project, without change orders or amendments, and without exceeding
the not -to- exceed amount of $55,000 as expressly written in the Professional Services
Agreement; and
WHEREAS, the final amount for the Abatement of Weeds for 2016, including all work
orders, is $2,720.00; and
WHEREAS, City staff has inspected the Project and determined that Keystone Tractor
Service has completed all the work for the 2016 Weed Abatement Season to the satisfaction of
the Fire Marshal's Office and in accordance with the contract requirements subject to the
Contractor's continuing warranty and other obligations pursuant to the contract; and
WHEREAS, based on the foregoing, staff recommends acceptance and conclusion of the
Project on behalf of the City.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Petaluma
as follows:
The contract entitled Abatement of Weeds with a final contract amount of
$2,720.00 for the 2016 Weed Abatement Season is accepted as complete subject to the
Contractor's continuing warranty and other obligations pursuant to the contract.
Resolution No. 2016 -150 N.C.S. Page 2
2. The City Clerk is hereby authorized and directed to sign and file a Notice of
Completion concerning this Project with the Sonoma County Recorder's Office within ten (10)
days of the date of this Resolution.
3. The Finance Department is hereby authorized to release remaining undisputed
retention in the amount of $272.00 (equal to 10% of the funds expended for the 2016 weed
abatement season) less amounts that should be retained to cover pending stop notices, third party
claims or other offsets, if any, within forty -five (45) days of the date of this Resolution and in
accordance with the terms of the Project contract and applicable law.
Under the power and authority conferred upon this Council by the Charter of said City.
REFERENCE: I hereby certify the foregoing Resolution was introduced and adopted by the
Council of the City of Petaluma at a Regular meeting on the Yd day of October,
2016, by the following vote:
AYES:
Albertson, Barrett, Healy, Kearney, Miller
NOES:
None
ABSENT:
Mayor Glass, Vice Mayor King
ABSTAIN:
None
ATTEST:
City Clerk
Mayor Pro Tem
Approved as to
forit$ :
4
City Attorney
Resolution No. 2016 -150 N.C.S. Page 3