HomeMy WebLinkAboutStaff Report 3.A 10/15/2018Agenda Item #.
DATE: October 15, 2018
TO: Honorable Mayor and Members ofouncil through City Manager
FROM: Leonard Thompson, Fire Chief /Zr
JessicaPower, Fire Marshal
SUBJECT: Resolution Accepting Completion of Work by the City's Weed Abatement
Contractor, Authorizing the City Clerk to File a Notice of Completion with the
Sonoma County Recorder's Office and Authorizing Release of the 10% Retention
Fee for Services Performed by the City's Weed Abatement Contractor
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Accepting Completion of
Work by the City's Weed Abatement Contractor, Authorizing the City Clerk to File a Notice of
Completion with the Sonoma County Recorder's Office and Authorizing the Release of the 10%
Retention Fee for Services Performed by the City's Weed Abatement Contractor.
BACKGROUND
This season, one City -owned parcel was abated at the request of the Fire Department. The cost
of abatement on the City parcel was allocated to the appropriate City budget/cost center. In
addition, 19 private parcels required abatement and each was separately invoiced. Non-paying
parcels are forwarded to the County Assessor for collection in connection with property tax
payments.
In accordance with the Professional Services Agreement, ten percent of the funds invoiced are
withheld as retention until the end of each season at which time the Fire Marshal's Office
determines that all work performed during the weed abatement season has been completed.
When work is deemed complete, the ten percent retention is released to the contractor. A notice
of completion is also filed with the Sonoma County Recorder's Office.
DISCUSSION
The current City weed abatement contractor, Keystone Tractor Service, provided timely and
complete invoices to the Fire Marshal's Office for all work completed throughout the 2018 weed
season. Weed abatement work and billing for the 2018 season has concluded and it is requested
that the City Clerk file a notice of completion with the Sonoma County Recorder's Office and
direct the Finance Department to release the ten percent retention fee ($478.50) owed to the
City's contractor, Keystone Tractor Service.
FINANCIAL IMPACTS
The 2018 costs for services provided by the weed abatement contractor are $4,785.00 and are
recovered through payment by the individual property owner(s) and/or collection of special
assessments against the specific parcels by the County Assessor in connection with property tax
payments.
ATTACHMENTS
Resolution
Attachment 1
RESOLUTION ACCEPTING COMPLETION OF WORK BY THE CITY'S WEED
ABATEMENT CONTRACTOR, 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, on June 7, 2018, the City entered into a Professional Services Agreement
with Keystone Tractor Service of Marysville, CA for the 2018 Weed Abatement Season; and
WHEREAS, Keystone Tractor Service submitted invoices based on their rates 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, the Professional Services Agreement with Keystone Tractor Service
specified a not -to -exceed amount of $7,000 for the 2018 weed abatement season, with the
not -to -exceed amount based on the hourly rates applied to the estimated amount of weed
abatement work required for the weed abatement season; 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 $7,000; and
WHEREAS, the final amount for the Abatement of Weeds for 2018, including all work
orders, is $4,785.00; and
WHEREAS, City staff has inspected the completed work and determined that Keystone
Tractor Service has completed all the work for the 2018 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
$4,785.00 for the 2018 Weed Abatement Season is accepted as complete subject
to the Contractor's continuing obligations pursuant to the contract.
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 the remaining
undisputed retention in the amount of $478.50 (equal to 10% of the funds
expended for the 2018 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.
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