HomeMy WebLinkAboutStaff Report 3.B 04/16/2012 Agenda/Iterm#3 .3
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DATE: April 16,2012
TO: Honorable Mayor and Members of The.CityCouncil through City Manager
FROM: Larry B. Anderson,,Fire Chief
Cary D. Fergus; Fire Marshal
SUBJECT: Resolution Awarding Two-Year Weed Abatement Contract to Remove Weeds
Within:the City of Petaluma and Authorizing the City Manager to Execute a
Contract for Such",Abatement Program
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Awarding.a Two-Year
Weed Abatement Contract to Remove Weeds Within the City of Petaluma And Authorizing the
City Manager to Executca;Contract for Such Abatement Program.
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 f fee are multiplied
by the approximate total, hours as determined by the previous weed abatement years. The
company with the lowest bid and who fulfills all requirements as described in the Bid
Specification is awarded the two-year contract. That company works with the Fire Prevention
Bureau as,its official agent and performs weed abatement functions on behalf of the City. The
City of'Petaluma°does,not.guarantee any minimum_or maximum quantity of work.
DISCUSSION
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:
City Attorney ; A Finance Director City Manager
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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 hired 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 create+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 2012 the fee equals $177) is 'added to each private and
LAD/Public parcel to cover the cost of the weed abatement inspector, program management and
secretarial support.
ATTACHMENTS
1.. Resolution Awarding a Two-Year Weed Abatement Contract to Remove Weeds Within the City of
Petaluma and Authorizing the City Manager to Execute a Contract for Such Abatement Program;
and
2. Bid Results Form from the City Clerk's Office (dated March 7, 2012).
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RESOLUTION AWARDING A TWO-YEAR WEED ABATEMENT
CONTRACT TO REMOVE WEEDS WITHIN THE CITY OF PETALUMA
AND AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT
FOR SUCH ABATEMENT PROGRAM
WHEREAS, the City's Fire Marshal prepared specifications and solicited bids for the removal of
weeds by disking, Wading or mowing same on public and private parcels of land as part of the City's
Weed Abatement Program for 2012 and 2013 (the "Work");and
WHEREAS, four(4jbids were received and opened in accordance with applicable law; and
WHEREAS, Keystone Ti-actor Service, 3528 La Porte Road, Marysville, CA 95901
submitted the lowest responsive bid for the Work as follows:
Disking $45:00 per hour
Tractor Mowing $45.00 per hour
Hand Work $30:00 per hour
Blade Work $40:00 per hour
Travel Time/Pulling Fee $40.00 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 a contract with Keystone.Tractor Service for the Weed Abatement Program,for
2012 and 2013 which meets the specifications for the Work iat 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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i2� o� :City of Petaluma, California
;Office of,the City Clerk
asa. 11 English 5treet;.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)
Wednesday, March 7,2012
3:00 p.m.
Company Total
Keystone TractorServices 28 375.00
Sonoma Mountain.Landscape 28,762.50
Giusti Ranch 31,111.25
Billy's Mini;Farm 35;700:00
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