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Home My WebLink AboutAgenda Bill 05/07/2001 (19) MAY 072003 , , 7 n.. r CITY OF PETALUMA, CALIFORNIA ll AGENDA BILL Agenda Subject Title: Meeting Date: Award Low Bid for Weed Abateni htContract May 7, 200.1 • Department: Director -4 Contact Person: Phone Number: Fire_ Terry K. Krout, Fire Chief Michael A. Gum, Fire A3arshal 778-4389 Cost of Proposal: Weed abatement:costs vary depending on the numberofparcels Amount Budgeted: that require abatement by the City's contractor.:Last year's,(2000) contractor costs $17,500 amounted to approx., $18,769 ($15,325, to 22 15-6104, $3,444 to City parcels- various accounts). All moneys expended for the contractor are recovered. Account Number: 2215-6104 Attachments,toAgenda Packet Iteni: Agenda Report Resolution Ordering Abatement Bid Forms Low Bid Analysis . Summary:Statement: The City's weed'abatement contract is renewed every two years. On March 26, 2001 two bids were received and the low bidder was Keystone Tractor Service, Yuba City. Keystone Tractor was the previous contractor in the last contract period;and performed their duties to the satisfaction of this office. �Council.Priority: THIS AGENDA ITEMI IS^CONSIDERED TOBE'PART OF', OR NECESSARY TO, ONE OR MORE OF THE 1999-2000 PRIORITIES ESTABLISHED BY TILE CITY COUNCIL ON JANUARY 30, 1999. Priority(s): Not applicable Recommended City Council Action: Council award 2-year Weed Abatement Contract (for 2001 and 2002) to remove weeds within the City and authorize City Manager to execute a contract for such'abatement program. Submitted to FinanceDirector: :Subm' s.15=�hjjj nev: Submitted'toCity Manager: Date: April 3,;20,91 ate: April id D. • .,:c 3, 2001 Today's Bat;: . Revision.# and,ate Revised: Fi eCode: weeds0l\AgnSumBC Aprin, 2001' g ' h:\msoffice\winword\Sheila\weeds0 IWgnSunBC WeedsOI srn 4/2/01 ' • • S • • City of Petaluma, California • May 7,;2001 • • Agenda Report for Award Low Bid for Weed Abatement":Contract 1. EXECUTIVESUMMARY: Every two years it is necessary for the Fire;Marshal's Office to put the weed abatement contract out to bid. The company awarded the two=year bid will work with the Fire Marshal's Office as their official:agent and perform-abatement functions on behalf of the city when property owners fall to;have their parcels cleared'of the fire hazard by their own means. The primary abatement method-that.is the most effective and tends to maintain itself through the fire season is disking Mowing, hand labor and blade work (weed whacking) are alternatives when,areas such as the size of the parcel, terrain,'obstacles or environnlental concerns (by creek'bedseetc.)-are not practical. 2. BACKGROUND: • The weed abatement program has been with the_fire department for 16 plus years. Since 1996, the fire marshal's office has been a streamlining; process. The new guidelines require property ownersto make:arrangement's=to abate their-parcels themselves - the city will only take action if a property owner fails to clear their property(s). To date this process has reduced the number Of hours the•Tire department spends managing, the program. 3. ALTERNATIVES: There are no other alternatives relative to this program, failure to have a weed contractor working for the city Will cripple;the abatementTprocess and create a potential for increased fire danger in'the city. 4. CONCLUSION: 5. OUTCOMES OR.PERFORMANCE MEASUREMENTS'THAT WILL IDENTIFY SUCCESS OR COMPLETION: 6. FINANCIAL IMPACTS: Funds budgeted for'the contractor, to perform the, annual abatement duties is $18,769 ($15,325 private property, $3,4444 City property). .All moneys expended for the contractor are recovered through billing the property owners for services performed. In addition, a 20% administrative-fee (approx.-$3,990 total) is added onto the abatement invoice to cover the cost of the abatement, inspector (60 hrs @ $1;500), program management (15 hrs @ $750) and,secretarial.support(95-hrs @ $1,740). • 5. RECOMMENDATION: The Council accept the bid submittals and award Keystone Tractor the 2-year contract. h:1msoftice\winword\Sheila\weedsOl\AgnSum6C weeds01 sm`-4/2/01 CITY T T UM A t 1 `3n POST OFFICE;Box 61 185 a PETALUMA, CA 94953-0061 E. Thommpson March 5,.2001 • Janice Cader-Thompson Michael Healy Matt Maguire Bryant Moynihan RE:, BidSpecifications for Weed Abatement Contract Mike O'Brien Pamela Torliatt _•Councilmembers To Whom..It May Concern: Attached is the bid specification information and bid application form•for'the.2001r2003 Weed Abatement Contract. If you are interested in bidding'for tliis-contract,_please submit completed paperwork, before 10:00am,Monday, March 26, 2001,to: • City Clerk's Office City of Petaluma if English Street Petaluma, CA 94952 Bidapening will take placegat,10:00am,'Monday,March 26, 2001,-and Award of the • Contract by the City Council•in=May 2001. If you have:further questions, please feel free to contact me at 778 43.89. Sincerely, Michael A. Ginn Fire Marshal Attachment, . c: Paulette Lyon, Deputy City-Clerk Scott-Moon,-Fire Inspector' file Fire'Marshal's Office l(English Street Petaluma,.CA 94952 Phone(707) 778-4389 Fax(707) 778-4498 E"Mail act petaluma.ca.us • h\msultice\winword\sheila\weedso i\BidLe- weeds01 sm 3/2101 • • CITY OF.PETALUMA 11 ENGLISH STREET SPO BOX 61 :PETALUMA, CA 94953 BID APPLICATION.FORM. Hourly Rate B id'for Disking: - • $ (00,0D Hourly'Rate Bid for Mowing:. $ (:Q•00 Hourly.Rate.Bid for Handiwork: $ ' 2. 00 Hourly Rate.Bid for Blade: $ lZ5,00 • FIRM: Talissaarw Pfi:i 7w 3v P.O. BOX: 4081 ' ADDRESS: I4APaV CA 94$ TELEPHONE: 101 25'1,7S _ PRINTED NAME:: . C - SIGNATURE > TITLE: Y. PReS . DATE: 31Z01 Bids shall be mailed or delivered tot City clerk's Office Petaluma City Hall 11 English Street Petaluma, CA 94952 Filing Deadline: March 26,;2001 10:00 A.M. • • h:\nisdffice\winword\Sheila\weedsOl\BidSpecs,weedsO I sm 2/28/01 CITY OF PETALUMA 11 ENGLISH STREET P.O.BOX 61 • • PETALUMA, CA 94953 • BID APPLICATION FORM Hourly Rate Bid for Disking: $ 10-; r'177-7 d° Hourly Rate Bid for Mowing: $ lfO: • 7 Hourly Rate Bid for Handiwork: $ Oi>7 Hourly Rate Bid for Blade: $ /0 12 • FIRM: et, S fn"re er7M- Lre :end ce KEYSTONE TRACTOR<SERVICE ADDRESS:' 3528 LA PORTF RC)AD . MARYSVILLE, CA 95901-9112 • (530)'.742.2175 TELEPHONE: 53 o ` 13 'a/j j PRINTED NAME: '. 474e {- 144-Fro ✓ SIGNATURE: 410 —/' TITLE: mi:,//Yeit l Ode-e 7 C • DATE: 3/c. ' lei Bids shall be mailed,or-delivered.to: City Clerk's'Office Petaluma City Hall 11 English Street Petaluma, CA 94952 Filing Deadline: March 26, 2001 10:00 A.M. • h,\msoffce\winworthSheila\weeds0l\BidSpecs weeds01 sm 2/29/01 LOW BID ANALYSIS • for . 2001-2002 Weed Abatement Program Contract Keystone Tractor Service, 3528 LaPorte Road, Marysville, CA •95901:9112 Hourly Rate Bid for.Disking: $42.00 x 239 actual hours of 2000 = $ 10.038.00 Hourly Rate Bid for•Mowing; $40:00 x 201 actual hours:of 2000 = $ 8,040.00 ' Hourly Bid for Handiwork: $20.00 x_ 269 actual hours of 2000 = $ 5,380.00 Hourly Rate Bid for Blade: $10.00 x 15 actual hours of 2000 = $ 150:00 • $23,608.00 Tri-County Tractors; PO Box 4081, Napa, CA 94558 Hourly Rate Bid for'Disking: .$60:00 x 239 actual hours of 2000 = $14,340.00 Hourly Rate Bid forMowing: $60,00x 201 actual hours of 2000 = $12,060.00 Hourly Bid for Handiwork: $42.00 x 269 actual hours of 2000 = $ 11,298.00 Hourly Rate Bid for Blade: $125.O0.x 15 actuallhours of 2000. = $ 1,875.00 $39;573.00 • a:\msoffice\winworthweedsOl\LowBidAn, weedsO I srn 412/01 • • • • 1 RESOLUTION TO AWARD CONTRACT TO REMOVE 2 WEEDS/WITHIN THE CITY OF PETALUMA AND AUTHORIZING 3 THE CITVMANAGER TO 4 EXECUTE A CONTRACT FOR SUCH ABATEMENT PROGRAM. 5 6 7 BE IT RESOLVED that the contract to remove weeds by disking, blading or mowing the:same 8 on public,and<private°parcels of land, which shall comply with the specifications therefor filed 9 with the Fire Marshal,:be and the same is hereby awarded to Keystone Tractor Service, whose 10 address is P.O. Box-1 163 Yuba City, CA 95992, for the sums set forth in the written offer as 1'I follows: Disking $42i00'per hour 12 Mowing $40.00 per`hour 13 Hand Labor $20:00 per hour 14 Blade Work $10.00 per hour 15 BE IT'FURTHER RESOLVED that the City Manager is hereby authorized to execute a-contract 16 with Keystone Tractor Service for the Weed Abatement-Program for 2001 and 2002; and, 17 BE IT FURTHER RESOLVED that upon the execution'of a contract, the'CityClerk is'hereby 18 authorized,to:return-ill bid deposits, if applicable, to unsuccessful bidders. 19 20 h:\msoffice\winword\Sheila\weeds011Resocont weeds01 sin 3/30/01 •