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RTC#03-189

June 3, 2003

SUBJECT:

Award of Invitation for Bids #F0203-72 for Tree Pruning Services (RTC#03-189)

REPORT IN BRIEF

Approval is requested for the award of a contract to TruGreen Landcare of Oakland for street tree structural pruning for the Department of Public Works Trees and Landscaping Division

BACKGROUND

Normally, structural pruning of City street trees is done by Public Works Trees and Landscape Division staff. However, due to numerous staff illnesses and job injuries as well as staff time diverted to winter storm damage recovery work, staff has been unable to prune as many trees as planned. Staff has determined that outsourcing the pruning of approximately 1,250 trees is advisable.

DISCUSSION

Bid specifications were prepared by Public Works and Purchasing staff. The bid package was advertised on the City's Internet site and broadcast to potential bidders through Demand Star by Onvia public procurement network. Fifteen firms requested bid documents. Sealed bids were publicly opened on May 21, 2003. Five responsive bids were received.

 

TruGreen Landcare of Oakland

West Coast Arborists of Anaheim

Arborwell of Castro Valley

The Davey Tree Expert Company of San Jose

The Professional Tree Care Company of Berkeley

Project Total

$61,222

$78,939

$116,099

$131,840

$173,845

In addition, a bid in the amount of $38,765 was received from Arbor Science, Inc., of San Jose. The bid form had been modified (the quantities on eight line items had been crossed out and replaced with lower quantities), there were mathematical errors on nine of the ten line items, and sections of required bidder information had been left blank. For these reasons, the bid is determined to be non-responsive.

Staff recommends award of contract to TruGreen Landcare, the lowest responsive and responsible bidder.

FISCAL IMPACT

Project costs include:

Structural tree pruning

Contingency (10% of project costs)

Total Cost

 

$61,222

$6,122

$67,344

Funds are available in Department of Public Works Activities 215041 - Service Streetscape Trees and 215310 - Scheduled Structural Tree Pruning.

RECOMMENDATION

It is recommended that Council:

  1. Award a contract in the amount of $61,222 to TruGreen Landcare for street tree structural pruning;
  2. Authorize the Purchasing Officer to issue a purchase order to that effect; and
  3. Approve a contingency in the amount of $6,122.

Prepared by:
Elaine Wesely
Purchasing Officer

Reviewed by:
Mary Bradley
Director, Finance

Marvin Rose
Director, Public Works

Approved by:
Robert S. LaSala
City Manager

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