April 27, 2004
SUBJECT: Award of Invitation for Bids #F0301-41 for Stump Removal and Tree Planting Services
REPORT IN BRIEF
Approval is requested for the award of a contract to West Coast Arborists, Inc., of Pleasanton for stump removal and tree planting services for the Department of Public Works Urban Landscape Program.
BACKGROUND
Sunnyvale's Street Trees Program services staff has traditionally performed street tree stump removal and tree planting services. Budget reductions for Fiscal Year 2003-2004 eliminated staff hours for these services. It is no longer feasible, with the remaining staffing, to perform these services in-house. Understanding that these services would nevertheless be required, outsourcing these services was anticipated when the budget was reduced.
The scope of work for the requested contract includes the removal of approximately 325 tree stumps and the replanting of approximately 400 City- supplied new and replacement street trees.
DISCUSSION
Bid specifications were prepared by Public Works and Purchasing staff. The Notice Inviting Bids was published in The Sun on February 2, 2004. Direct notice was given to ten local landscape contractors, and notice of the bidding opportunity was broadcast to potential contractors through the DemandStar by Onvia procurement network. Nineteen contractors requested bid documents.
Sealed bids were publicly opened on February 25, 2004. Five responsive bids were received.
|
Bidder |
Total Price |
|
Estimated Cost |
$47,500 |
|
West Coast Arborists, Inc., of Pleasanton |
$57,115 |
|
Gachina Landscape Management, Inc., of Menlo Park |
$77,766 |
|
Crystal Springs Landscape of San Jose |
$89,951 |
|
Kingsborough Atlas Tree Surgery, Inc., of Santa Rosa |
$123,186 |
|
Kelly's Stump Removal, Inc., of Los Altos |
$123,600
|
Staff recommends award of contract to West Coast Arborists, the lowest responsive and responsible bidders. The City has met with and satisfied the statutory obligations to the Sunnyvale Employees Association which represents employees that previously performed the work.
FISCAL IMPACT
Total cost of the project will not exceed $57,115. Although costs are slightly higher than estimated, the total budget for Program 215 - Roadway and Median Right-of-Way Services, Services Delivery Plan 02 - Roadway Tree Management will fully fund this project.
RECOMMENDATION
It is recommended that Council award a contract, in substantially the same form as the attached Purchase Order and in an amount not to exceed $57,115, to West Coast Arborists, Inc., for tree stump removal and tree planting services.
Prepared by:
Elaine Wesely
Purchasing Officer
Reviewed by:
Mary J. Bradley
Director, Finance
Reviewed by:
Marvin Rose
Director, Public Works
Approved by:
Amy Chan
City Manager
Attachment:
1. Draft Purchase Order No. DP001514 (pdf format)