REPORT TO COUNCIL
SUBJECT
Title
Reject Bid Received in Response to Invitation for Bids No. F16-09 for Streets, Parks and Golf Tree Maintenance Services
Report
REPORT IN BRIEF
Council approval is requested to reject the bid received in response to Invitation for Bids No. F16-09 for Streets, Parks and Golf Tree Maintenance Services.
EXISTING POLICY
Pursuant to Chapter 2.08 of the Municipal Code, Council approval is required to reject bids greater than $100,000.
ENVIRONMENTAL REVIEW
N/A
BACKGROUND AND DISCUSSION
The City has approximately 37,000 street trees, and several thousand more at the golf courses and parks. The street trees are pruned according to a block-grid schedule on a seven-year cycle, which was restored in FY 2012/13 from a twelve-year cycle established during the recession. Tree pruning at parks and golf courses is typically done on an as-needed basis.
Following a competitive bid process, Council awarded a 30-month contract in the amount of $1,221,175 to West Coast Arborists (WCA) in January 2013 for street tree pruning and for the as-needed work at City parks and golf courses (RTC No. 13-011). During the contract period, staff began utilizing WCA for preventive maintenance pruning on the street trees and for additional tree work at parks and golf courses, which required an amendment to increase the initial contract to $1,659,175 in January 2015 (RTC No. 14-1136). As the June 30, 2015 end date of the initial contract approached, staff began to reevaluate the scope of services and made the decision to issue a new bid which clarified the specifications and quantities for tree maintenance work required throughout the City. In an effort to increase efficiency, the bid quantities increased by 1,844 trees as a result of consolidating smaller contracts for tree work being used by the Parks and Golf divisions into the new contract. Pest control was also added to the new contract.
An Invitation for Bids (IFB) was issued on Augu...
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