TITLE
Recommendation to authorize City Manager, or designee, to execute all documents necessary to amend interim Purchase Order No. BPPW14000026 with West Coast Arborists, Inc., of Anaheim, CA, for tree-trimming services; approve increasing the contract amount by an additional $760,000; authorize a 25 percent contingency in the amount of $190,000, for a total contract amount not to exceed $1,455,000. (Citywide)
DISCUSSION
On November 18, 2014, City Council authorized the City Manager to amend interim purchase order BPPW14000026 with West Coast Arborists, Inc. (WCA) by adding $410,000, for a total amount not to exceed $505,000. At that same meeting, staff was recommending award of a new citywide contract for tree trimming services using the same terms and conditions afforded to the City of Tustin; however, due to a complaint in opposition to the "piggyback" award, staff requested to withdraw the item in order to have time to review the associated complaint that was received.
As previously communicated to the Mayor and City Council in memos dated November 26, 2014 and January 22, 2015, staff reviewed the proposed piggyback award and confirmed that there were no technical issues; however, based on this further review, instead of the previously proposed single contract for citywide services, staff recommends that dividing tree trimming services into two separate proposed contracts and rebidding is in the best interest of the City. One contract will be for specific services for single and small group trees to meet the needs of the Parks, Recreation and Marine Department; the other will be for general, tree grid-type service needed by the Public Works Department. Purchasing believes that the services by the two departments are distinct, and bidding them separately would likely result in an expanded bidder pool and potentially better prices.
Staff is currently developing specifications with each respective department for both procurement opportunities and anticipates returning to the City Council for consideration of contract awards before summer. In the interim, the Public Works Department is requesting that the City Council approve an amendment of the interim purchase order with WCA to add additional funds. It is estimated that the recommended increase of $760,000, plus a 25 percent contingency for emergency work, will cover the tree trimming needs for Parks, Recreation and Marine, Public Works, the Airport and the Port during the procurement process.
This matter was reviewed by Deputy City Attorney Linda Vu and by Budget Manager Lea Eriksen on January 21, 2015.
TIMING CONSIDERATIONS
City Council action to amend interim purchase order BPPW14000026 is requested on February 3, 2015 to ensure that there is no interruption to citywide tree trimming services.
FISCAL IMPACT
The purchase order increase of $950,000, which includes the contingency, for a revised not to exceed amount of $1,455,000, is based on the estimated tree trimming needs for the Parks, Recreation and Marine, Public Works, the Airport and the Harbor Departments. Sufficient funds for this purchase order are budgeted in the General Fund (GF) in the Public Works Department (PW). The award of this contract will provide continued support to our local economy by assisting in the preservation of employment for 21 full-time employees residing in Long Beach.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
ARA MALOYAN, PE
DIRECTOR OF PUBLIC WORKS
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
GEORGE CHAPJIAN
DIRECTOR OF PARKS, RECREATION & MARINE
APPROVED:
PATRICK H. WEST
CITY MANAGER