25C - AGMT - ANNUAL WEED AND DEBRIS REMOVAL SRVS

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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: OCTOBER 3, 2011 TITLE: AGREEMENT WITH NARANJO LANDSCAPE, INC., FOR ANNUAL WEED AND DEBRIS REMOVAL SERVICES CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ? As Recommended ? As Amended ? Ordinance on I" Reading ? Ordinance on 2"d Reading ? Implementing Resolution ? Set Public Hearing For_ CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the Council to execute the attached agreement with Naranjo Landscape, Inc., to provide weed and debris removal services in an amount not to exceed $184,500 for a one-year period with provision for 3 one-year renewals subject to nonsubstantive changes approved by the City Manager and City Attorney. DISCUSSION The Public Works Agency Maintenance Services Division is responsible for maintaining over 200 vacant lots, easements, and storm drain channels. In order to do so, a contract for weed and debris removal from both public and private properties is required. Removing the weeds and debris will enhance the safety and appearance of these areas maintained by the Public Works Agency. On September 20, 2010, the City Council awarded a one-year contract to Pestmaster Services, Inc., to provide weed and debris removal services based on lowest responsive bid. The term of the award was shorter than the typically requested award term for this service, which is a one-year award with provisions for 3 one-year renewals. This change was based on City Council's concerns regarding the outlook of the economy and staff was directed to solicit proposals again in 2011. Prior to this year, this service was awarded as part of the bid process in which the contract is awarded to the lowest responsive bidder. At times, this approach did not obtain the most qualified contractor, as it is based on lowest quoted price. This time, in order to attain the most qualified and cost-effective contractor, a Request for Proposals (RFP) was processed. The RFP process is used when other qualifying criteria is determined to be of greater importance than price alone, such as qualifications and relative experience. This year the specifications included weed control spraying as a contract requirement which will save the City money by reducing the frequency of weed removal services in lots, culverts, and channels. The RFP notice inviting proposals was advertised on August 29, 2011, and proposals were solicited and due on September 6, 2011, at 4:00pm. 25C-1