Camarillo City Council
AGENDA REPORT
Date: May 22, 2024
To: Honorable Mayor and City Councilmembers
From: Greg Ramirez, City Manager
Submitted by: Dave Klotzle, Public Works Director
Subject: Weed Abatement Services (MC-2024-1) – Award of Contract
BACKGROUND
Specification No. MC-2024-1, Weed Abatement Services consists of providing weed abatement, and debris and trash removal maintenance services in designated areas in the City.
The City contracts for weed abatement services for City-owned properties including vacant lots, open spaces such as F-Canyon, and non-landscaped slopes and natural habitat areas as shown on the location maps (Attachment 1). Weed abatement services are performed a minimum of twice each year at each location to adequately maintain the properties and remove material that could be a fire hazard. Additional weed abatement is performed on an as needed basis.
DISCUSSION
On February 25, 2024, staff advertised a Notice Inviting Bids in the Ventura County Star and posted on the City of Camarillo PlanetBids portal Specification MC-2024-1, Weed Abatement Services.
On April 2, 2024, staff received six bids uploaded to the City of Camarillo PlanetBids portal as shown in the following table:
Vendor Bid Amount
Oakridge Landscape $ 258,600.00
Green Coast Landscapes $ 261,240.00
Garcia's Landscaping Maintenance Inc. $ 335,700.00 Charles Van Nortwick Weed Abatement Inc. $ 700,000.00 Arboles Care Tree Service Inc. $ 1,073,250.00
SoCal Brush $ 256,500.00
(non-responsive)
Weed Abatement Services (MC-2024-1) – Award of Contract May 22, 2024
1 8
5 4
Section 7.2 of the Instructions to Bidders specifies that bidders must include a bid security with their submittal. SoCal Brush submitted the lowest bid; however, the required bid security was not included. Staff recommends that the bid from SoCal Brush be rejected as nonresponsive. A letter has been sent to SoCal Brush to inform them of the recommendation to reject their bid due to the exclusion of the bid security.
There will be two weed abatement cycles per year (typically in May and October), and additional work will be performed as needed.
Staff recommends approval of a three-year contract with Oakridge Landscape for weed abatement services from July 1, 2024 to June 30, 2027 for a total of $258,600.00 with an annual Consumer Price Index (CPI) increase estimated at 4.0% for years two and three based on the CPI published by the U.S. Bureau of Labor Statistics. Staff is also requesting a contingency for additional work if needed in an amount not to exceed $20,000.00 for a total estimated expenditure of $289,082. The Contract includes an option to extend the services for two, one-year periods upon approval by City Council.
Fiscal Year Amount
2024/25 $ 86,200
2025/26 $ 86,200
2026/27 $ 86,200
Total $ 258,600
CPI Increase of approx. 4.0%
for years 2 & 3 $ 10,482
Additional Work if Necessary,
Not-to-Exceed $ 20,000
Total Estimated Expenditure $ 289,082
FISCAL IMPACT
Funds for weed abatement services and contingencies are included in the FY 2024/25 Proposed Budget in the Lighting and Landscape Maintenance District and Mission Oaks MD1A Funds, Contract Services Weed Control Account Nos. 220-3310-433.35-18 in the amount of $43,100.00 and 221-3311-433.35-18 in the amount of $43,100.00 for FY 2024/25.
CEQA DETERMINATIONS
The City’s weed abatement maintenance work is not subject to California Environmental Quality Act (CEQA) review pursuant to Section 15301 of the CEQA Guidelines, which exempts from CEQA review project that consist of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, or topographical features.
Weed Abatement Services (MC-2024-1) – Award of Contract May 22, 2024
1 8
5 4
RECOMMENDATION
1. Find the weed abatement services maintenance exempt from review under the California Environmental Quality Act (CEQA) pursuant to Section 15301 of the CEQA Guidelines; and
2. Authorize the City Manager to execute Maintenance Contract 2024-39 with Oakridge Landscape in the amount of $258,600.00, with Consumer Price Index increase for Fiscal Years 2025/26 and 2026/27; and:
3. Authorize the City Manager to execute amendments for unforeseen work in an amount not to exceed $20,000.
ATTACHMENTS
1. Project Location Maps
2. Agreement 2024-39
REFERENCE MATERIALS – AVAILABLE FOR REVIEW AT CITY HALL None