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CITY OF GLENDALE, CALIFORNIA
REPORT TO THE CITY COUNCIL
AGENDA ITEM
Report: Contract Award for Weed Control Services for the City of Glendale, Specification No. 3983
1)Motion authorizing the City Manager, or a designee, to execute a contract with Pest Options, Inc. in the amount of $228,000 annually for a period of three years plus a 10% contract contingency each year of $22,800 or $752,400 total, for Weed Control Services for the City of Glendale with two optional one-year extensions for $228,000 plus 10% contract contingency of $22,800 each year. 2)Resolution of appropriation to appropriate funds for the Weed Control Services for the City of Glendale Project.
COUNCIL ACTION
Item Type: Consent Calendar
Approved for July 9, 2024 calendar
EXECUTIVE SUMMARY
On April 16, 2024, City Council approved Specification No. 3983 for Weed Control Services for the City of Glendale and directed the City Clerk to advertise for bids. The specifications have a base and alternate bid. The base bid specifies non-glyphosate chemical herbicidal treatments as the treatment method. The alternate bid would only consist of organic herbicidal treatments and mechanical abatement.
On May 29, 2024, the City received one bid, from Pest Options, Inc. (Fullerton, CA) with a base bid of $228,000 annually and an alternate bid of $600,000 annually.
RECOMMENDATION
Approve a motion accepting the base bid of $228,000 annually, with a 10% contingency added, for a total of $250,800 annually for three years from Pest Options, Inc. for the Weed Control Services in the city of Glendale Project plus two optional one-year extensions and approve a resolution of appropriation to provide adequate funding for this program in FY 2024-25.
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ANALYSIS
City Council approved Specification No. 3983 for Weed Control Services for the City of Glendale for formal bidding containing a base and alternate bid. The base bid is for non- glyphosate chemical herbicidal treatments. The alternate bid would consist of organic herbicidal treatments and mechanical abatement only.
On May 29, 2024, the City received one bid, from Pest Options, Inc. (Fullerton, CA) with a base bid of $228,000 annually and an alternate bid of $600,000 annually.
Two other companies attended the pre-bid meeting but did not bid. One of these companies subsequently reached out after the deadline to inform staff that an internal issue prevented them from obtaining a bid bond in time.
Upon review of Pest Options, Inc. bid documents, staff finds the bid to be responsive and from a responsible bidder. The base bid in the amount of $228,000 is in line with the staff estimate for the scope of work and services. In addition, staff recommends a 10% contingency to cover urgent weed control requests that staff received during the previous 3-year contract term. With contingency, the annual cost is $250,800, with a three-year contract totaling $752,400. Additionally, the motion includes two, one-year optional extensions upon expiration of the initial term agreement.
Pest Options, Inc. is the city’s previous contractor for this service, from 2021 to 2024.
They proved to be responsive and reliable, with zero complaints regarding their work from the public or City staff throughout the previous 3-year contract.
The State of California’s Department of Pesticide Regulation confirms the licenses of Pest Options, Inc. are current, active, and in good standing. Additionally, their current municipal projects and references indicate a company able to satisfactorily perform the services requested by the City of Glendale, such as current contracts with the cities of Simi Valley and Irvine, as well as the recent contract with the City of Glendale itself.
Pest Options, Inc. also staffs certified arborists and Pest Control Advisors, which will ensure City and private trees and vegetation are not harmed by weed abatement nearby.
Regarding the alternate bid of organic herbicidal treatments, considering the significant additional expense of the herbicides themselves and the repeated retreatment needs, staff does not recommend the alternate bid for the contract term. Given that organic herbicides are post-emergent; which means the successful bidder would need to survey the city monthly to spot-treat grown weeds, then return to manually abate each weed after spraying it. This is as opposed to the base bid where regular chemical treatments would be performed quarterly in combination with spot treatment upon request. Organic treatments are not yet time or cost effective on a large scale, considering the city has 3{{section.number}}a
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over 700 acres of right of way. An alternative approach, such as only manually removing weeds would likewise not be a cost-effective method.
STAKEHOLDERS/OUTREACH
To ensure competitive bidding, the project was advertised on the City’s website and the Glendale Independent News Press. The City hosted a mandatory pre-bid meeting on May 13, 2024, and registered attendees included representatives from three weed control companies.
FISCAL IMPACT
The contract for Weed Control Services will cost $250,800 annually, of which $122,400 was approved as part of the FY 2024-25 budget. Staff is requesting a resolution of appropriation in the amount of $128,400 from the General Fund Undesignated Fund Balance and San Fernando Landscape District Fund Balance to fund the difference.
The City Council approved funding is outlined below:
Existing Appropriation
Amount Account String Funding Source
$102,000 43110-1010-PWD-7507-P0000 General Fund
$20,400 43110-2530-PWD-7507-P0000 San Fernando Landscape District Fund
Requesting Appropriation
Amount From (Account
String)
To (Account String) Funding Source
$112,800 25300-1010-000 43110-1010-PWD-
7507-P0000
Undesignated Fund
Balance - General
Fund
$15,600 24213-2530-PWD 43110-2530-PWD-
7507-P0000
San Fernando
Landscape District
Fund Balance
ENVIRONMENTAL REVIEW (CEQA/NEPA)
This project is exempt from CEQA review as a Class 1 “existing facilities” pursuant to State Guidelines Section 15301 since the project consists of maintaining existing infrastructure facilities located throughout the city.
CAMPAIGN DISCLOSURE
This item is exempt from campaign disclosure requirements.
ALTERNATIVES TO STAFF RECOMMENDATION
Alternative 1: Elect to not accept the sole bid. No treatments to weeds within city rights- of-way will occur, except for manual abatement by staff in response to requests. This will adversely impact the appearance of city streets and possibly impair accessibility in some areas.
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Alternative 2: Direct staff to award a maintenance contract to Pest Options, Inc. for weed control services for their alternate bid for $1,800,000 for three years plus 10% contract contingency of $180,000 and a resolution of appropriation to adequately fund this contract.
Alternative 3: Consider any other alternative not proposed by staff.
ADMINISTRATIVE ACTION
Submitted by:
Daniel Hernandez, Interim Director of Public Works
Prepared by:
Loren Klick, Urban Forester
Approved by:
Roubik R. Golanian, P.E., City Manager
EXHIBITS/ATTACHMENTS
NA