STAFF REPORT TO THE CITY COUNCIL
DATE: Regular Meeting of April 26, 2022
TO: Members of the City Council
VIA: Dante Hall, City Manager
SUBMITTED BY: Michael Roberts, Public Works Director/City Engineer SUBJECT: Award of Construction Contract for the Baywood Tree Replacement Project RECOMMENDED ACTION:
Adopt a resolution authorizing the City Manager to execute a contract with Desert Parks Landscaping for the Baywood Tree Replacement Project in the amount of $140,000 and up to a 5% contingency of $7,000 for a not to exceed total contract amount of $147,000 to replace 34 nuisance trees; and, waiving an inconsequential irregularity in Desert Parks Landscaping’s bid.
FISCAL IMPACT OF RECOMMENDATION:
This contract will be paid for out of the Baywood Lighting and Landscaping District (LLAD) through a no interest loan from the General Fund, which was previously approved by Council and is included in the Adopted FY 21-22 Budget. The loan will be paid off over a 10-year period using revenue from Baywood LLAD assessments.
DISCUSSION:
There are 34 nuisance trees in the Baywood neighborhood, the vast majority of which are on Baywood Lane, whose roots are damaging sewer laterals, water services, and sidewalk; rendering the irrigation system inoperable; and creating tripping hazards in the planter strip (Att #2 Location Map, Att #3 Tree Root Exhibit).
For public safety and health reasons, this project will remove the offending trees and grinding their stumps. Given the City’s steadfast commitment to tree preservation, each tree will be replaced by a more suitable street tree; specifically, Redpointe Maple (Acer Rubrum ‘Frank JR’) and Hackberry (Celtis Sinensis) (Att #4 New Tree Exhibit). The scope of work also includes removing all the roots in the planter strip, repairing the irrigation system, and replacing the sod.
This project was advertised for bids in the West County Times on March 14 & 21, 2022, and in 4 regional plan rooms. A total of 2 bids were received at the bid opening deadline of 2 pm on Thursday, April 5.
No.
Bidder Name
Bid Amount
1 Desert Parks Landscaping, Inc.
$140,000
2 McNabb Construction, Inc.
$184,877
Desert Parks Landscaping submitted the low bid amount of $140,000 and is the parent company to Pacific Site Landscaping. Pacific Site Landscaping has been maintaining the City’s LLADs for many years now and previously removed and replaced approximately a half dozen trees on Baywood Lane.
Following the bid opening, McNabb Construction submitted a bid protest. The City’s legal counsel has determined there was a minor irregularity in Desert Parks Landscaping’s bid which was inconsequential and could be waived at the City’s discretion (Att #5 Bid Protest Response). At this time, staff is recommending Council proceed with awarding the contract to Desert Parks Landscaping and waiving the irregularity for the purpose of maintaining a record.
ATTACHMENTS:
Resolution
Tree Removal and Replacement Location Map
Tree Root Exhibit
New Tree Exhibit
Bid Protest Response
Financial Impact
Description: Expenditure amount not to exceed $147,000.
Funding Source:
Baywood Lighting and Landscaping District $147,000
223-5423-642-10-00
Budget Recap:
Total Estimated cost: $162,000 New Revenue: $
Amount Budgeted: $162,000 Lost Revenue: $
New funding required: New Personnel: $
Council Policy Change: Yes No
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