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Agenda Report
July 17, 2023
TO: Honorable Mayor and City Council
FROM: Department of Public Works
SUBJECT: REJECTION OF BIDS FOR CITYWIDE TREE AND STUMP REMOVAL
SERVICES
RECOMMENDATION:
It is recommended that the City Council:
1. Find the project (Contract for Citywide Tree and Stump Removal 2022) is categorically exempt from the California Environmental Quality Act (CEQA) in accordance with CEQA Guidelines Article 19, Section 15301 (Class 1), and that there are no features that distinguish this project from others in the exempt class and, therefore, there are no unusual circumstances; and
2. Reject all bids received on January 17, 2023 in response to the Notice Inviting Bids for Citywide Tree and Stump Removal Services 2022.
BACKGROUND:
The City of Pasadena has a rich tradition of maintaining mature City trees, having been ! awarded a Tree City USA designation for 33 years and Tree City Growth Award for 23 years. With nearly 64,000 City trees to maintain, the Department of Public Works is also responsible for removing dead, dying, diseased, and hazardous trees. The goal of the Forestry Section is to complete tree and stump removals within 120 days after a public tree notice is posted on the subject tree, with priority removal given to trees and stumps that warrant an emergency or hazardous condition. The City has used private contractors to augment tree and stump removal services performed by City Staff.
At its January 9, 2023 meeting, the City Council formally rejected bids received late last year in response to the Notice Inviting Bids for Citywide Tree and Stump Removal Services. Staff determined that the bids were too high.
MEETING OF__OZ/17_/2g23_AGENDA ITEM NO.2
Rejection of Bids for Citywide Tree and Stump
July 17, 2023
Subsequently, after revising the scope of work, a Notice Inviting Bids was posted on the City's website OpenGov and was published in the Pasadena Journal and the Pasadena Press on November 17, 2022. The posting generated notices to 1,650 vendors and was downloaded by 22 vendors of which none were local. Four responses were received by the bid closing date of January 17,2023.
Upon review of the bids received from that solicitation, staff once again determined the bids were too high and concluded it is in the City's best interest to reject the current bids received as required by the Pasadena Municipal Code and work with the contractors in order to revise the scope and quantities to arrive at a more feasible pricing structure in the bid specifications.
In the interim, the Department of Public Works conducted an informal competitive bid to place West Coast Arborists under contract to perform as-needed tree and stump removal services in an amount not-to-exceed $24,999.
COUNCIL POLICY CONSIDERATION:
The proposed action is consistent with the City Council Strategic Planning Goals to maintain fiscal responsibility and stability.
ENVIRONMENTAL ANALYSIS:
There is no environmental impact in the recommended action.
Rejection of Bids for Citywide Tree and Stump
July 17, 2023
FISCAL IMPACT:
There is no fiscal impact as a result of this action.
Prepared by:
Eric Mirzaian
Public Works Administrator
Street Maintenance
Approved by:
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MIGUSTMARQUEZ
City Manager
Respectfully submitted:
TONY OLIVfOS, P.E.
Director of Public Works