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Agenda Report
May 5, 2025
TO: Honorable Mayor and City Council
FROM: Parks, Recreation and Community Services Department SUBJECT: REJECT ALL BIDS SUBMITTED MARCH 4, 2025, IN RESPONSE TO
SPECIFICATIONS FOR WEED AND BRUSH CLEARANCE SERVICES
RECOMMENDATION:
It is recommended that the City Council:
1. Find that the proposed action is exempt from the California Environmental Quality Act ("CEQA") pursuant to Public Resources Code Section 21080(b)(5) (projects which a public agency rejects or disapproves) and Section 15270 of the State CEQA Guidelines; and
2. Reject all Bids received on March 4, 2025, in response to notice inviting bids for weed and brush clearance services.
BACKGROUND:
The Parks, Recreation and Community Services Department (PROS) manages weed and brush removal in the Arroyo Seco area through a contractor. City staff are responsible for performing trail maintenance, picking up debris and litter, and conducting minor brush removal in the casting pond and picnic areas in the Arroyo. The removal methods include both manual techniques, using hand tools, and mechanical approaches, employing equipment such as string trimmers and chippers. Under this service agreement, the contractor is responsible for removing non-native plants, clearing debris from trails and roads, spreading mulch in designated areas, and cleaning up litter and debris from assigned locations. All brush clearance activities are conducted in a manner that supports the natural environment of the Arroyo Seco, adhering to the Lower Arroyo Seco Master Plan, Arroyo Seco Design Guidelines, Arroyo Seco Management Plan, and the Tree Protection Ordinance.
On February 11, 2025, a Notice Inviting Bids for the Specifications of weed and brush clearance in the Arroyo Seco was published on OpenGov. A total of 4,183 vendors received the notice and 38 vendors downloaded the formal bid specifications, none of which were local. Three bids were received by the bid due date of March 4, 2025.
MEETING OF.05/05/2025AGENDA ITEM NO..1
Reject All Bids for Brush Clearance Services
May 5, 2025
As part of the bid requirements, bidders were mandated to submit eligibility documents at the time of their bid submission. The lowest bidder was deemed non-responsive due to issues with its business license and bid submission. The bidder had recently undergone corporate restructuring and submitted all bid requirements under its Doing Business As (DBA) name, which had an inactive license and rendered it unresponsive to the bidding process. The second lowest bidder's proposal was 69% higher than that of the lowest bidder. Because of this bid cost discrepancy and to help ensure City resources are used efficiently, PRCS recommends rejecting all submitted bids. PRCS will revise the bid specifications to better define tasks and requirements for all potential bidders.
To prevent a disruption in ongoing brush clearance at Arroyo Seco, PRCS will enter a short-term Purchase Order agreement for this service through September. This will allow adequate time for a thorough review and update of the specifications and a new bidding process while continuing to perform brush, trail and road clearance throughout the Arroyo.
COUNCIL POLICY CONSIDERATION:
Rejecting all bids supports City Council's goal to maintain fiscal responsibility and stability.
ENVIRONMENTAL ANALYSIS:
There is no environmental impact of this action. The action of rejecting or disapproving a proposal is statutorily exempt from CEQA per Section 21080(b)(5) (projects which a public agency rejects or disapproves) and Section 15270 of the State CEQA Guidelines.
Reject All Bids for Brush Clearance Services
May 5, 2025
FISCAL IMPACT:
Rejecting all bids will have no fiscal impact.
R^ectfully submitted,
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KOKO'PANOSSIAN
Director of Parks, Rscreation and
i^i-vices
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Prepared by:
Tsega^Selassie
Management Analyst IV
Approved by:
'MIGUEL MARQUEZ,
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City Manager