City of Sacramento
City Council - 2PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2024-00495 2/27/2024 Consent Item 6.
Suspend Competitive Bidding and Authorize On-Call Request for Qualifications for the Community Development Department Neighborhood Code Compliance Weed Abatement Services Agreement and Waive the Minimum Local Business Enterprise (LBE) Participation Requirement
File ID: 2024-00495
Location: Citywide
Recommendation: Pass a Motion 1) suspending competitive bidding in the best interests of the City in favor of an on-call Request for Qualifications (RFQ) process to allow to allow weed abatement companies to apply for and participate in the Community Development Department Neighborhood Code Compliance Weed Abatement Agreement 2) waive the minimum Local Business Enterprise (LBE) participation requirement.
Contact: Peter Lemos, Chief of Code and Housing, (916) 808 8183, [email protected]; Monica Duncan, Administrative Analyst, (916) 808 8025, [email protected], Community Development Department Presenter: None.
Attachments:
1-Description/Analysis
Description/Analysis
Issue Detail: The Neighborhood Code Compliance Division of the Community Development Department has a seasonal need for weed abatement services as specified in Title 8 of the Sacramento City Code. This service becomes necessary when a property or vacant lot is overgrown with high grass and weeds, in violation of both state and local law. The contractor services are needed to help with the increasing demand for weed abatement services. Each year, approximately 3,600 property owners are notified to keep their property clean of weeds, rubbish, refuse and dirt.
CDD currently has three weed abatement service agreements that are scheduled to expire during the 2024 weed abatement season. CDD would like the opportunity to contract with multiple new contractors through the Request for Qualifications (RFQ) solicitation process. The RFQ process provides the ability to have multiple qualified contractors to consider when it becomes necessary to provide weed abatement services. In addition, CDD would like to expand the RFQ solicitation beyond
File ID: 2024-00495 2/27/2024 Consent Item 6.
the City of Sacramento by waiving the LBE requirement to gain the interest of more qualified contractors to meet the anticipated high demand for services during the 2024 weed abatement season.
Policy Considerations: The recommendations in this report are consistent with Administrative Policy-4101 - Procurement of Non-Professional Services and in support of Title 8 of the Sacramento City Code. CDD recommends the suspension of competitive bidding and use of an on-call RFQ process to evaluate and select experienced, qualified weed abatement service companies. Work will be distributed based on contractor availability, responsiveness, and lowest bid. City Code section
3.56.230.C authorizes the City Council to suspend competitive bidding for any purchase or contract when, upon a two-thirds vote, the City Council determines it is in the best interests of the City to do so.
Economic Impacts: None.
Environmental Considerations: None.
Sustainability: Not applicable.
Commission/Committee Action: Not applicable.
Rationale for Recommendation: Suspension of competitive bidding and the use of an on-call RFQ process is recommended to evaluate potential providers on the following: quality of the application, experience and references, prior contract compliance, and adequacy of equipment. Weed abatement services are critical to address the nuisances and unsafe conditions created by overgrown grass and weeds upon privately owned parcels and vacant lots in the City. These properties are not in compliance with the Sacramento City Code nor state law and are a public safety hazard due to fire danger.
CDD has limited qualified weed abatement vendors that are able meet the high demand of services.
CDD is requesting to expand the solicitation to surrounding cities in the Sacramento region.
New weed abatement service agreements will begin May 1, 2024. Upon the RFQ solicitation process being approved by Council, an additional report will be presented to Council to approve contract funds before the new contract start date.
Financial Considerations: There is sufficient funding available in the FY2024/25 Community Development Department’s operating budget for the 2024 weed abatement season.
Local Business Enterprise (LBE): The minimum LBE participation requirement will be waived as the City will suspend competitive bidding and utilize an alternate procurement method to select
File ID: 2024-00495 2/27/2024 Consent Item 6.
vendors.
Background: The City of Sacramento’s Weed and Rubbish Abatement Program, originally administered by the Sacramento Fire Department, was initiated on July 10, 1969, and has been in effect since the City first adopted the standards for weed and rubbish abatement. The program was established to ensure the timely removal of weeds and rubbish from private property located in the City of Sacramento (Sacramento City Code, Chapter 8.28, Weed and Rubbish Abatement).
In 2012, the Code Compliance Division of the Community Development Department assumed responsibility for the private property weed abatement program. This program is consistent with the goals and mission of the Community Development Department as it is a program established to abate nuisances and address health and safety hazards. This program aligns with the City’s vision of ensuring a healthy and safe environment for its residents, and thus promotes a better quality of life.