HomeMy WebLinkAbout26 - Tree Maintenance Agreement - Public CommentsRE ITEM #26: REASONS TO CONSIDER RE- BIDDING PROJECT
"RECEIVED AFTER AGENDA
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Approval of Agreement for Tree Maintenance Services
November 12, 2013
Page 3
The proposed Project costs. 1 50%
A committee of evaluators from the Municipal Operations and Public Works
Departments reviewed the two proposals received and evaluated the firms independent
of pricing. The Finance Department's Pu an
V t_c lr• ated the cost score
based on the differential in cost between i, twores ondents ith the lowest cost
respondent achieving a score of 50 points and the higher cost respondent a lower
calculated score. Since the pricing in the RFP was based upon unit costs, it should be
noted that the base cost numbers were calculated based on an estimated level of work
to be completed in a 12 -month period. The scores were as follows:
The unit costs in the current agreement and received by he two
follows:
4. 5. 6. 3b.
service
Great Scott Tree Service
West Coast Arborlsts
Technical Score Out of 50
37.00
2• 50.00
Cost Ratio Score Out of 50
50.00
$39.00
3a. 33.88
Aggregate Score (Out of 100)
87.00
554.00
83.88
The unit costs in the current agreement and received by he two
follows:
4. 5. 6. 3b.
service
uantlties
Current Prices
nit Price Total
Great Scott Tree services
Unit Price Total
West Coast ArboriM
Unit Total
Grid Pruning
10,000
$39.00
$390,000
$48.00
$480,000
554.00
$540,000
Annual Pruning
4,320
$39.00
$168,480
$48.00
$207,360
$140.00
$604,800
Serv(" Requests
1,200
$39.00
$46,800
$58.00
$69,600
t $140.00
j $168,00
T85 Removals
(inches)
8,845
$13.00
$114,985
$22.00
$194,590
$24.00
$212,280
Plant 24' w/o RB
fi
$160.00
$960
$325.00
$1,950
$325.00
$1,950
Plant 36" w/o Re
97
$575.00
$86,815
$895.00
$86,815
$700.00
1 $67,900
Plant 48' /. R8
57
1,200.00
$64,400
$1,795.00
$102,315
\$LG=00
$91,200
$845,400
$1,142,630
$1,686,130
are
1. Only two bidders, why?
This could be a result of
unclear bid specs in
conjunction with the Proposal
Offer Form line items: Grid
Pruning, Annual Pruning, and
Service Request Pruning
(these items did not have
quantities and were not
defined in the specifications).
2. WCA obtained highest score
possible.
3a. WCA obtained a low score -
this is a result of WCA's misquote
based on invalid information at the
Pre - Proposal Meeting.
3b. Unclear quantities and
descriptions in RFP resulted in
WCA's misquote causing higher
pricing. However, WCA's quote
for Planting was lower than GSTS.
4. Unclear quantities in RFP.
S. WCA offered City an extension
in June 2013.
6. $300k annual increase if
awarded to GSTS ($4.5M over the
duration of the contract).
Based on the evaluation, staff moved forward with reference checks and further
evaluation of GSTS.
Great Scott Tree Service
GSTS was established in 1978 and currently services a combination of municipalities,
school districts /educational institutions, retail properties, and homeowner associations
Approval of Agreement for Tree Maintenance Services
November 12, 2013
Page 4
7.
( "HOAs "), including many of The Irvine Company retail properties as well as HOAs in
the Newport Coast area.
The Parks and Trees Superintendent contacted GSTS' references and all provided a
grade of either A or B on an A to F scale. The references all said the firm is very
responsive to emergencies and service requests, and performed high quality trimming
services. GSTS formerly had a large contract with the County of Orange and received
high marks for the work. GSTS has maintained over 10,000 trees at the niversity_oJ
Southern California since 2004 and was given a very good reference by the Facilities
MOD staff inspected private trees that GSTS pruned In the City and were satisfied with
the above - average quality of service, safe practices performing the work, and the speed
at which the work was performed. Additionally, GSTS' clients who use their Trim IT tree
management software were impressed with its functions, capability and mobile
application.
Following the reference checks, MOD staff and the City's Purchasing Agent met with
GSTS staff at their offices In Stanton. Staff was impressed with their knowledge of tree
maintenance, their service orientation to customers, and their ability to provide sufficient
resources to provide services to the City. Staff was provided a demonstration of GSTS'
Trim IT tree software, and is confident that GSTS is capable and equipped to provide
service to the City over the term of the agreement.
Staff Recommendation
Consequently, based on the evaluation of the proposal submitted by GSTS, Staff
recommends awarding the Maintenance Services Agreement for Tree Maintenance
Services to GSTS for a ten -year term with the opportunity for three two -year extensions
(Attachment A).
Staff recommends the City Council find this action is not subject to the California
Environmental Quality Act ( "CEQA ") pursuant to Sections 15060(c)(2) (the activity will
not result in a direct or reasonably foreseeable indirect physical change in the
environment) and 15060(cx3) (the activity is not a project as defined in Section 15378)
of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it
has no potential for resulting in physical change to the environment, directly or
Indirectly.
7. GSTS lacks the references that
show municipal work of similar size
and scope as required in RFP.
N^oC
Tree Care Professionals Sming Communities Who Care About Trees
Patrick Mahoney
President
Certified Arborist #WE -1172A
pmahoneyQwcainc.com • 714.991.1900 • 714.920.0445 Cell
Contractor's License #366764 • D49/C61 trees • C27 landscape
2200 West Coast Arborists, Inc.
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