06-04-2015 BPU RPT 06 - Laserfiche WebLink

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Wni =H t v t Ri,v i i PUBLIC UTILITIES RIVERSIDE PUBLIC UTILITIES Board Memorandum BOARD OF PUBLIC UTILITIES DATE: JUNE 4, 2015 ITEM NO: 6 SUBJECT: WEED ABATEMENT MAINTENANCE SERVICES FOR VARIOUS PUBLIC UTILITIES PROPERTIES — APPROVAL OF AGREEMENT WITH SCOTT TRACTOR SERVICE FOR $119,770 ISSUE: The issue for Board of Public Utilities consideration is approval of an agreement with Scott Tractor Service, in the amount of $119,770.00 for weed abatement maintenance services at various Public Utilities properties (Request for Proposals No. 1498). RECOMMENDATIONS: That the Board of Public Utilities: Approve the agreement for weed abatement maintenance services for various Public Utilities properties (Request for Proposals No. 1498) to Scott Tractor Services of Bloomington, California in the amount of $119,770.00; and 2. Authorize the City Manager, or his designee, to execute up to three additional one -year extensions to the term of the contract, if necessary, in annual amounts not —to- exceed the (i) sum of the cost of the original contract (including change orders), and (ii) any negotiated price modifications not -to- exceed any increase in the Consumer Price Index (CPI). BACKGROUND: Riverside Public Utilities (RPU) has 25 properties located in San Bernardino and Riverside Counties which require periodic clean up and weed abatement. The work consists of various levels of weed disking and /or mowing, fence line clearing and disposal of debris to be performed up to four times a year. This work has been performed by a private contractor and a Request for Proposals (RFP) is usually issued every three to five years. The current contract will expire on June 30, 2015. The initial term of the proposed agreement is for the 2015 — 2017 fiscal years, expiring on June 30, 2017. The agreement may be extended annually by mutual agreement for three additional one -year terms. Should the option to renew for additional years be exercised, the City and contractor shall negotiate any and all price modifications using the Consumer Price Index (CPI) as a basis. The following two proposals were submitted on May 12, 2015: Company gqMpany Location Scott Tractor Service Bloomington, CA NPC Construction Fallbrook, CA Staff has reviewed both proposals and has determined that Scott Tractor Service best met all of the requirements of the RFP. The evaluation and selection was based the company's experience, financial resources, cost and schedule.