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W A T E R I E N E R G Y I l I E E RIVERSIDE PUBLIC UTILITIES Board Memorandum P U B L I C U T T l I T I F S BOARD OF PUBLIC UTILITIES DATE: July 16, 2010 ITEM NO: 9 SUBJECT: WEED ABATEMENT AT VARIOUS PUBLIC UTILITIES PROPERTIES — AWARD OF REQUEST FOR PROPOSAL (RFP) NO. 1195 ISSUE: Consideration of a contract award for weed abatement services at various Public Utilities properties, Request for Proposals (RFP) No. 1195. RECOMMENDATIONS: That the Board of Public Utilities: 1. Award the contract for Weed Abatement at Various Public Utilities Properties, RFP No. 1195, to Merrie (Mary) Scott, doing business as Scott Tractor Service ("Scott Tractor") of Bloomington, California in the amount of$103,482.00; 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 sum of (i) cost of the original contract (including change orders), and (ii) any negotiated price modifications based upon the Consumer Price Index (CPI). BACKGROUND: The Riverside Public Utilities Department (RPU) has 18 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 RFPs are usually issued every three to five years. The current contract expired on June 30, 2010. The initial term of the proposed contract is for the 2010-2012 fiscal years, expiring on June 30, 2012. The yearly contract amount is $103,482.00, which 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. Proposals were submitted and opened on June 10, 2010. Eight proposals were received from various contractors. Staff has reviewed all proposals and has determined that Scott Tractor of Bloomington, CA has met all of the requirements of the specifications. The engineer's estimate for the work was $105,125. FISCAL IMPACT: The total contract amount for July 1, 2010 through June 30, 2011 is $103,482. Funds are budgeted and available in the Water Division Account No. 6200000-421000 ($101,164); and Electric Division Account No. 6100000-421000 ($2,318).