Eastern Municipal Water District
California

Action/Info Item
4079

Approve and Authorize Three, Three-Year Agreements with up to Two, One-Year Renewals for Herbicide Application, Weed Abatement, and Landscape Maintenance Services in the Combined, Full-Term, Not-to-Exceed Total of $1,316,000

Information

Department:Purchasing (for O&M items)Sponsors:
Category:Action/Info ItemMeeting Workflows:Board Admin Committee Workflow

Background

On September 17, 2019, the District received proposals for Herbicide Application, Weed Abatement, and Landscaping Services under Request for Proposals (RFP) No. 3190.  A total of five proposals were received with Helix Environmental Construction Group, Incorporated, of La Mesa, California, Pest Options, Incorporated, of Anaheim, California, and Quality Sprayers, Incorporated, of Anaheim, California providing the highest scoring submittals.

 

Herbicide application, weed abatement, and landscape maintenance services are performed at 251 facilities and locations throughout the District.  Services consist of a comprehensive herbicide application, weed abatement, and landscape service programs including the use of both pre-emergent and post-emergent herbicides, clearing of debris, minor tree-trimming, raking, and other similar maintenance activities.  Contractors providing services under the recommended agreements are responsible for independently inspecting, scheduling, and servicing assigned locations in order to ensure compliance with District defined performance specifications.

 

The five firms identified in the table below were scored and ranked in accordance with prescribed criteria.  The firms were evaluated by a cross-functional team of District staff based on the following criteria:

 

1.      Price

2.      Firm Qualifications and Experience

3.      Safety Record

4.      Proposed Work Plan

5.      Contractual Exceptions

6.      Project Schedule

7.      Subcontractors

 

Criteria

DeAngelo Brothers, Limited Liability Corporation

Helix Environmental Construction Group, Incorporated

Pest Options, Incorporated

Quality Sprayers, Incorporated

Urban Habitat

Total Score

6.78

8.63

8.93

8.51

6.11

Rank

4

2

1

3

5

 

Staff have developed five separate maintenance routes throughout the service area.  Based on pricing received in response to RFP No. 3190, as well as qualifications for specific service, Helix Environmental Construction Group, Incorporated, and Quality Sprayers, Incorporated, are recommended for award of two routes each, and Pest Options, Incorporated, is recommended for award of one route.

 

Expenditures for herbicide application, weed abatement, and landscaping services averaged approximately $200,000 per year over the past five years.  Due to the addition of 17 new locations, an increase in the frequency of required services, and a rise in industry labor costs, staff project increased expenditures over the recommended five year term to an estimated $248,000 per year.  Pricing under the proposed agreement will remain fixed for the first year of the recommended term with subsequent adjustments limited to changes in the Consumer Price Index (CPI) and a maximum increase of three percent per year.

 

Projected Maximum Spend

 

Year 1

Year 2

Year 3

Year 4

Year 5

$248,000

$255,000

$263,000

$271,000

$279,000

 

Financial/Strat Plan/Enviro

FINANCIAL IMPACT:

Funding for this item is provided for in the Biennial Budget for Fiscal Years 2019-20 and 2020-21.

 

STRATEGIC PLANNING GOAL/OBJECTIVE:

Maintenance: Implement and manage preventative and predictive maintenance programs that enable a highly reliable operation of EMWD’s facilities and extend the useful life of assets.

 

ENVIRONMENTAL IMPACT:

None

Recommendation

Approve and authorize the award of three, three-year contracts with optional one-year renewals for up to two years, for herbicide application, weed abatement, and landscape maintenance services in the combined full-term, not-to-exceed total of $1,316,000.

Meeting History

Nov 26, 2019 3:30 PM  Board Operations and Engineering Committee Regular Meeting
draft Draft
RESULT:RECOMMENDED FOR APPROVAL
Dec 11, 2019 9:00 AM  Board of Directors Regular Meeting
draft Draft
RESULT:APPROVED [4 TO 0]
MOVER:Stephen J. Corona, Board Member
SECONDER:David J. Slawson, Board Member
YES:Ronald W. Sullivan, Philip E. Paule, Stephen J. Corona, David J. Slawson
ABSENT:Randy A. Record