HomeMy WebLinkAboutStaff Report 1645City of Palo Alto (ID # 1645)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 6/13/2011
June 13, 2011 Page 1 of 3
(ID # 1645)
Summary Title: Approval of Trail Contract
Title: Approval of a Three Year Contract with Northwest Woodland Services, Inc.
in the Amount not to Exceed $241, 550 for Trail Maintenance in the Baylands
Nature Preserve, Pearson Arastradero Preserve and Foothills Park
From:City Manager
Lead Department: Community Services
Recommendation
Staff recommends that Council:
1.Approve and authorize the City Manager or his designee to execute the attached three
year contract with Northwest Woodland Services, Inc. in the amount of $241,550 for
trail maintenance in the Baylands Nature Preserve, Pearson-Arastradero Preserve and
Foothills Park (Attachment A).
2.Authorize the City Manager or his designee to negotiate and execute one or more
change orders to the contract with Northwest Woodland Services, Inc. for related,
additional but unforeseen work which may develop during the project, the total value of
which shall not exceed $18,155.
Discussion
Project Description
The work to be performed under this three year contract (Attachment A) is for annual and one-
time maintenance of trails in Foothills Park, the Pearson-Arastradero Preserve and the Baylands
Nature Preserve. Annual work includes grooming of trail treads, improving and cleaning
drainages and clearing vegetation growing into the trail corridor. One-time maintenance
includes adding aggregate to select trails in the Pearson-Arastradero to improve drainage and
stability in wet weather, repairing and replacing foot bridges in Foothills Park and maintaining
trail treads in the Baylands Nature Preserve. The scope also includes maintenance of road and
trail surface, roadside drainage ditches and culverts in the Pearson-Arastradero Preserve for the
City of Palo Alto Utilities Department.
Summary of Bid Process
Bid Name/Number Name/Number of Bid here
Proposed Length of Project 36 months
Number of Bids Mailed to 5
June 13, 2011 Page 2 of 3
(ID # 1645)
Contractors
Number of Bids Mailed to Builder’s
Exchanges
0
Total Days to Respond to Bid 18
Pre-Bid Meeting?Yes (Non-Mandatory)
Number of Company Attendees at
Pre-Bid Meeting
3
Number of Bids Received:2 with one “no bid”
Bid Price Range From a low of $241,550 to a high of $477,600.
A Request for Quotation was sent on January 26, 2011 to 5 contractors with 18 days to respond
to the RFQ. A Non-Mandatory Pre-Bid Conference was held at Foothills Park on Monday
February 7, 2011. On February 15, 2011, bids where received from two contractors as listed on
the attached bid summary (Attachment B). Staff has reviewed all bids submitted and
recommends that the bid of $241,550 submitted by Northwest Woodland Services, Inc. be
accepted and that Northwest Woodland Services, Inc. be declared the lowest responsible
bidder. The change order amount of $18,155, which equals 8 percent, is requested for related,
additional but unforeseen work which may develop during the project. Northwest Woodland
Services has been awarded this contract continuously since 2002. Staff confirmed with the
Contractor's State License Board that the contractor has an active license on file.
RESOURCE IMPACT
Funds for the Open Space portion of this project ($199,705) are included in Capital
Improvement Program Project –OS-0001 (Open Space Trails and Amenities). Funds for the
Utilities Water, Gas, and Wastewater portion ($60,000) is available in the Capital Improvement
Program Project -GS-11002 (Gas System Improvement) budget.
POLICY IMPLICATIONS
This recommendation does not represent any change to existing City policies. Improvement of
approved trails is consistent with Comprehensive Plan Policy N-1: Manage existing public open
space areas and encourage the management of private open space areas in a manner that
meets habitat protection goals, public safety concerns, and low impact recreation needs. All
work proposed in this contract is consistent with the adopted Arastradero Preserve Trails
Management Plan, the Foothills Park Trail Maintenance Plan and the Foothills Wildland Fire
Management Plan.
ENVIRONMENTAL REVIEW
This contract is not a project as defined by the California Environmental Quality Act (CEQA); and
is not subject to CEQA requirements.
Attachments:
·Attachment A -Contract with Northwest Woodlands Services, Inc.(PDF)
June 13, 2011 Page 3 of 3
(ID # 1645)
·Attachment B -Bid Summary (PDF)
Prepared By:Lester Hodgins,
Department Head:Greg Betts, Director, Community Services
City Manager Approval: James Keene, City Manager
Attachment B