8.A.
City Council Meeting - FINAL
- Meeting Date:
- 02/16/2021
- Co-Submitter:
- Stacey Brechler-Knaggs
- From:
- Neil Chapman, Forest Health Supervisor
Information
TITLE:
Consideration of Contract: Reject all Bids for the Elden Lookout Road Hazard Tree Mitigation
STAFF RECOMMENDED ACTION:
Staff recommends that City Council reject all bids submitted for Invitation for Bids (IFB) #2020-27 and #2020-84 for the Elden Lookout Road Hazard Tree Mitigation project.
Executive Summary:
The Elden Lookout Road Hazard Tree Mitigation project is one of six projects within the Midway Agreement (19-CS-11030408-025.) This agreement between the City of Flagstaff and the USDA Coconino National Forest was approved by Council and signed by the City Manager on September 24, 2019.
City staff posted Elden Lookout Road Hazard Tree Mitigation project Information for Bids on June 16, 2020 and September 16, 2020. All proposals exceeded available project funds. City staff worked with USFS staff to develop alternative ways to manage hazard trees on Elden Lookout Rd and reallocate funds to other Midway Agreement projects.
City staff posted Elden Lookout Road Hazard Tree Mitigation project Information for Bids on June 16, 2020 and September 16, 2020. All proposals exceeded available project funds. City staff worked with USFS staff to develop alternative ways to manage hazard trees on Elden Lookout Rd and reallocate funds to other Midway Agreement projects.
Financial Impact:
The rejection of this solicitation will not impact any City funds.
Policy Impact:
The rejection of this solicitation will not impact any City policies.
Connection to PBB Key Community Priorities/Objectives & Regional Plan:
N/A
Has There Been Previous Council Decision on This:
The Midway Agreement between the City of Flagstaff and the USDA Coconino National Forest was approved by Council and signed by the City Manager on September 24, 2019.
Options and Alternatives:
This solicitation should be rejected as Midway Agreement funds have been reallocated to other priorities
Background and History:
The Midway agreement obligates federal funds for work within the Dry Lake Hills (DLH) related to forest health and fire risk reduction. Both the City and US Forest Service are partners in the Flagstaff Watershed Protection Project (FWPP) and engaged in on-going forest treatment work in the DLH area. The US Forest Service had allocated funds to do work in the area, some of which was necessitated by the Museum Fire, but needed to obligate the funds prior to the end of the federal fiscal year (Sept 30, 2019). They were unable to do so via their normal procurement/contract process prior to this date and thus risked losing these funds, but could obligate those funds to the City to undertake/oversee this work prior to the end-of-the fiscal year via this agreement
A formal solicitation was issued as an Invitation for Bids on 9/16/2020 and closed 10/7/2020. An ad was published September 20 and September 27, 2020, in the Arizona Daily Sun. The City received three responsive responsible bids.
1. Summitt Forests, Inc. = $415,492.00
2. Markit! Forestry Management = $582,774.00
3. Golden West Arbor Services Inc. = $1,073,000.00
A formal solicitation was issued as an Invitation for Bids on 9/16/2020 and closed 10/7/2020. An ad was published September 20 and September 27, 2020, in the Arizona Daily Sun. The City received three responsive responsible bids.
1. Summitt Forests, Inc. = $415,492.00
2. Markit! Forestry Management = $582,774.00
3. Golden West Arbor Services Inc. = $1,073,000.00
Key Considerations:
City Procurement Code Manual - Section 15.4 Rejection of All Solicitations
A. After receipt, opening and evaluation, but before award, all solicitations may be rejected if determined to be in the best interest of the City. However, any recommendations for a solicitation to be rejected shall be approved by the City Council.
B. A notice of rejection shall be sent to all Bidders or Proposers submitting bids or proposals.