Agenda Item Wording:
title
Authorize the City Manager to award RFB No. 22-23-42 for property abatement of developed properties throughout the City of Visalia to Joe Grijalva Landscaping in the amount not to exceed $210,000 annually.
body
Deadline for Action: 3/20/2023
Submitting Department: Fire Department
Contact Name and Phone Number: Corbin Reed, 559-713-4272
Department Recommendation:
Authorize the City Manager to award RFB No. 22-23-42 for property abatement of developed properties throughout the City of Visalia to Joe Grijalva Landscape in the amount not to exceed $210,000 annually.
Background Discussion:
On Thursday, February 16th, 2023 bids were solicited for property abatement of undeveloped properties within the City of Visalia. On February 27th and 28th two mandatory pre-bid meetings were held at 707 W. Acequia. Contractors were required to attend one of the two scheduled meetings to be eligible to bid on this contract. A total of three contractors were in attendance. The bid closed at 2:00 PM on Monday March 13th, 2023. The initial contract term shall be for a twelve (12) month period and shall, at the City’s option and with the consent of the contractor, be extended annually thereafter for four (4) consecutive one-year periods.
Three Bids were received for this contract:
Joe Grijalva Landscape- Tulare $8,864.50
JC’s Land Management- Kingsburg $11,687.50
MP Environmental- Bakersfield $34,000.00
The Visalia Fire Department Prevention Division is responsible for property maintenance throughout the City. Staff maintains two different contracts with two contractors to perform abatement services, one is for the abatement of developed properties while the other is for undeveloped (vacant lots). This contract is for abatement services of undeveloped parcels throughout the City. The scope of work includes weed abatement through mowing, brush/trash clean up, tree trimming, removal of dead or damaged trees etc.
Property maintenance is performed throughout the City of Visalia on a continual basis. Visalia Municipal Code Chapter 8.56 (Weed and Property Maintenance Ordinance) requires that properties be maintained to a minimum standard year-round. Property maintenance includes weeds, overgrowth, junk, trash, and debris removal, and also occasionally requiring maintenance or removal of trees deemed to be a hazard or dead.
Beginning in March, a post card is sent to each owner of record for undeveloped lots throughout the city. Then, again in mid-April an additional post card is sent to each owner. These post cards refer the property owners to the City’s website where the abatement standards can be reviewed. The post cards also serve as a reminder to property owners that they must once again abate their undeveloped parcels by May 1st. Although property maintenance is a year-round process, it is typically complaint driven. During the months leading up to summer, the Prevention Division takes a proactive approach with undeveloped properties to mitigate the large fire risk associated with high fuel loads presented by unmanaged undeveloped lots.
On April 1st, Fire Prevention Staff begin inspections of City owned parcels and a work order is then issued to the contractor for the abatement of each lot that is found to be out of compliance. This will allow for all City owned parcels to be abated and brought into compliance prior to beginning the inspection of privately owned lots.
On May 1st, there will be approximately 2,000 cases opened on privately owned lots throughout the city. These lots will be inspected by Fire Prevention Staff beginning on or after May 1st. If the lots have been abated prior to staff’s inspection of the parcel and follow the applicable abatement standards, the case will be closed out. If a significant attempt has been made to abate the lot and bring it into compliance but work is still needed, then a “Post Inspection Notice” will be sent to the property owner giving them an opportunity to complete the required work prior to any fees being accessed. This notice provides a seven-day extension for abatement (inspections are scheduled 10 days after the notice is generated to provide time for mailing). If the property owner has failed to try to bring the lot into compliance or it is still significantly out of compliance, then a “Declaration of Public Nuisance” will be issued. This notice currently carries a fee of $271.95 and provides an additional 14 days to bring the property into compliance. Once the 14-day deadline has passed a re-inspection of the property is performed, depending on compliance level, the case may then be closed out, an additional “Declaration of Public Nuisance” may be issued, or work ordered (having our contractor abate).
If a property owner fails to abate his/her property after all warnings have expired a “work order” is then issued. The fees incurred during the abatement process are then billed to the Fire Department and in turn assessed against the property. A lien for all fees will be filed with the Tulare County Accessors Office and kept in place until the City has been reimbursed either by payments from a responsible party (property owner) or through the Tax Roll process.
Fiscal Impact:
Staff is recommending an annual contract of $210,000 due to prior year abatement activities. This amount can fluctuate and will only be used if needed. In addition, any abatement on private property is billed to the property owner and can be placed on the City tax roll to reimburse this expense.
Prior Council Action: N/A
Other: N/A
Alternatives: None recommended
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to award contract for RFB 22-23-42 to Joe Grijalva Landscape not to exceed $210,000 per year for an initial 12-month term.
end
Environmental Assessment Status: N/A
CEQA Review: N/A
Attachments: Copy of bid from Joe Grijalva Landscape, JCS Land Management, MP Environmental and copy of RFB 22-23-42