TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Stephanie Katsouleas, Public Works Director
Ernest Area, Urban Forester
SUBJECT:Title
Consider Adopting a Resolution Awarding a Three-Year Agreement, with Two Optional One-Year Renewals, to West Coast Arborists, Inc. for Tree Care Services at an Annual Not-to-Exceed Rate of $298,000 (Public Works Director Katsouleas).
ADOPT RESOLUTION NO. 19-0119 APPROVING AN AGREEMENT
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council adopt Resolution No. 19-0119 awarding a three-year agreement to West Coast Arborists, Inc. (WCA), with two optional one-year renewals, in response to Request for Proposals (RFP) No. 1219-20 for tree care services, at an annual rate not-to-exceed $298,000; and authorize the City Manager to execute the Agreement.
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FISCAL IMPLICATIONS:
There are sufficient funds in the Street Repair and Park Maintenance budgets to cover expected expenses through the remainder of Fiscal Year (FY) 2019-20. Additional funds will be incorporated into the FY 2020-21 budget proposed next summer.
BACKGROUND:
The City contracts for tree care services that include tree trimming, pruning, tree removal, stump grinding, new tree planting, watering of young trees, irrigation system repairs, and maintaining tree inventory management via a GIS (Geographic Information System) database. The City’s 12,000 trees were recently inventoried for species, size, health, historical details of maintenance dates, and they are now part of the tree inventory database. This information is useful as it allows staff to more effectively and proactively manage trees that may be dying or could pose a threat to public safety.
Prior to September 2018, tree services in the City were divided between three contractors:
• For trees under 35 feet in height, tree maintenance was handled by Clean Street, Inc. in the downtown area, and by Merchants Landscape, Inc. for all other locations citywide. Merchants Landscape, Inc. also provided services for emergency removal, occasional pruning of tree over 35 feet in height, and tree installations. The annual value for these two contractors was approximately $65,000. However, effective September 2019, the City no longer contracts with Clean Street, Inc. or Merchants Landscape, Inc. for these services.
• For trees over 35 feet in height, tree maintenance was handled by WCA. The annual value of this contract was $130,000 plus an additional $30,000 amendment in 2019, for a combined total of $160,000.
Historically, tree care services were focused primarily on maintaining arterial street trees and responding to emergencies, and less focus was given to proactively maintaining the 12,000 trees located in parks and parkways, and along City streets. While specific attention was given to several compromised trees in Polliwog Park and Veterans Greenbelt due to diseases and insect infestations, there are still many trees that need more comprehensive inspections. The City’s Urban Forester plans to proactively conduct these evaluations over the next five years, and will direct WCA to remove and replace diseased and dying park, parkway and street trees. Phased tree replacements will also occur in the Downtown area, and the City will be increasing the Downtown and North Manhattan Beach tree pruning from annually to biannually-once in the spring and once in the fall. Collectively, these efforts are the basis for recommending that the overall contract budget be increased by $168,000.
DISCUSSION:
Staff released an RFP that consolidated the City’s tree maintenance needs for trees both above and below the 35-feet height threshold discussed above. Only one response was received, which was submitted by WCA, the City’s current contractor. When queried after the RFP close date, several other contractors who reviewed the specifications stated that they could not compete with WCA’s pricing, or that they lacked the capabilities to maintain a tree inventory management system database. Based on this feedback, it is unlikely that the City would obtain additional competitive bids if another solicitation was undertaken.
The specifications in the RFP did not identify a defined quantities scope of work, but rather identified a bid schedule of rates for the type of work that will be needed throughout the year, which often depends on the location, health and size of the tree, variable growth and pruning needs, and unforeseen environmental conditions (e.g. wind, insects, storms) that can impact the City’s trees. These requirements were captured by using a pricing sheet which governs the cost of the services requested by staff.
West Coast Arborists, Inc. has been providing tree care services for the City since 2013, and staff has been satisfied with the company’s performance. They have a crews familiar with the local urban forest and have provided professional tree care in a consistent and responsive manner. Additionally, the tree inventory system has been well maintained and is easily accessible, benefitting both the community and City staff.
Staff recommends that City Council award RFP No. 1219-20 to West Coast Arborists, Inc. for a three-year agreement, with two optional one-year renewals, to provide tree care services for an amount not-to-exceed $298,000 annually. If approved, the new contract will begin on January 1, 2020. The City may cancel the agreement at any time without cause if necessary.
PUBLIC OUTREACH:
After analysis, staff determined that public outreach was not required for this issue.
ENVIRONMENTAL REVIEW:
The City has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a “Project” as defined under Section 15378 of the State CEQA Guidelines; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines, the activity is not subject to CEQA. Thus, no environmental review is necessary.
LEGAL REVIEW:
The City Attorney has approved the agreement as to form.
ATTACHMENTS:
1. Resolution No. 19-0119
2. Agreement - West Coast Arborists, Inc.