TO:
Honorable Mayor and Members of the City Council
THROUGH:
Mark Danaj, City Manager
FROM:
Tony Olmos, Public Works Director
Keith Darling, Maintenance Manager
SUBJECT:Title
Approve Amendment to Agreement with Davey Resource Group to Perform Additional Tasks for the Urban Forest Master Plan in the Amount of $26,980 (Public Works Director Olmos).
APPROVE; APPROPRIATE
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council:
1. Approve Amendment to Agreement with Davey Resource Group (DRG) to perform and incorporate additional studies and criteria into the Urban Forest Master Plan (UFMP) for the not-to-exceed amount of $26,980.
2. Authorize City Manager to execute amendment.
3. Appropriate $26,980 from unreserved General Funds.
Body
FISCAL IMPLICATIONS:
On January 20th, 2015, City Council approved a professional services agreement with DRG in the amount of $67,930. All work has been completed under the original scope of work. The cost to complete the additional tasks as outlined in the DRG’s attached proposal is for a not-to-exceed amount of $26,980. Since all of the budgeted funds for the initial scope of work have been exhausted, staff is recommending approval of an additional appropriation in the amount of $26,980 from unreserved General Fund moneys.
BACKGROUND:
The City of Manhattan Beach manages 11,575 trees in the public right of way, including 4,116 City-maintained trees and 7,459 public property or parkway trees that are, by ordinance, maintained by the adjacent property owner. On June 2, 2015, staff presented the draft Urban Forest Master Plan (UFMP) to City Council. The draft UFMP provided a framework for the long-term management and preservation of the community urban forest. The UFMP also recognized the significance of environmental and socio-economic benefits from community trees and their relationship with community values and expectations for a high quality of life. This UFMP is intended to support and guide urban forest programming over the next 25 years.
Specifically, the UFMP aims to:
• Provide an overview of the existing public tree inventory, including species, age distribution, condition, and benefits provided
• Identify best management practices that support the health, benefits, and safety of the Community Urban Forest
• Ensure that tree protection ordinances and policies are clear, impartial, and supportive of community values and expectations
• Encourage community engagement, involvement, and appreciation for the urban forest and its environmental values
• Maintain a tree palette that compliments community aesthetics and increases the resiliency of the urban forest to withstand drought, temperature extremes, pests, and disease
• Provide alternative planter designs to optimize below ground rooting area and promote the capture and retention of storm water runoff
• Compliment the Manhattan Beach General Plan and other long-range and strategic plans, including the Veteran’s Parkway Master Plan and the proposed Parks Master Plan
The UFMP includes objectives and action strategies for long and short-term goals in support of this purpose. It identifies appropriate resources to adequately manage community trees. It is intended to remain flexible and dynamic, exploring and implementing the recommended actions as funding and resources permit. The development of the UFMP included a comprehensive review of existing policies and regulations, current funding and maintenance levels, analysis of the extent, condition, and composition of the existing trees, stakeholder concerns, and community input.
At the June 2, 2015 City Council meeting, City Council directed staff to complete additional items of work before finalizing the UFMP. These items included:
• Tree Canopy Assessment
• Create High Value Tree Guidelines
• Addressing the City’s Tree Maintenance Program
• Streamline Municipal Tree Codes
• View Corridor study
As a result, City staff requested a proposal from DRG to complete these additional tasks, except for the Tree Maintenance Program and Tree Codes, which will be completed by City staff. DRG submitted a proposal on October 19, 2015 (Attachment 1).
At the same meeting, City Council also recommended that the new Urban Forester position be filled prior to completing the UFMP. The recruitment for the new Urban Forester is underway and the new person is expected to start their new position in early 2016.
DISCUSSION:
DRG has completed all of the tasks as outlined in their original professional services agreement (Attachment 2). In order to complete the additional tasks outlined in their proposal dated October 19, 2015, an amendment to their original agreement is required (Attachment 3). The scope-of-work for these additional tasks include preparation of an Urban Tree Canopy Study, View Corridor Study, and creation of Tree Preservation Criteria.
The Canopy Study will quantify and track real-time growth and/or reduction of the City’s tree canopy. The data will become part of a web-based program (UTRACE) that enables the City to determine possible planting locations and the costs and benefits associated with the plantings.
The View Corridor Study will examine and explore any current policies that deal with view issues and will seek recommendations and modifications, if warranted. Standards will be developed for City Council consideration based on best practices used by five other California beach cities.
The Tree Preservation Criteria study will explore the current City ordinances and policies to see how they fail to maintain View Corridors. Standards and practices from five California beach cities will be examined to arrive at a list of recommendations to be incorporated into the UFMP. Modifications to the current city ordinances and policies will also be recommended.
The City’s new Urban Forester will collaborate with staff and legal counsel to streamline the City’s tree ordinances. The goal is to present the amendments to City Council at the same time as the final UFMP.
POLICY ALTERNATIVE NO.1:
City Council can choose to not approve the proposed action.
Pro: The proposed fee for DRG for these additional services would not be needed. Staff could still address the Tree Maintenance Program and Tree Codes in-house utilizing existing operating budget.
Con: Although the UFMP in its current form is good, having the additional proposed studies incorporated into the plan would help address key community issues such as potential View Corridors. Staff cannot perform the additional studies identified in DRG’s proposal since staff does not have the current expertise and required computer software.
PUBLIC OUTREACH/INTEREST:
Prior to the UFMP presentation by DRG on June 2nd, 2015, three public meetings were held on;, March 12, March 24 and April 22, 2015. DRG presented an overview of the process that would be used to develop the UFMP.
LEGAL REVIEW:
The City Attorney has approved the proposed Amendment to Agreement as to form.
CONCLUSION:
Staff recommends that the City Council amend agreement with Davey Resource Group (DRG) to perform and incorporate additional studies and criteria into the Urban Forest Master Plan (UFMP) for the not-to-exceed amount of $26,980.
Attachments:
1. DRG Proposal for Additional Tasks
2. Original Professional Services Agreement
3. Amendment to Professional Services Agreement