FROM:
Public Works
SUBJECT:
Title
Award Bid for City-Wide Tree Maintenance Services (PW-24-191-SP)
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RECOMMENDATION:
Recommendation
1. Award bid and authorize the City Manager to execute a contract with West Coast Arborists, Inc. of Anaheim, CA for City-Wide Tree Maintenance Services. The contract term shall be for two and a half (2.5) years with three (3) additional one-year extensions at the City’s sole discretion.
2. Approve and authorize the City Manager to execute any future contract amendments to this contract with West Coast Arborists, Inc. for City-Wide Tree Maintenance Services.
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COUNCIL GOALS:
• Invest in the City’s infrastructure (streets, sewers, parks, etc.) by maintaining and improving the city's existing infrastructure.
• Invest in the City’s infrastructure (streets, sewers, parks, etc.) by improving the aesthetics of the community through code enforcement, street sweeping, and landscape maintenance.
DISCUSSION:
The Public Works Department currently maintains over 61,000 trees located in the City’s parks, landscape, and right-of-way areas. The scope of work includes annual grid trimming, service request trimming, emergency response services, pest control, tree plantings, tree removals, and GIS based tree inventory services.
Our current annual tree maintenance contract period runs from January 1 to December 31, which does not align with the City’s fiscal budget period and causes various budget adjustment issues. In addition, the current contract is approaching the end of its original 10-year term, and staff are expecting another price adjustment request from the contractor prior to the contract’s expiration. As a result, staff decided to solicit this RFP for a new contract with a term that better aligns with the City’s budget calendar. The proposed initial 2.5-year contract term will also prohibit any price increases until June 30th, 2027.
The formal bidding process has been completed in conformance with the City’s purchasing policies. Public Works Department staff evaluated the four (4) proposals received with assistance from the City’s Purchasing Department. Grid Trimming is the main category of service performed as part of this contract. The proposed unit prices for grid trimming in the 4 proposals received ranged between $78.00 to $85.00, compared to the current unit price of $62.60 per tree.
Staff recommends that West Coast Arborists of Anaheim, CA be awarded the contract for these services as they were determined to be the most qualified, responsible, and responsive bidder. This proposed contract will be for an initial two and a half (2.5) year period, with three (3) additional one-year extensions at the City’s sole discretion, effective January 1, 2025.
FISCAL IMPACT:
The total fiscal impact associated with the approval of this item is $1,702,647 in fiscal year 2024/2025, $908,432 from the General Fund, and $794,215 from the various LMD’s and CFD’s where these activities will be performed.
Current FY 2024/2025 budgeted funding in the General Fund for these activities is $832,840. The Public Works Department will request an additional $75,600 from General Fund balance as part of the FY 24/25 mid-year budget adjustment to fully fund the first year of the contract.
The appropriate amounts of funding are included in the City’s current FY 2024/2025 budget for the LMD and CFD funded areas where these activities will be performed.
MOTION:
Approve Staff Recommendation