FROM:
Engineering
SUBJECT:
Title
Approve Extra Work to the Tree Maintenance Services Contract (PW-24-191-SP) for Necessary Tree and Stump Removals on the Citywide Sidewalk Reconstruction Project #2 (Bid No. DE-25-56-SB)
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RECOMMENDATION:
Recommendation
1. Approve and authorize the Extra Work to Tree Maintenance Service Contract PW-24-191-SP in the not-to-exceed amount of $172,885.00 with West Coast Arborists Inc. for Tree Removal Services.
2. Approve and authorize the purchase order to West Coast Arborists Inc. and any future change orders necessary to complete the project.
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COUNCIL GOALS:
• To invest in the City’s infrastructure (streets, sewers, parks, etc.) by maintaining and improving the city's existing infrastructure.
• To invest in the City’s infrastructure (streets, sewers, parks, etc.) by providing for the development of new infrastructure.
• To invest in the City’s infrastructure (streets, sewers, parks, etc.) by focusing on relief of traffic congestion.
DISCUSSION:
On February 11, 2025, the City Council approved a construction contract for the City Sidewalk Reconstruction #2 Project. The proposed improvements include the reconstruction of existing sidewalks and drive approaches. The project will improve walkability, increase sidewalk service life, and enhance the safety of pedestrian traffic.
The sidewalk repair plan calls for the removal of roots encountered during the removal of existing concrete and regrading for the new concrete. An arborist has assessed all trees potentially affected by the project, evaluating their diameter at breast height (DBH), critical root zone (CRZ), and proximity to the adjacent sidewalk. The CRZ for a tree is the minimum root volume necessary for the tree to survive. The size of the CRZ can vary depending on species and life stage; however, generally, roots within three to five times (3x - 5x) the DBH of a tree are part of the CRZ. When structural roots are removed in this zone as part of sidewalk reconstruction, the stability of the tree can be significantly compromised, making the tree more susceptible to root plate failure.
Structural surface roots were observed for two hundred fifty (250) of the assessed trees within the City’s right-of-way that would be impacted by the sidewalk panel reconstruction within three times (3x) the DBH. These trees are recommended for removal. Letters will be mailed to all residents within the project limits, explaining that sidewalk repairs will be done in their area which may result in the removal of existing trees. All efforts will be made to preserve existing trees and only trees that will become unstable due to the cutting of roots will be removed. No private trees will be removed.
Tree removal is scheduled to occur from Spring 2025 through Summer 2025 and will be carried out by West Coast Arborists Inc. (WCA), the City’s current tree maintenance services contractor. Engineering staff recommends that the City Council approve the Extra Work to the Tree Maintenance Contract (PW-24-191-SP) in the amount of $172,885.00 with WCA for tree removals necessary on the Citywide Sidewalk Reconstruction Project #2.
FISCAL IMPACT:
The fiscal impact associated with the approval of this item is $172,885.00 for the full term of the Task Order. This amount is included in the 2024-25 available budget, in 37600001-601-A-8130.
MOTION:
Approve staff recommendation.