5 - Tree Pruning and Removal Project.~owN o,~ MEETING DATE: 06/21/10
ITEM NO.
~ "'~" s COUNCIL AGENDA REPORT
~S GAO
DATE: JUNE 3, .2010
T0: MAYOR AND TOWN COUNCIL -~%~~,ll
FROM: GREG CARSON, TOWN MANAGER ~2~~
SUBJECT: PPW JOB NO. A10-010 -TREE PRUNING AND REMOVAL PROJECT
AUTHORIZE THE TOWN MANAGER TO EXECUTE AN AMENDMENT
~TO THE TREE PRUNING AND REMOVAL CONTRACT WITH
TRUGREEN LANDCARE FOR THE PERIOD OF ONE YEAR IN AN
AMOUNT NOT TO EXCEED $100,000.
RECOMMENDATION:
Authorize t11e Town Mallagerto execute an Amendment to the Tree Pruning and Removal Contract with
TruGreen Landcare for the period of one year in an amount not to exceed $100,000.
BACKGROUND:
The adopted FY 2010/11 Operating Budget designates funding~for Tree Trimming. ,The
Department of Parlcs and Public Worlcs has $100,000 in available funding with which to perform
contractual tree trimming work and associated services. For FY 2009/10 tree trimmming work was
originally planned for five specific areas of Town; however, due to favorable pricing, the Town
was able to accomplish nearly twice the amount of tree, trimming work for the same amount of
funding. Staff has reviewed the vendor's performance and has determined that it would benefit
the Town to continue tree pruning services from this vendor for FY 2010/11.
DISCUSSION:
At the regular Town Council meeting held December 21, 2009, the Town Council awarded a
contract to TruGreen Landcare for annual Tree Pruning and Removal (Attachment 3).
The formal bid process for contracts over $100,000 requires staff to advertise plans and
specifications and solicit bids from a minimum of three contractors. Prior to the award of the
original contract (Attachment 3), bids for work were solicited and five bids received on
December 2, .2009. The bid summary is attached for review (Attachment 4).
~..
PREPARED BY: TODD CAPURSO ~~,
Director of Parks and Public Worlcs
Reviewed 1by: Assistant Town Manager ~~wn Attorney .~~~.,W~,~~'u.,..m^w~.m,p.-'F~.N~:'...2,~,'..,yp,~,.~.N.~-m~.-.~.1~,.W
.Clerk Administrator finance Community Development
N:\PPW\MANAG'EMENT\COLTNCIL\COiJNCIL REPORTS\2010 Reports\June 21\Tree.Pruning.contract.amend.doc
PAGE 2
JUNE 3, 2010
MAYOR AND TOWN COUNCIL
SUBJECT: PROJECT A10-010 -TREE PRUNING AND REMOVAL PROJECT
DISCUSSION (cont'd):
As part of the December 2009 bid process, staff required each contractor to provide unit pricing
that could be used to fund additional tree trimming work. Based on the December 2009 bid
process and results, the Town has the ability to continue to utilize TruGreen Landcare services at
the same pricing levels per the vendor proposal dated June 7, 2010 (Attaclunent 2).
The lowest bid received during the bid process described above was from TruGreen Landcare,
Not only was TruGreen Landcare's bid significantly below the original staff estimate, it was
$30,100 below the next closest vendor bid. This significant difference in contract pricing
provides the Town the opportunity to perform additional tree trimming in parks throughout Town
as well as along Los Gatos Boulevard, including the median islands between Nino and Larlc
Avenue. The contract extension will also allow for unanticipated emergency work during winter
months ahead.
CONCLUSION:
In addition to the favorable unit pricing, TruGreen Landcare has a successful work history with
the Town of Los Gatos as well as neighboring public agencies. Staff therefore recommends the
Town Council authorize the Town Manager to execute an Amendment to the Tree Pruning and
Removal Contract (Attachment 1) with TruGreen Landcare for a period of one year in an amount
not to exceed $100,000.
ENVIRONMENTAL ASSESSMENTS:
This is not a project defined under CEQA, and no further action is required.
rISCAL IMPACT:
There are also sufficient funds available in the Street & Signal Program operation budget to satisfy
the proposed contract.
Attachments:
1. Amendment to t11e Tree Pruning and Removal Contract
2. Proposal dated June 7 2010
3. Original Contract dated January 13, 2010, awarded by Council December 21, 2009
4. Bid Summary dated December 2009
ATTACHMENT 1
AMENDMENT TO CONTRACT
This AMENDMENT TO CONTRACT is entered into this the = day of ,
2010, by and between the Town of Los Gatos,, herein called "Town," and TruGreen Landcare,
herein called "[Contractor]."
RECITALS
A. Town and Contractor entered into a Contract for Tree Pruning and Removal services on
' January 13, 2010 (Contract), a copy of which is .attached hereto as (Attachment 3) and
incorporated herein by reference.
AMENDMENT
1. The Contract is hereby amended to extend the agreement for a period of one year from July 1,
2010 through June 3 0, 2011.
2. All other terms and conditions of the Contract dated January 13, 2010 remain in full force and
effect.
IN WITNESS WHEREOF, the Town and Consultant have executed this Amendment to the
Tree Pruning and Removal Contract as of the date indicated above.
TOWN OF LOS GATOS, by:
Greg Larson, Town Manager
TRUGREEN LANDCARE, by:
(Signature)
RECOMMENDED BY:
(Print Name)
Todd Capurso
Director of Parlcs and Public Works
APPROVED AS TO FORM:
(Address)
(City, State, Zip)
Michael Martello, Interim Town Attorney
(Contractor's License Number)
ATTEST:
Jackie Rose
Clerlc Administrator
TRUGR~~ t,a~dCare'
ATTACHMENT 2
xreen LandCare L.L.C.
I'airfield Branch #61G4, 393 Watt Dr.
Ste B
Fairfield, CA, 94534
Phone; 707-864-5594
Fax: 707-864-5999
Steve Regan June 7-207:0
Town of Los Gatos
Re: Contract Renewal
Dear Steve,
This is to confirm that TruGreen LandCare is committing to the renewal our contract for
Tree Pruning and Removal with the Town of Los Gatos with no increase in rates from
our previous proposal dated December 21., 2009.
We appreciate your business and look forward to serving. you in the coming year.
Sincerely,
I
Phil Lundy
Northern California Region N.Ianager
TruGreen LandCare
ATTACHMENT 3
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COle1~TRACT ~ ~~~r-~°~'",~.~`~~........
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THIS AGREIJMENT is between the Town of I,os Gatos (hereinafter refer7ed t~s'"' weer" ~,.,~,--~~•~
and TrnGreen LarzdCare (hereinafter referredto as "Contractor"). Owner and C~o~~~ia~tor'` fo tl e
consideration hereinafter named, agree as follows,
A. SCOPE OF WORK
Contractor shall furnish all materials and perform-all of the work for the construction. of
Project# A-09-2'6 -Tree Pruning Ind Removal in accordance with the Contract Documents.
B. CONTRACT PRICE
As full compensation for furnishing all materials and for doing all the work contemplated and
embraced in this Contract, also for all loss or damage arising out of the nature of the wodc
aforesaid, or from the actions of the elements, or from azly unforeseen difficulties or
obstructions which.may arise or be encountered in the prosecution of the work Lzntil its
acceptance by Owner, and for all risks of every description connected with the Worlc, also for alI
expenses incuz7ed by or in consequence of the suspension or discontinuance of work, and for
well and faithfully completizlg the Worlc, and the whole thereof, in the manner and according to
the Contract Documents, Owner shall pay (fifty-one-thousand seven-huzldred and sixty dollars).,
$51,760, which shall supersede any other amount specified in the Contract Docuuments.
C. CONTRACT DOCUMENTS
All rights and obligations of Owner and Contractor are fully set forth and described in the
Contract Documents. All parts of the Contract Docurrients are intended to be correlated so that
any wodc called for in one part and not mentioned in the other, or vice versa, is to be executed
the same as if mentioneel in all:said documents.
D. BEGINNING OF WORK
Following the execution of this Contract and t11e approval of bonds and insurazace policies and
certificates, Owner shall issue a Notice to Proceed with the Work. Commencing wodc or the
entrance of equipment or zr~aterials on the -site of the Work by Contractor before receipt of the
Notice to P~°oceed is at the sole risk and expense of Contractor, and the Contractor shall be fully
liable for any damage or injiuy:sustained by Owner or third persons resulting therefrom,
E. TIME OF COMPLETION
The Work called for 1lereiz~ shall be fully completed by June 30, 2010.
~. C0~2StECTZ01~ OX+"VV~0~2T~ ArTE~.2. ACCEPTANCE ANb FINAL PA~'MEl~1~T T3'Y
TO'PVN
Contractor shall remedy any defects dare to faulty materials and/or• worlanansl~ip and pay for
ar~y damages to other work ar~.d/or e~cisting facilities resulting therefrom which shall appear'
within a period of l year from the date of recording of the Nottce of Cor~zplettor~•
WZTN~SS ~7JPiLR)~OF, the parties hereto have e~ecutedtlais Agr'eernent as of ~~~'day of
• v '~~ •
TO'VVN OF LOS G.ATOS, hy: TIt'(JG~EN LANDCA1;tE, by:
Greg Larson, Town Manager
!r~ ,....
(SignatLU•e) '
X2ECOlY1MENDED $Y':
Todd Captuso
Director of 1'arlcs and Public Worlcs .
AP~'Tt0'VED AS TO F012M:
Orzy P. Korb, Town Atlorrzey
ATTEST:
1 ~ t ~~
Taclci Rose
Merl Administrator
(Print Narne) •
(Address)
~~0~1r-~(~~ C/YC ~~IS~LI
(City; State, Zip) -
(Contractor's License Ntiunber)
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ATTACHMENT 4
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