08 Staff Report.Bay Area Tree Specialists
PREPARED BY: Jim Harbin
Superintendent
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, Finance Director, and Director
of Parks and Public Works
110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 10/17/2023 ITEM NO: 8
DATE: October 03, 2023
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Authorize the Town Manager to Execute an Agreement for Services with Bay
Area Tree Specialists for Tree Removal and Stump Grinding of Eighteen
Eucalyptus Trees Located on Overlook Road for a Total Agreement Amount
not to Exceed $186,300
RECOMMENDATION:
Authorize the Town Manager to execute an Agreement for Services with Bay Area Tree
Specialists for tree removal and stump grinding of eighteen Eucalyptus trees located on
Overlook Road for a total agreement amount not to exceed $186,300 (Attachment 1).
BACKGROUND:
On March 21, 2023, Town Council received a report on Roadside Fire Fuel Reduction
(Vegetation Management) (CIP 812-0130). In the report, eighteen Eucalyptus trees located on
Overlook Road were identified as dangerous as two very large Eucalyptus trees located on
Overlook Road fell during the winter storms. Town Council directed staff to remove the
eighteen trees and grind the stumps on Overlook Road utilizing available Town-match grant
funding for wildfire fuel load reduction.
DISCUSSION:
Staff initiated a Request for Bids (RFB) for tree removal and stump grinding services specifically
for the eighteen Eucalyptus trees located on Overlook Road between Wissahickon Avenue and
Madrone Avenue. Firms were asked to provide their capability and qualifications for these
PAGE 2 OF 3 SUBJECT: Authorize the Town Manager to Execute an Agreement for Services with Bay Area Tree Specialists DATE: October 3, 2023
DISCUSSION (continued):
services and to provide a lump sum total for all work needed. Five proposals were received on
September 29, 2023, with the results presented in Attachment 2.
Staff determined that Bay Area Tree Specialists is the best qualified and the most cost
competitive firm to provide the requested services. Bay Area Tree Specialists provide large
scale Eucalyptus tree removal services for several Bay Area municipalities including the Town of
Woodside and San Mateo County Parks Department.
CONCLUSION:
Authorize the Town Manager to execute an Agreement for Services with Bay Area Tree
Specialists for tree removals and stump grinding of eighteen Eucalyptus trees located on
Overlook Road for a total agreement amount not to exceed $186,300.
FISCAL IMPACT:
The adopted Fiscal Year 2023/24 – 2027/28 Capital Improvement Program (CIP Budget) is
sufficient for this Agreement for Services.
PAGE 3 OF 3 SUBJECT: Authorize the Town Manager to Execute an Agreement for Services with Bay Area Tree Specialists DATE: October 3, 2023
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under CEQA but is Categorically Exempt (Section 15301c). A Notice
of Exemption was filed.
Attachments:
1. Agreement for Services with Exhibit A
2. Bid Summary
SOURCE Budget Costs
GFAR 75,191$
GFAR - Town Match for USDA Grant 750,000$
USDA Grant Funds 750,000$
Total Budget 1,575,191$
USE
GFAR Town Match - USDA Grant Expenditures:
Agreement for Services with Bay Area Tree Specialists
(Approved with this Staff Report)186,300$
Total Expenditures 186,300$
Remaining GFAR 75,191$
Remaining GFAR - Town Match - USDA Grant 563,700$
Remaining Grant - USDA Grant Funds 750,000$
Remaining Budget 1,388,891$
Roadside Fire Fuel Reduction
CIP No. 812-0130