2011081509 - Project A11-02 - Tree Pruning and RemovalDATE:
TO:
FROM:
SUBJECT:
MEETING DATE: 08/15/11
ITEM NO: et
COUNCIL AGENDA REPORT
AUGUST 9, 2011
MAYOR AND TOWN COUNCIL
GREG LARSON, TOWN MANAGER
PROJECT A11-02 - TREE PRUNING AND REMOVAL PROJECT
A. AUTHORIZE THE TOWN MANAGER TO EXECUTE A CONTRACT
WITH WEST COAST ARBORISTS, INC. FOR THE PURPOSE OF TREE
PRUNING AND REMOVAL IN AN AMOUNT NOT TO EXCEED
$100,000.
B. AUTHORIZE THE TOWN MANAGER TO EXECUTE AN
AMENDMENT TO THE CONTRACT IN AN AMOUNT OF $30,000 IF
ADDITIONAL FUNDING BECOMES AVALABLE DURING FY 2011/12.
RECOMMENDATION:
1. Authorize the Town Manager to execute a contract with West Coast Arborists, Inc. for the
purpose of tree pruning and removal in an amount not to exceed $100,000.
2. Authorize the Town Manager to execute an amendment to the contract in an amount of
$30,000 if additional funding becomes available during FY 2011/12.
BACKGROUND:
The adopted FY 2011/12 Operating Budget designates $100,000 for tree trimming in order to
perform annual contractual tree trimming and associated services, including tree removal and
stump grinding.
Staff identified tree trimming in four primary areas (Arroyo Grande Way and Garden Hill Drive,
downtown Bachman Avenue subdivision, and Shannon Road) to be included in the scope of
work for the proposed contract.
PREPARED BY: TODD CAPURSO
Director of Parks and Public Works
Reviewed by: i i) Assistant Town Manag
Town Attorney Clerk Administrator
aginance Community y velopment
N:\PPW\MANAGEMENT\COUNCIL\COUNCIL REPORTS\2011 Reports\August 15\A11-02 Tree Pruning Award.docx
PAGE 2
AUGUST 9, 2011
MAYOR AND TOWN COUNCIL
SUBJECT: PROJECT A11-02 - TREE PRUNING AND REMOVAL PROJECT
DISCUSSION:
The Town's bid process for contracts greater than $50,000 requires that a competitive bid
process be used and that Town Council approval is required for contract awards greater than
$50,000. Staff solicited bids from four reputable local tree trimming firms: Commercial Tree
Care, P&R Professional Tree Service, Valley Crest Tree Care Service, and West Coast Arborists,
Inc. Two bids for this project were received on July 6, 2011. The bid summary is attached for
review (Attachment 1).
It was anticipated the work identified at the four sites in the original (base) bid would require
nearly the entire amount of available funding. However, of the two bids received, the West
Coast Arborists, Inc. bid ($29,669.45) was substantially lower than the staff estimate, giving the
Town the opportunity to obtain additional tree trimming services at per unit prices as specified in
the bid documents. (Staff required each contractor to provide unit pricing that could be applied
to additional preventive tree trimming services work in the event that funding was to become
available.)
Additionally, as part of the FY 2011/12 operating budget process, the Depaitment of Parks and
Public Works eliminated in-house tree trimming services, leaving contractual tree trimming as
the sole service delivery option to the Town. The Department also eliminated in-house stand-by
during the non -winter months as well with the intent of relying more on contractual service
providers to respond to after-hours calls for service. As such, this contract will be used to
provide a pricing structure for unanticipated after-hours callouts and other emergency work.
The lowest of the bids received was from West Coast Arborist, Inc. and is approximately
$46,330 below the original staff estimate. Staff is recommending awarding the contract in the
amount of $100,000 to account for additional tree trimming services (for right-of-way, parks, and
Town facilities), roadside brush removal (in rural areas), emergency response work, and other
work as determined by the Town Arborist.
West Coast Arborists, Inc. was established in 1972 and employs over 500 certified tree trimmers
and arborists. West Coast Arborists, Inc. recently purchased TruGreen Landcare, the firm that
has provided contractual tree trimming service to the Town for the previous three years. West
Coast Arborists, Inc. also provides contractual tree trimming service to the cities of San Jose,
Pleasanton, Monterey and Davis.
CONCLUSION:
Staff recommends the Town Council authorize the Town Manager to execute an agreement with
West Coast Arborists, Inc. in the amount of $100,000 to perform tree trimming and removal
services.
ENVIRONMENTAL ASSESSMENTS:
This is not a project defined under CEQA, and no further action is required.
PAGE 3
AUGUST 9, 2011
MAYOR AND TOWN COUNCIL
SUBJECT: PROJECT A11-02 - TREE PRUNING AND REMOVAL PROJECT
FISCAL IMPACT:
The funding for this project is available in the Town's FY 2011/12 Operating Budget.
Attachments:
1. Bid Summary
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