Staff Report.Vegetation Management
PREPARED BY: Jim Harbin
Superintendent of Streets and Parks
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: 12/07/2021 ITEM NO: 9
DATE: November 22, 2021
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Roadside Fire Fuel Reduction (Project 812-0130) and Tree Maintenance:
a. Authorize the Town Manager to Negotiate and Execute Two Agreements
for Wildfire Vegetation Management and Tree Maintenance with West
Coast Arborists; and
b. Authorize a Revenue and Expenditure Budget Adjustments in the Amount
of $100,000 from Available Tree Replacement Deposit Account (5999-
48621) for Supplemental Tree Maintenance Services to Operating Budget
5401-62364
RECOMMENDATION:
Staff recommends that the Town Council take the following actions for Los Gatos Wildfire
Vegetation Management and Tree Maintenance:
a. Authorize the Town Manager to negotiate and execute two agreements for wildfire
vegetation management and tree maintenance with West Coast Arborists; and
b. Authorize a revenue and expenditure budget adjustments in the amount of $100,000 from
available tree replacement deposit account (5999-48621) for supplemental tree
maintenance services to Operating Budget 5401-62364.
BACKGROUND:
On August 17, 2021, the Town Council authorized funding of $500,000 for wildfire vegetation
management activities to reduce fire risk in Wildland Urban Interface (WUI) areas. Staff issued
a request for proposals (RFP) and received two submittals by the deadline. West Coast
Arborists has been determined to be the contractor that can best meet the needs of the Town.
PAGE 2 OF 3 SUBJECT: Authorize the Town Manager to Negotiate and Execute Two Agreements for Wildfire Vegetation Management and Tree Maintenance with West Coast Arborists; and a Revenue and Expenditure Budget Transfer in the Amount of $100,000 DATE: November 22, 2021
BACKGROUND (continued):
The Town has additional tree maintenance needs beyond the wildfire vegetation management
efforts and the Town’s current tree maintenance vendor has not been able to keep up with the
workload. Staff proposes entering a second agreement in the amount of $100,000 with an
additional vendor, West Coast Arborists, to provide supplemental tree maintenance services for
unmet tree maintenance needs.
DISCUSSION:
Execution of the recommended agreements will allow for the Town to address needed
maintenance needs. West Coast Arborists has committed to meeting the wildfire vegetation
management needs during the months of December and January. The additional tree
maintenance funds will support response to urgent tree maintenance needs and regular
maintenance pruning.
CONCLUSION:
Staff recommends that the Town Council authorize the Town Manager to:
a. Negotiate and execute two agreements for wildfire vegetation management and tree
maintenance with West Coast Arborists; and
b. Authorize a revenue and expenditure budget transfer in the amount of $100,000 from
available tree replacement deposit account (5999-48621) for supplemental tree
maintenance services to Operating Budget 5401-62364.
FISCAL IMPACT:
The Adopted FY 2021/22-2024/25 Capital Improvement Program has sufficient funding for the
wildfire vegetation management work. Staff recommends appropriating $100,000 from the
available Tree Replacement Deposit Account for the emergency response and maintenance
agreement.
PAGE 3 OF 3 SUBJECT: Authorize the Town Manager to Negotiate and Execute Two Agreements for Wildfire Vegetation Management and Tree Maintenance with West Coast Arborists; and a Revenue and Expenditure Budget Transfer in the Amount of $100,000 DATE: November 22, 2021
FISCAL IMPACT (continued):
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
Attachment:
1. Agreement for Services
Budget Costs
GFAR 575,185$
Total Budget 575,185$
Wildfire Vegetation Management Agreement with West Coast Arborists 500,000$
Total Costs 500,000$
Remaining Balance 75,185.00$
Budget Costs
Operating Budget 100,000$
Budget Requested with the Staff Report 100,000$
Total Budget 200,000$
Tree Maintenance Agreement with West Coast Arborist 100,000$
Total Costs 100,000$
Remaining Balance 100,000$
5401-62364
Roadside Fire Fuel Reduction
CIP No. 812-0130
Operating Budget