06 Staff Report - Tree Trimming Project~owN of MEETING DATE: 11/02/09
ITEM NO:
COUNCIL AGENDA REPORT
~s GAO
DATE: OCTOBER 20, 2009
TO: MAYOR AND TOWN COUNCIL
FROM: GREG LARSON, TOWN MANAGER
4~
SUBJECT: PPW JOB NO. 09-26 - TREE TRIMMING PROJECT
ADOPT RESOLUTION APPROVING PLANS AND SPECIFICATIONS FOR
THE TREE TRIMMING PROJECT AND AUTHORIZING STAFF TO
ADVERTISE THE PROJECT FOR BID.
RECOMMENDATION:
Adopt resolution approving plans and specifications for the Tree Trimming Project and
authorizing staff to advertise the project for bid.
BACKGROUND:
The Town of Los Gatos is responsible for maintaining approximately 18,000 trees within the
public right-of-way, including streets, parks, and civic grounds. Major tree trimming and
removal functions have historically been contracted out due to the scale of work and specialized
equipment required to perform such work. The Town does not have access to all necessary
equipment for larger scale tree trimming/removal type projects. Contracting this work out also
serves to limit the liability associated with this type of work and allows the Town to achieve an
overall cost savings. Contracting out larger scale projects allows staff to be more responsive to
the smaller to medium sized projects that typically require a more immediate response.
THSCT ISSTOM
The adopted FY 2009/10 Operating Budget designates funding for Tree Trimming. The
Department of Parks and Public Works has $100,000 in available funding to perform contractual
tree trimming and associated services. Staff has identified tree trimming in five primary areas
(East Main Street, North Santa Cruz, Los Gatos Blvd, Northside Parking Lot, and Oak Meadow
Park) that will be addressed by the proposed contract.
The 146 street trees along East Main Street and North Santa Cruz Avenue (south of Highway 9)
will be trinuned during the spring of 2010. The trees will be pruned and all dead wood removed
to accommodate updated tree lighting. The existing incandescent lighting will be removed (prior
to trimming) and replaced with energy efficient warm white LED lighting after the trimming is
PREPARED BY: TODD CAPURSO lam'
Director of Parks and Public Works
Reviewed by: Assistant Town Manager own Attorney
Clerk Administrator Finance Community Development
N:\PPW\MANAGEMENT\COUNCIL\COUNCIL REPORTS\2009 reportMovember 2\FY 200910 Tree Trimming Project.doc
PAGE 2
OCTOBER 15, 2009
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 09-26 - TREE TRIMMING PROJECT
complete. The new lighting is being purchased by Los Gatos Community Foundation. The cost
savings achieved by this conversion process is estimated at $3,400 annually.
The trees in Oak Meadow Park were last trimmed over fifteen years ago. A site review by the
Town Arborist resulted in recommending a total of 77 trees within the park for major trimming
to reduce overgrown branches and to decrease potential tree failures close to picnic, playground,
and carousel areas.
Approximately 20 street trees along Los Gatos Boulevard, College Avenue, and the Northside
Parking Lot will be pruned for pedestrian safety and to remove overhanging branches on or near
private property. Additionally, four oak trees along Kennedy Road are being recommended for
removal, also based on a recent inspection by the Town Arborist. Interior sections of the trees
have begun to show signs of decay and overhang into street, posing potential liability for the
Town should the trees fail.
As part of the bid process, staff will request an itemized cost for unanticipated or emergency
work, and unit pricing for additional tree trimming over and above the 247 trees listed above.
Additional work will be designated and performed as change order to this project as well.
Plans and Specifications for this project are complete and will be available for review in the
Clerk Department on the Friday prior to the Council meeting, October 30th. If Council approves
the plans and specifications, this project will be advertised and a contract will be presented for
Council to award on December 21, 2009.
CONCLUSION:
It is recommended that the Town Council adopt the attached Resolution approving plans and
specifications for the Tree Trimming Project 09-26 and authorizing staff to advertise the project
for bid.
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under CEQA but is Categorically Exempt (Section 15301c). A Notice
of Exemption will not be filed.
FISCAL IMPACT:
There are sufficient funds in the proposed FY 2009/10 Park Services Program 5301 for this
contract agreement.
Attachments:
Resolution approving plans and specifications for the Tree Trimming Project and authorizing
staff to advertise the project for bid.
RESOLUTION
RESOLUTION OF THE TOWN COUNCIL
OF THE TOWN OF LOS GATOS
APPROVING THE PLANS AND SPECIFICATIONS FOR
PPW JOB NO. 09-26 - TREE TRIMMING PROJECT
AND AUTHORIZE STAFF TO ADVERTISE THE PROJECT FOR BID
WHEREAS, plans and specifications for the Tree Trimming Project have been prepared
by the Town Engineer and duly filed with the Clerk Administrator; and
WHEREAS, the Town Council of the Town of Los Gatos has reviewed said plans and
specifications.
NOW, THEREFORE, BE IT RESOLVED that the Town Council hereby approves the
plans and specifications for the Tree Trimming Project; and
BE IT FURTHER RESOLVED that the Clerk Administrator is hereby authorized and
directed to advertise the Tree Trimming Project for bids in the manner prescribed by the Town
Municipal Code.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of
Los Gatos held on the 2°d day of November, 2009 by the following vote:
COUNCIL:
AYES :
NAYS:
ABSENT:
ABSTAIN:
SIGNED: MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST:
CLERK ADMINISTRATOR
LOS GATOS, CALIFORNIA