Tree Trimming - Various Town ParksMEETING DATE: 04/07/14
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ITEM NO:
tOac�t °s COUNCIL AGENDA REPORT
DATE: MARCH 27, 2014
TO: MAYOR AND TOWN COUNCIL
FROM: GREG LARSON, TOWN MANAGER
SUBJECT: TREE TRIMMING — VARIOUS TOWN PARKS 831 -4603
A. AUTHORIZE THE TOWN MANAGER TO EXECUTE A CONTRACT
WITH WEST COAST ARBORISTS, INC. FOR THE PURPOSE OF TREE
TRIMMING IN AN AMOUNT NOT TO EXCEED $100,000.
B. AUTHORIZE THE TOWN MANAGER TO EXTEND THIS AGREEMENT
ANNUALLY, FOR UP TO TWO YEARS, WITH THE UNIT PRICING PER
THE CONTRACT, BASED ON BUDGET AVAILABILITY.
RECOMMENDATION:
1. Authorize the Town Manager to execute a contract with West Coast Arborists, Inc. for the
purpose of tree trimming in an amount not to exceed $100,000.
2. Authorize the Town Manager to extend this agreement in the amount of $100,000 annually,
for up to two years, with the unit pricing per the contract, based on budget availability.
BACKGROUND:
The adopted FY 2013/14 — 2017/18 Capital Improvement Program (CIP) Budget designates
$100,000 for tree trimming in various Town parks. This project will improve the overall
structure of existing trees and assist with the identification of deceased or failing trees that
require removal.
The Town of Los Gatos has utilized contractual tree trimming and removal services for the past
several years, with a focus on street trees. Staff reviews these maintenance contracts annually to
ensure that the services provided are being performed satisfactorily, competitively priced, and
continue to meet the Town's expectations and contract terms. Trees located in Town parks have
undergone minimal pruning for many years due to budget reductions. Tree maintenance is
important to help ensure the safety of park visitors and to protect the longevity and the structural
health of the trees. The proposed contract will significantly improve the condition of the tree
inventory.
PREPARED BY: MATT MORLEY lAd4
Director of Parks and Public Works
Reviewed by:
Town Manager Town Attorney
PAGE 2
MARCH 27, 2014
MAYOR AND TOWN COUNCIL
SUBJECT: TREE TRIMMING — VARIOUS TOWN PARKS 831 -4603
BACKGROUND (confd):
The Town is currently in contract with West Coast Arborists, Inc. (WCA) to perform tree
maintenance services for street trees, including after hours and on -call tree maintenance. This
contract will expire on June 30, 2014.
DISCUSSION:
Staff solicited bids through an RFP process and on March 26, 2014 received four (4) bids
(Attachment 1). The low bidder is Arbortek Tree Service in the amount of $39,900. The next
lowest bidder was WCA in the amount of $42,350, a net difference of $2,450. However, WCA
provides additional benefit to the Town in the services it provides as outlined below.
Currently the Town does not have a tree inventory system, but desires to implement one. As part
of the proposal process, contractors were required to submit unit costs to provide tree inspection
identification using a Global Positioning System (GPS). The tree inventory system is similar to
the Metropolitan Transportation Commission Pavement Management system currently used by
the Town to determine street maintenance needs based on data rather than assumption.
The tree inventory system will provide an updated list of trees within the urban forest, including
the tree's size and maintenance history. It will also have the capability to identify specific trees
or tree species that require maintenance on a more frequent basis. The tree inventory program
will integrate into the Town's GIS system, allowing access to tree information Town -wide to
meet cross - departmental needs. The inventory may also open up opportunities for grant
opportunities focused on the urban forest.
Both Arbortek and WCA provide tree inventory services. The bid results show that WCA
includes the service at no cost, whereas Arbortek charges $3.00 per tree, or $60,000, based on an
estimate of 20,000 Town trees that will need to be inventoried within the parks and the public
right -of -ways. Thus, WCA's services provide the best value to the Town.
The current contract with WCA is funded through the Town's annual Operating Budget and it
focuses on street tree maintenance in Los Gatos neighborhoods. Town staff has selected certain
neighborhoods for tree maintenance based on the highest need. Currently, the street trees in the
Harwood neighborhood are being pruned through the existing contract. Staff is satisfied with the
performance of WCA and their cohesive working relationship with Town maintenance staff.
The proposed new contract with WCA is for tree pruning and maintenance at various Town
parks and has the flexibility to add other services, including street trees, as needed. These
additional services have been priced on a unit cost basis. To accommodate expected future
needs, staff is requesting authorization for the contract amount of $100,000, the full amount
budgeted.
WCA's inventory of Town trees will become the property of the Town at the conclusion of the
contract.
PAGE
MARCH 27, 2014
MAYOR AND TOWN COUNCIL
SUBJECT: TREE TRIMMING — VARIOUS TOWN PARKS 831 -4603
CONCLUSION:
Staff recommends that the Town Council authorize the Town Manager to execute a contract with
West Coast Arborists, Inc. in an amount not to exceed $100,000, based on the greater value to
the town including net savings of $60,000 to perform the tree inventory services at no cost to the
Town for the duration of the contract.
Additionally, staff recommends that the Town Council authorize the Town Manager to contract
for the total budgeted amount of $100,000 for tree trimming based on favorable bid pricing.
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 for this project as demonstrated in the table below.
FY2013/14 Fi
411- 8314603
TOTALS
Available Expended/ Proposed
Budget Encumbered Contract
Funding To Date Amount
$ 100,000 $ - $ 100,000
$ 100,000 $ - $ 100,000
Contract �$ 100,000
1'UTALS
Attachment:
1. Bid Tabulation
$ 100,000
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