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☒ City Council
☐ Redevelopment Successor Agency
☒ Community Services District
☐ Fire District
☐ Library Board
☐ Financing Authority
☐ Housing Authority
Subject: Tree Trimming and Maintenance Agreement
Date: June 15, 2021
Prepared by: Brian Crawford, Management Analyst
Approved by: Bob Moehling, Director of Public Works/City Engineer Ivan Holler, Assistant City Manager
RECOMMENDATION
Adopt a Resolution entitled: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MURRIETA,
CALIFORNIA, AUTHORIZING ENTERING INTO AN AGREEMENT WITH WEST COAST ARBORIST FOR TREE TRIMMING AND MAINTENANCE SERVICES.
Adopt a Resolution entitled: A RESOLUTION OF THE BOARD OF DIRECTORS OF THE MURRIETA
COMMUNITY SERVICES DISTRICT AUTHORIZING THE APPROPRIATION OF FUNDS FOR TREE TRIMMING AND MAINTENANCE SERVICES.
PRIOR ACTION/VOTE
On June 21, 2016, the Board of Directors adopted Resolution No. CSD 16-217, approving an agreement for annual tree maintenance services with West Coast Arborists, Inc (Vote: 5-0).
CITY COUNCIL GOAL
Coordinate and deliver responsive, effective community services.
BACKGROUND
Maintaining the City’s urban forest is a key component in preserving safety and aesthetics, addressing potential liabilities, and promoting a high quality of life for the City’s residents and visitors. The majority of trees that receive maintenance by the City are situated along residential and commercial parkways, or in open spaces.
Typically, tree maintenance involves basic branch trimming, pruning of tree limbs, and the removal or replacement of severely damaged or diseased trees. Emphasis is placed on performing maintenance activities that increase safety by protecting pedestrians, commuters, and property while preserving positive aesthetics.
On April 21, 2021, a Request for Proposal (“RFP”) was published on the City website inviting interested parties to submit proposals for citywide tree trimming and maintenance services. The deadline to submit proposals was May 12, 2021. The City received proposals from four different vendors.
City Council Meeting Agenda Report
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The proposals were evaluated based on understanding of the scope, experience and qualifications, the ability to provide the needed services in a timely manner, and on competitive pricing. Scoring was applied to several categories and a cost analysis was performed. The cost analysis consisted of applying the same quantities of various tasks, derived from actual invoices for the past year, and applying them to the pricing provided by each proposer to arrive at an annual cost:
Proposer Calculated Annual Cost Overall Proposal Score (%) West Coast Arborist $545,260 93
Rolling Green $563,455 45
Mariposa Tree Management $826,065 75
Tree Pros $515,550 78
It is the recommendation of staff to award the tree maintenance agreement to West Coast Arborists, Inc. (“WCA”). The contract itself will begin July 1, 2021, and remain in effect through June 30, 2026, with one five (5) year optional renewal term. The renewal term is based on satisfactory performance and mutual agreement. The total annual contract amount for each year will be limited to the budget available from various funding sources, which will not actually reflect the total costs calculated as part of the cost analysis detailed above.
WCA was established in 1972, and is a family-owned company providing professional tree maintenance and management services for over 300 municipalities and public agencies throughout California and Arizona. WCA has provided superior tree maintenance services for the City of Murrieta for over 13 years. Their commitment to assisting staff in caring for the City’s urban forest has proven invaluable. WCA has the qualifications, equipment, and corporate capabilities to meet the City’s environmental and public safety needs on a seven days a week, twenty-four hours a day basis.
FISCAL IMPACT
Fiscal Year 2021/22 funding for tree trimming and maintenance services in the amount of $433,100, is available from the following budgets and Landscape Light Districts (“LLD”), of which $253,100 is budgeted in the Community Services District Operating Budget and $180,000 from the Landscape and Lighting District as outlined below. Funding beyond the next two fiscal years will be included in the next biennial budget process.
Fund 171: $38,100 Fund 180: $200,000
Zone B: $15,000 LLD 8: $25,000
LLD 12: $100,000 LLD 16: $55,000
ATTACHMENTS
1. Resolution approving an agreement with West Coast Arborist, Inc.
2. Resolution authorizing the appropriation of CSD Funds.
3. City of Murrieta Agreement with West Coast Arborist, Inc.
4. Proposal Provided by West Coast Arborist, Inc.
5. RFP 21-005