CITY COUNCIL STAFF REPORT
Meeting: March 21, 2023
Subject
Consider authorizing execution of a Maintenance Services Contract for City-owned orchards.
Recommended Action
Authorize the City Manager to execute the Maintenance Service Contract with Anderson Tree Care Specialists, Inc. to provide orchard maintenance services for three years, at an annual amount not-to-exceed $65,746, and if performance is satisfactory, allow up to two additional years of service.
Adopt Resolution No. 23-xxx approving budget modification 2223-267 increasing appropriations in the Blackberry Farm Grounds Maintenance (100-84-811) and Neighborhood Parks Maintenance (100-84-813) budgets by $8,362 and $3,875 respectively.
Reasons for Recommendations
The Grounds Division in Public Works Department is responsible for the maintenance of orchards on City of Cupertino owned properties near the vicinities of Varian Park, Stocklmeir Property, and Blackberry Farm. There is a total of approximately 352 fruit trees consisting of 180 Apricot Trees, 158 Orange Trees, and 14 Santa Rosa Plum Trees.
The following exhibits show the location of each of the orchards.
Currently, only one of the orchards near Varian Park is maintained by a contractor and the remaining two orchards at Stocklmeir and Blackberry Farm are maintained by City employees. Due to the lack of staffing resources, the City is unable to provide maintenance to a level that is satisfactory to the City. Staff is proposing to use an experienced and qualified contractor to maintain all three orchards.
The scope of work for the maintenance services includes tree pruning, eco-sensitive fertilization, weed, and pest control (e.g., gopher and ground squirrels), tree removal and replacement and minor irrigation maintenance.
On October 17, 2022, the City issued a request for proposal to competitively select a firm to perform maintenance of the orchards. The proposal was originally due on November 15, 2022 but was extended to allow time to provide responses to contractor’s questions and for contractor to submit their proposals. The following three proposals were received on December 15, 2022.
Orchard Maintenance Contractor
Annual Price
Anderson Tree Care Specialists, Inc.
$65,746.00
Mahan & Sons
$103,990.00
Orchard Keepers
$102,241.00
Anderson Tree Care Specialists has been in business for approximately 27 years and has the experience and qualifications to perform the maintenance at the orchards. The company has been providing tree care services for other municipalities as well as individual homeowners and commercial properties. Their orchard maintenance experience includes planting of 120 fruit trees for a private homeowner in Saratoga in 2007 and maintaining those trees since installation. The company is well accustomed to orchard maintenance practices.
The initial term of this contract is three years, starting in April 2023, and can be extended for two additional one-year terms, for a total of five years.
Sustainability Impact
Maintenance of these orchards is supportive of Cupertino’s Climate Action Plan 2.0, under the Working with Nature strategic pillar. Proper orchard tree maintenance ensures the trees stay healthy and provide the best fruit production annually.
Fiscal Impact
The Fiscal Year (FY) 2022-2023 Public Works Grounds Division Operations budget includes funding to maintain the Varian Park orchard. The budget is not adequate due to the overall increase in maintenance services for the Varian Park orchard as well as the addition of the Stocklmeir and Blackberry Farm orchards. An additional appropriation of funds in the amount of $12,237.00 is requested for maintenance of all three orchards until the end of FY 2022-2023 of which $3,875.00 will be allocated to 100-84-813 and $8,362.00 will be allocated to 100-84-811. The future annual maintenance cost of $65,746.00 will be included as part of the proposed FY 2023-2024 budget.
California Environmental Quality Act (CEQA)
Orchard maintenance activities are exempt from CEQA under CEQA Guidelines section 15301 (maintenance of existing facilities). _____________________________________
Prepared by: Jimmy Tan, Assistant Director of Public Works Reviewed by: Chad Mosley, Interim Director of Public Works Reviewed by: Matt Morley, Assistant City Manager
Approved for Submission by: Pamela Wu, City Manager
Attachments:
A – Draft Contract
B – Draft Resolution