EAST PALO ALTO
CITY COUNCIL
STAFF REPORT
DATE: September 20, 2022
TO: Honorable Mayor and Members of the City Council
VIA: Patrick Heisinger, Interim City Manager
BY: Jessica Caballero, Management Analyst II
Elena Lee, Planning Manager
SUBJECT: On-Call Arborist Consulting Services for Tree Evaluations on Private Property Recommendation
Adopt a Resolution authorizing the City Manager to execute a consultant contract for on-call Arborist Consulting services for tree evaluations on private property with Davey Resource Group, Inc. (DRG) in an amount not-to-exceed $40,000 for a period up to two-years with an option for a one-time extension of two-years and an additional $40,000.
Alignment with City Council Strategic Plan
This recommendation is primarily aligned with:
Priority No. 2: Enhance Economic Vitality
Priority No. 3: Increase Organizational Effectiveness and Efficiency Priority No. 6: Create a Healthy and Safe Community
Background
On April 19, 2022, the East Palo Alto City Council adopted an Urban Forest Master Plan (UFMP) to provide a roadmap towards a shared vision for the future of the city’s tree canopy and amendments to the Municipal Code related to tree regulations. As directed by City Council, City staff and consultants reviewed all current city ordinances related to trees and concluded one clear ordinance for public trees and one for private trees was preferable. As a part of that City Council direction and adoption of updated ordinances, an on-call tree arborist to assist City staff (including Public Works and the Community and Economic Development (CED) Departments) to carry out the UFMP is being hired.
On July 13, 2022, City staff issued a request for proposal for on-call professional arborist consulting services to advise and assist the Planning Division regarding planning applications.
The consultant will make recommendations to staff regarding tree removal applications and landscaping proposals, General Plan policies, and best management practices. Additionally, the consultant will make recommendations on development applications, conduct site visits and inspections, attend public hearings when necessary, and provide other general on-call arborist consulting to City staff pertaining to the UFMP and the tree ordinances.
Authorization is sought for the City Manager to execute a consultant contract with the selected consultant to provide on-call arborist consulting services to the Community and Economic Development Department for a period up to two-years from contract execution with an option for a one-time extension of two-years and an additional $40,000 that can be renewed administratively.
Analysis
The City sought a qualified arborist consultant to assist with several tasks to carry out the UFMP and the implementation of the revised tree regulations. These tasks include but are not limited to:
• Review plans and arborist reports/landscape unit values submitted for development proposals. Provide landscaping recommendations based on city ordinances, General Plan policies and best management practices. Assist City staff in evaluating proposed tree removals and provide recommendations if the proposed removal and replacement trees meet the requirements of the city ordinances.
• Assist City staff and applicant with recommendations for replacement trees as mitigation for the removal of trees.
• Assist City staff with clear and concise requirements to address removal of trees that have been deemed hazardous or in poor health. Provide staff with recommendation on whether the tree should be removed based on city requirements and best management practices.
As of July 29, 2022, a total of one bid was received, summarized in the table below.
No. Company Name Hourly Rate
1 Davey Resource Group, Inc.
(DRG)
• Certified Arborist with Tree Risk
Assessment Qualification
$115/Hour (minimum charge time
is two hours).
DRG has successfully provided similar on-call arborist consulting services throughout the country, including numerous municipalities in California, such as the Cities of Menlo Park, Palo Alto, and Saratoga and the County of Contra Costa.
DRG can be available within 48-hour notice and has the ability to scale up to additional staff as needed. DRG is a wholly owned subsidiary of The Davey Tree Expert Company, which was established in 1880, and is licensed to practice in California. The City of East Palo Alto is committed to tree canopy preservation and growing a vibrant urban forest. DRG is aligned with the City’s goals. DRG has the qualifications and expertise the City needs to provide on- call arborist consulting services.
Contingent upon completing all requirements of the contract specifications, staff recommends the City Council authorize the City Manager to execute a contract with Davey Resource Group, Inc. to provide on-call arborist consulting services for an initial cost of up to $40,000 for a period up to two-years from contract execution with an option for a one-time extension of two years and an additional $40,000 that can be renewed administratively if performance is met.
Fiscal Impact
The initial not-to-exceed cost of $40,000 for on-call arborist consulting services is unbudgeted and will be supported by either the General Fund for single-tree removal permits or by the City’s Pass-Through Agreements for major development projects. If performance is met, the additional $40,000, for a revised not-to-exceed cost of $80,000, will continue to be supported by the same funding sources.
For single tree removal permits, Planning Staff anticipate 30 tree removal permits over the next two years. The current tree removal fee of $375 for 1-2 trees in the City of East Palo Alto’s Comprehensive Fee Schedule effective July 1, 2022, is sufficient to cover the cost of these activities and will result in a more efficient use of staff time. To encourage compliance, the City Council approved tree removal permit fees for less than full cost recovery during the 2020 Comprehensive Fee Schedule. Staff do not recommend increasing the fee at this time in part to continue to encourage compliance, especially with the recently approved enhanced tree protection ordinance for private trees and Urban Forest Master Plan.
For major development projects, the existing tree removal fee is $802 for 3+ trees, which is sufficient to cover the cost of review activities for major development projects related to tree removals. The cost for major development projects will be funded and recovered through the pass-through agreements with applicants.
Public Notice
The public was provided notice of this agenda item by making the agenda and report available on the City’s website and on a bulletin board located at City Hall: 2415 University Avenue, East Palo Alto.
Environmental
The action being considered does not constitute a “Project” within the meaning of the California Environmental Quality Act (CEQA), pursuant to CEQA Guideline section 15378 (b)(5), in that it is a government administrative activity that will not result in direct or indirect changes in the environment.
Attachments
A. Resolution