Fremont City Council Meeting: 12/13/22 07:00 PM
3300 Capitol Avenue Div/Dept: Community Services
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
STAFF REPORT (ID # 4755) DOC ID: 4755 B
Updated: 12/8/2022 12:41 PM by Alberto Quintanilla B Page 1
THIRD AMENDMENT ON-CALL TREE TRIMMING, MAINTENANCE AND GENERAL GROUNDWORK AND DEBRIS MAINTENANCE SERVICES-Authorize the City Manager or Designee to Execute the Third Amendment for On-Call Tree Trimming, Maintenance and General Groundwork and Debris Removal Agreement(s) with Brightview Tree Care Services and West Coast Arborists to increase contract compensation.
Contact Persons:
Name: Andrew Freeman Suzanne Wolf
Title: Business Manager Community Services Director
Div/Dept: Community Services Community Services
Phone: 510-494-4757 510-494-4329
E-Mail: [email protected] [email protected]
Executive Summary: Demand for on-call tree services continues to be high with over 80 task orders at a cost of $860,450 completed between BrightView Tree Care Services and West Coast Arborists. These vendors have supplemented the City’s service capacity, in addition to City staff, to promptly meet on-going emergency and non-emergency tree issues within City parks, medians, right of ways, and other City owned parcels. The initial RFP awarded four vendors for this service, which was then reduced to two. This was due to the fact that BrightView Tree Care Services and West Coast Arborists demonstrated a strong level of responsiveness, timeliness, meeting attendance, site visits, excellent work product and implementation. Due to the increase need for on-call tree services, staff is seeking authority to execute amendments to increase the contract amount for both vendors.
BACKGROUND: In 2017, tree related safety and maintenance issues were increasing and the staff identified the need for on-call contractual tree maintenance services support. On March 13, 2018, the City Council approved the initial agreements to address the City’s on - call tree trimming, maintenance and general groundwork and debris removal needs Citywide. Four vendors were selected, via Request for Proposal (RFP) 18-012, to address these needs: Brightview Tree Care Services, Imhof, Professional Tree Care Company, and West Coast Arborists. Each agreement had an approved contract compensation value not to exceed $250,000 with an expiration date of March 31, 2020.
Additionally, on March 13, 2018, the City Council delegated contract extension authority to the City Manager or designee for up to two additional two-year terms through June 30, 2024.
On December 17, 2019, the City Council approved amendments to increase the compensation and extend the contract term for two of the vendors, Brightview Tree Services and West Coast Arborists, establishing for each a not-to-exceed amount of $350,000 through June 30, 2022.
On April 6, 2021, the City Council again approved amendments to increase the compensation and extend the contract term for Brightview Tree Services and West Coast Staff Report (ID # 4755) Meeting of December 13, 2022
Updated: 12/8/2022 12:41 PM by Alberto Quintanilla B Page 2 Arborists, establishing for each contract a not-to-exceed amount of $525,000 through June 30, 2024.
The demand for tree services continues to increase and staff anticipates that the contractual compensation amounts for both vendors will be exhausted by June 30, 2023. Staff is requesting an increase in compensation for BrightView Tree Services and West Coast Arborists to meet the ongoing tree service demand and maintain service continuity through the end of the contract period, June 30, 2024.
DISCUSSION/ANALYSIS: Brightview Tree Care Services and West Coast Arborists continue to actively, service the following:
1. Tree canopy lifting
2. Tree pruning
3. Tree removal
4. Tree planting
5. Tree Emergency response
6. Tree line clearance
7. Groundwork (e.g., but not limited to shrub pruning and clearance)
8. Debris removal
9. Pest infested trees
10. Heavy dead wood in tree limbs
11. Shallow tree roots
This work has advanced preventative maintenance measures and aided efforts to manage safety and liability tree issues throughout the City. City staff continues to work with these vendors to identify potential tree issues to support proactive tree work to mitigate potential hazards. Additionally, these contractors have added capacity to the City’s response efforts to meet the ongoing community demand for tree services, which has totaled over 80 task orders at a cost of $860,450. These vendors have played a critical role in resolving tree damage and responding promptly to service calls.
Staff anticipates weather will continue to be a leading causefor tree services requiring City service response. Additionally, preventative tree measures will continue to be undertaken to help mitigate risk. As such, staff is requesting an increase in compensation for BrightView Tree Care Services in an amount not to exceed $850,000 and West Coast Arborists in an amount not to exceed $650,000.
FISCAL IMPACT: Sufficient funding to accommodate an increase in the cost of on-call tree maintenance services was approved in the Fiscal Year 2022/23 Adopted Operating Budget, and is allocated in to the Capital Maintenance Replacement for Parks project (PWC 8501).
Continuation of the funding for these services will be proposed in the Fiscal Year 2023/24 Operating Budget. There is no additional impact to the General Fund beyond the current annual funding levels.
ENVIRONMENTAL REVIEW: Approval of on-call tree maintenance agreements is exempt from review under the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15061(b)(3) because any environmental impacts associated with any specific tree maintenance activity are speculative at this time, and it is anticipated that compliance with Fremont Municipal Code Chapter 18.218 (Standard Development Staff Report (ID # 4755) Meeting of December 13, 2022
Updated: 12/8/2022 12:41 PM by Alberto Quintanilla B Page 3 Requirements) will be sufficient to avoid such impacts. Typical tree maintenance activities will be exempt pursuant to CEQA Guidelines 15301(h) (maintenance of existing landscaping), but further review may be necessary on a case-by-case basis.
ATTACHMENTS: None.
RECOMMENDATIONS:
1. Authorize the City Manager or designee to execute the third amendment to the on-call tree trimming, maintenance and general groundwork and debris removal service agreements with Brightview Tree Care Services in an amount not to exceed $850,000.
2. Authorize the City Manager or designee to execute the third amendment to the on-call tree trimming, maintenance and general groundwork and debris removal service agreements with West Coast Arborists in an amount not to exceed $650,000.