City of Gonzales
CITY MANAGER DEPARTMENT
STAFF REPORT
TO: Honorable Mayor Rios and City Council
DATE: October 3, 2022
FROM: Patrick Dobbins, Acting City Manager
THROUGH: Carmen Gil, Interim City Manager
SUBJECT: Resolution No. 2022-73 Award Contract to Tope's Tree Service
RECOMMENDATION
It is recommended that the City Council:
• Adopt Resolution No. 2022-73, A Resolution of the City Council of the City of Gonzales Awarding a Contract with Tope’s Tree Service for the Tree Removal Contract at the Community Center Site, Rejecting All Other Bids, and Authorizing and Directing City Staff to Execute a Contract with Tope’s Tree Service in the Amount of $90,000 which Includes a Contingency Budget of $10,300 for Unanticipated Field Changes; and
• Amend the FY 2022-2023 City Budget by increasing the Measure X (Budget Unit 850) Contractual Services - General (Object Code 6235) by $90,000.
BACKGROUND
At the September 6, 2022 Council meeting, staff report was presented regarding the issuance of a bid document for a Tree Removal Contract for the Community Center Complex Project. Tree removal is the first field activity for site preparation for the project.
From the CEQA/NEPA documents prepared for the project, the trees should be removed between September 15 and January 15 to minimize impacts to nesting birds. Removal of the tress was analyzed under CEQA/NEPA and the project (including tree removal) was determined to be Categorically Exempt, with an NOE filed on April 1, 2022.
City staff with support from Swinerton Management & Consulting prepared the bid document for the Tree Removal Contract. The bid schedule listed tree removal and related site work as the base bid amount and removal of the stumps was an additive alternate.
AGENDA
ITEM
7 The bid document was issued on August 25 and the schedule is in the below table:
Schedule Date
Issue for Public Bid 8/25/2022
Bid Opening at City Hall at 2:00PM 9/21/2022
Award Contract at City Council Meeting 10/03/2022
Contract Executed 10/07/2022
Preconstruction Meeting / Notice to Proceed 10/13/2022
ContractorMobilization 10/18/2022
Complete Tree Removal work (25 working days) 11/22/2022
REVIEW & ANALYSIS
This project was issued for public bid on August 25 and bid documents were provided to the Central Coast Builders Exchange in Salinas and the Santa Clara/San Benito County Builders Exchange for review by interested contractors. On September 21, city staff received and opened bids from the following nine contractors:
BIDDER
TREE REMOVAL
(BASE BID
AMOUNT)
ADD
ALTERNATIVE
TO REMOVE
STUMPS
TOTAL AMOUNT
BID
1 Tope’s Tree Service
(low bidder) $62,000 $17,700 $79,700
2 JC Tree Service $80,000 $50,000 $130,000
3 West Coast Arborists $83,950 $26,000 $109,950
4 Bay Area Tree
Specialists $84,983 $10,650 $95,588
5 Professional Tree Care $121,600 $12,000 $133,600
6 Randazzo $122,800 $47,200 $170,000
7 Mountain F. Enterprises $135,500 $17,500 $153,000
8 Joe's Landscaping $135,700 $32,700 $168,400
9 Central Sierra $145,950 $34,824 $180,774
City staff reviewed the submitted bids and determined that the lowest responsive and responsible bid was submitted by Topes Tree Service of Salinas. Staff recommends that the contract with Topes Tree Service include the tree removal and related site work (base bid amount of $62,000), removal of stumps (additive alternate cost of $17,700) and a contingency budget of $10,300 for unanticipated field changes for a total authorization of $90,000.
Therefore, staff is recommending the City Council award the Tree removal contract to Topes Tree Service and that the City Council reject the other submitted bids. This contract will be funded with Measure X funds. Staff recommends that the Council authorize a contract with Topes Tree Service in the amount of $90,000.
Swinerton Consulting will provide Construction Administration and Inspection Services during this work under their Professional Services Agreement for the Community Center Complex Project.
How Recommendation Supports the Vision
Gonzales will continue to be a safe, clean, family-friendly community, diverse in its heritage, and committed to working collaboratively to preserve and retain its small town charm.
Explain: Constructing a Community Center will provide residents with a facility for a wide variety of public and private functions, recreation programs and other activities which will enhance the quality of life of Gonzales residents
Explain how the Recommendation Directly Implements the Mission The City Council and Staff of the City of Gonzales will realize our Vision by providing the leadership, commitment and resources necessary to provide excellent services that enhance the quality of life of our diverse community. X Yes ____ No____ N/A
Explain: See Vision above
City services will be delivered in a cost-effective, respectful and friendly manner to insure the safety and well being of the residents and the promotion of business, recreational, housing and employment opportunities in an environmentally sustainable manner. X Yes ____No ____ N/A Explain: See Vision above.
Strong fiscal policies allow us to provide appropriate infrastructure for:
• Public Safety X Yes No N/A
• Housing X Yes No N/A
• Recreation X Yes No N/A
• Environment X Yes No N/A
• Education X Yes No N/A
Explain: See Vision above.
ALTERNATIVES
1. Direct staff to delay this contract
2. Direct staff to rebid the contract
3. Amend or modify staff recommendation.
BUDGET IMPACT
As mentioned, the contract will be funded from Measure X monies.
CONCLUSION
It is recommended that the City Council:
• Adopt Resolution No. 2022-73, A Resolution of the City Council of the City of Gonzales Awarding a Contract with Tope’s Tree Service for the Tree Removal Contract at the Community Center Site, Rejecting All Other Bids, and Authorizing and Directing City Staff to Execute a Contract with Tope’s Tree Service in the Amount of $90,000 which Includes a Contingency Budget of $10,300 for Unanticipated Field Changes; and
• Amend the FY 2022-2023 City Budget by increasing the Measure X (Budget Unit 850) Contractual Services - General (Object Code 6235) by $90,000.
Attachments:
1. Resol No. 2022-73