STAFF REPORT TO THE CITY COUNCIL
DATE: Regular Meeting of July 25, 2023
TO: Mayor and Members of the City Council
VIA: Dante Hall, City Manager
SUBMITTED BY: Mike Roberts, Public Works Director/City Engineer Edwin Gato, Finance Director
SUBJECT: Emergency Removal of Eucalyptus Trees in Refugio Valley Park RECOMMENDED ACTION:
Receive a report from the Public Works Director regarding the emergency procurement of contract tree services for the removal of eucalyptus trees in Refugio Valley Park.
BACKGROUND:
On July 5, 2023, the City Manager declared an emergency to immediately remove approximately 40 hazardous eucalyptus trees in Refugio Valley Park based upon the recommendation of the City Engineer and assessment of a consulting licensed arborist. The trees are concentrated in the highest-use areas including the parking lot, picnic tables, and children’s play structure at the south end of the park. These areas were cordoned off with orange construction fencing and posted with “Keep Out” signs. The tree removal began Wednesday, July 12 and is anticipated to take up to 2 weeks to complete.
ANALYSIS:
The City’s purchasing guidelines include special exemptions for soliciting bids for emergency work (Section 5.5 Emergency Purchase). For purchases made under emergencies or “crisis” conditions, where there is an immediate threat to health and safety, the City has wider latitude to do what is necessary to protect lives and prevent further damage, including pursuing sole source or no bid procurement. In this instance, the City secured a bid from Hercules Tree Service to complete the work for $89,500.
Given the circumstances, the Finance Director has determined the emergency procurement process used is consistent with the City’s Purchasing Guidelines. The Purchasing Guidelines also require the Finance Director to submit to the City Council a list of all emergency purchases for goods or services costing more than $50,000 per vendor with an explanation of the circumstances of each.
FISCAL IMPACT:
The cost of removing approximately 40 eucalyptus trees in Refugio Valley Park is $89,500. There are sufficient funds in the General Fund Capital Reserve to fund this work.
ATTACHMENTS:
Arborist Report
Tree Removal Proposal
Purchasing Guidelines