STAFF REPORT
City of Lancaster
CC 13
8/27/2024
TN
Date: August 27, 2024
To: Mayor Parris and City Council Members
From: Sonya Patterson, Director – PARCS
Patti Garibay, Assistant Director- Community Development Jason Palumbo, Assistant Manager – Community Development Gary Jones, Assistant Manager- PARCS
Subject: Award Contract for Request for Proposal 827-24 Tree Trimming Services to Tip Top Arborists, Inc.
Recommendation:
1. Award contract for Request for Proposal (RFP) 827-24 Tree Trimming Services to Tip Top Arborists, Inc. in an amount not to exceed $286,796 for tree trimming services for contract year one (September 1, 2024-June 30, 2025) and up to a maximum 5% Consumer Price Index (CPI) increase for the second and third contract years. The contract also provides two optional one-year extensions.
2. Find that this item is not a project under the California Environmental Quality Act.
3. Authorize the City Manager, or his designee, to sign all documents.
G.C. Section 84308: No
Fiscal Impact:
$286,796 for the first year of the contract; funding sources include the General Fund, Landscape Maintenance District, and Lancaster Lighting Maintenance District. Funding breakdown follows. 421-26000-5755- Landscape Maintenance District $98,398 422-26000-5755- Lighting Maintenance District $98,398
101-63000-5755- Parks Maintenance $90,000
1 7
5 9
Additional years (contract years 2-3 and the two optional one-year extensions) will be budgeted for during the annual budget process and will include up to a 5% CPI increase on the prior year’s not to exceed amount.
Background:
The City of Lancaster with vendor support maintains an Urban Forest consisting of over 20,000 trees. Services covered through this contract include trimming, planting, and removal of trees located in the City’s easement/right-of-way, on main thoroughfares, within parks, and in maintenance districts throughout the City.
RFP (827-24) was issued on May 1, 2024, bids were received from five (5) companies. A committee comprised of staff from the Community Development and PARCS departments reviewed the bid submittals. Submittals were measured based on five (5) pre-identified criteria which included qualifications and experience, cost to provide services, completeness of proposal, references, and local preference. Based on these five (5) weighted criteria, Tip Top Arborists, Inc. was chosen to be one of two contractors who could provide the best service to the City.
JP/gj/sg
Attachment:
RFP 827-24 Tree Trimming Services Agreement _Tip Top Arborists Inc. - 2024