STAFF REPORT
City of Lancaster
CC 14
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 West Coast Arborists, Inc.
Recommendation:
1. Award contract for Request for Proposal (RFP) 827-24 Tree Trimming Services to West Coast Arborists, Inc. in an amount not to exceed $275,515 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 (2) 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:
$275,515 for the first year of the contract; sole funding source is the General Fund. Funding breakdown follows. • 101-26000-5755 - Right-of-Way 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 1 7
6 0
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, West Coast 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_West Coast Arborists, Inc. - 2024