Agenda Item
City Council
Item #: 6.2. 6/27/2023 File #: 23-0406
TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Christopher Cash, Public Works Director
1. SUBJECT
Award of Agreement to West Coast Arborists, Inc. for Tree Maintenance Services.
2. SUMMARY
The City received four qualifying proposals to the Request for Proposal (RFP No. 22-23.38) to provide citywide tree maintenance services including streets, facilities, parks, and assessment district locations. The selection committee completed their review and has ranked West Coast Arborists, Inc. as the top service provider based on a comprehensive rating system. Staff is recommending approval of a five-year agreement, with an optional three-year extension with West Coast Arborists, Inc. in the total amount of $8,680,700, with an annual amount of $1,736,140.
3. RECOMMENDED ACTION
Approve the agreement with West Coast Arborists, Inc. in the total five-year amount of $8,680,700 for citywide tree services; and authorize the Mayor and City Clerk to execute on behalf of the City.
4. FISCAL IMPACT
The total expenditure for this contract is $8,680,700, with the Fiscal Year 2023-2024 annual amount of $1,736,140 to be funded through:
General Fund (100) $809,139
Solid Waste (220) 725,000
Measure M2 (263) 30,158
Santiago Hills LMD (291) 121,064
Sycamore Crossing LMD (293) 6,516
Del Rio LMD (294) 3,923
Old Town Parking Facility (540) 2,250
Water (600) 38,090
Total: $1,736,140
5. STRATEGIC PLAN GOALS
Goal 1: Provide for a safe community
b: Provide and maintain infrastructure necessary to ensure the safety of the public.
Goal 4: Provide outstanding public service
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Item #: 6.2. 6/27/2023 File #: 23-0406
b: Provide facilities and services to meet customer expectations.
6. DISCUSSION AND BACKGROUND
The City’surban forest is managed by two departments. The Public Works Department oversees the maintenance of street trees in the public right of way, at City facilities, and in assessment districts.
The Community Services Department oversees the maintenance of trees in City parks. The City currently has two agreements for tree maintenance services, one managed by Public Works and the other by Community Services, covering the annual trimming schedules that are performed on a grid basis, as well as special requests for trimming, emergency service requests, and tree removals and replacements. These agreements are scheduled to expire on June 30, 2023.
The new proposed agreement for tree maintenance services will encompass all tree maintenance for the City in one agreement, which includes all services that had previously been managed by Public Works and Community Services under the two separate agreements.
In mid-March 2023, the City issued RFP 22-23.38 for tree maintenance services citywide. On April 13, 2023 the City received four proposals.
A rating panel consisting of staff from Public Works and Community Services reviewed the proposals.
The following selection criteria were listed in the RFP and utilized by the panel to evaluate the proposals:
· Price (10 points) - based upon the total Annual base price · Time Performance (40 points) - response time to client issues, phone calls, and emergency requests. Total number of crews/employees/equipment available to conduct work as outlined in the specifications
· Experience (40 points) - number of years providing similar services to municipalities of similar size to the City of Orange. Qualifications and training of employees. · Client Reference (10 points) - response provided by proposer’sreferences regarding quality of work and timeliness of work performed. Response from proposer’sreferences regarding their company’s methodology to correct deficiencies and prevent re-occurrences.
In accordance with the above listed selection criteria, the companies are ranked as follows:
1) West Coast Arborists, Inc., Anaheim, CA (298 points) 2) Great Scott Tree Services, Inc., Stanton, CA (229 points) 3) Mariposa Landscapes, Inc., Irwindale, CA (162 points) 4) Golden West Arbor Services, Inc., Pomona, CA (139 points) The committee unanimously rated West Coast Arborists, Inc. (WCA) as their top scoring firm. WCA has strongly demonstrated their understanding and ability to respond to the City’sroutine service, special requests, and emergency needs. WCA was the proposer with the lowest annual base cost.
That said, through this agreement there is an approximate 25% increase from the current contract, due to inflation, and increased labor rates and fuel costs.
In addition, the new contract also includes increased insurance coverage. The number of lawsuits due to tree failures have escalated over the last few years and have become a significant exposure for cities. The City of Orange participates in the California Insurance Pool Authority (CPIA), a joint City of Orange Printed on 6/22/2023Page 2 of 3
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Item #: 6.2. 6/27/2023 File #: 23-0406
for cities. The City of Orange participates in the California Insurance Pool Authority (CPIA), a joint powers authority, which provides excess liability insurance to member cities. CPIA conducted multiple meetings with its members, WCA, and various attorneys to establish recommended insurance requirements and indemnification language for tree maintenance agreements. The recommendations include increasing limits to $20 million per occurrence and $25 million in the aggregate. In reviewing the new contract rates, the rates are very comparable to other neighboring municipalities such as the cities of Garden Grove, Lake Forest, and the County of Orange.
The initial term of the agreement is five years commencing July 1, 2023, with the option to extend the agreement an additional three years at the City’ssole discretion. The initial five-year term will be performed at the proposed unit pricing and is contingent upon the City Council appropriating the necessary funding each fiscal year as part of the annual budget adoption. Any subsequent City approved extensions are subject to an increase based upon CPI with a maximum increase of 2% per year.
7. ATTACHMENTS
· Maintenance Agreement
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