CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
10/23/2023
1 SUBJECT:
On-Call Certified Arborist Services - Amendment 1 to Task Order 2 between City of Pacifica and NCE
RECOMMENDED ACTION:
Adopt a Resolution approving Amendment 1 to Task Order 2 between the City of Pacifica and NCE for On-Call Certified Arborist Services in the amount of $50,000 bringing the total Task Order to $95,000; and authorize the City Manager to execute all documents related to the OnCall Certified Arborist Services.
STAFF CONTACT:
Raymund Donguines, P.E., Senior Civil Engineer
(650) 738-3768
[email protected]
Roland Yip, P.E., DPW Deputy Director/City Engineer
(650) 738-3771
[email protected]
Lisa Petersen, P.E., DPW Director
(650) 738-3770
[email protected]
BACKGROUND/DISCUSSION:
On August 22, 2022, City Council approved an ordinance repealing and replacing Chapter 12 (Preservation of Heritage Trees) and Chapter 14 (Maintenance and Preservation of City Trees) within Title 4 of the Pacifica Municipal Code. The new tree preservation ordinance included changes to meet both the Pacifica community’s needs, as well as Industry Best Management Practices for tree preservation. The new municipal code went into effect October 12, 2022.
In order to effectively administer the new tree preservation ordinance, the City required the services of an On-Call Certified Arborist. This was required on an interim basis until staff could issue a Request for Proposals for a long-term city arborist contract. The City required a professional with experience reviewing and interpreting arborist reports, construction processes adjacent to existing trees, familiarity with the interpretation and implementation of tree preservation ordinances and can provide professional opinions for the protection of trees.
Staff has been working with NCE under an on-call Arborist Master Service Agreement and Task Order No. 2 (Attachment 2). The total compensation of $45,000 under the Task Order No. 2 is about to be exceeded, and an additional $50,000 of fees is needed until a new arborist consultant contract is in place. Due to the cumulative agreement amount now exceeding the $50,000 limit in the current NCE Master Services Agreement with the City, Council approval of this amendment is required.
Pacifica City Council 2
October 23, 2023
NCE has over 30 years of experience working within the public realm, providing technical expertise, detailed design process, and multi-disciplinary approach and understands the City’s tree preservation municipal code. NCE understands that tree protection will be required for all private and public trees as defined by the municipal code. Typical project types include residential/commercial/public construction, utility undergrounding and tree pruning to maintain views and eliminate hazards.
Staff recently advertised a Request for Proposals (RFP) for a long-term contract with an OnCall Certified Arborist Service on August 23rd, 2023. Three firms submitted proposals by the due date on September 28, 2023. Staff anticipates making a recommendation for a selection of the long-term city arborist consultant from one of these firms at the next City Council meeting on November 13, 2023.
The City Manager recommends adopting the resolution and approving Amendment 1 to Task Order 2 between the City of Pacifica and NCE (Attachment "1"), for On-Call Certified Arborist Services.
ALTERNATIVE ACTION:
Alternative Action would be to not adopt the resolution which would delay reviews of Tree, Building and Encroachment Permits. Staff does not support this alternative action.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
• Pursue climate change adaptation and mitigation: Includes continuing the urban forestry plan, tree canopy goals, inventory, and projects. Adopting the resolution will protect trees throughout Pacifica.
FISCAL IMPACT:
Project Use of Funds
NCE On-Call Certified Arborist Services, TO #2 $45,000.00 NCE On-Call Certified Arborist Services, Amendment 1 $50,000.00 Total Project Use of Funds $95,000.00
Project Source of Funds
Public Works Tree Fund $45,000.00
Unallocated General Fund $50,000.00
Total Project Source of Funds $95,000.00
Tree services will be reimbursed by Tree Permit applicants.
ORIGINATED BY:
Public Works
Pacifica City Council 3
October 23, 2023
ATTACHMENT LIST:
Amendment 1 to Task Order 2 between the City of Pacifica and NCE for On-Call Certified Arborist Services (PDF)
Master Services Agreement and Task Order No. 2 between the City of Pacifica and NCE for On-Call Certified Arborist Services (PDF)
Pacifica City Council 4
October 23, 2023
RESOLUTION NO. _______
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA APPROVING AMENDMENT 1 TO TASK ORDER 2 BETWEEN THE CITY OF PACIFICA AND NCE FOR ON-CALL CERTIFIED ARBORIST SERVICES IN THE AMOUNT OF $50,000 BRINGING THE TOTAL TASK ORDER TO $95,000; AND AUTHORIZE THE CITY MANAGER TO EXECUTE
ALL DOCUMENTS RELATED TO THE ON-CALL CERTIFIED ARBORIST SERVICES WHEREAS, the City adopted the updated Tree Ordinance on October 12, 2022; and WHEREAS, a Certified Arborist is required to assist in implementing the Tree Ordinance; and
WHEREAS, NCE is qualified and on the City’s On-Call List for the Landscaping and design services; and
WHEREAS, the City evaluated NCE’s proposal, and is satisfied they can successfully complete the work and has been satisfied with their services on past City projects.
THEREFORE BE IT RESOLVED by the City Council of the City of Pacifica to Approve Amendment 1 to Task Order 2 between the City of Pacifica and NCE, in an amount not to exceed $50,000; and authorize the City Manager to execute all documents related to the OnCall Certified Arborist Services. • • • • •
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 23rd day of October, 2023, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
_________________________________
Tygarjas Twyrls Bigstyck, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney