CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
11/13/2023
1 SUBJECT:
On-Call Certified Arborist Services
RECOMMENDED ACTION:
Adopt a Resolution approving the Consultant Services Agreement between the City of Pacifica and Dudek for On-Call Certified Arborist Services in the amount of $300,000 for three-years and authorize the City Manager to execute all documents related to the On-Call 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]
Christian Murdock, AICP, Planning Director
(650) 738-7341
[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 Tree Preservation Ordinance, enacted on October 12, 2022, included changes to meet both the Pacifica community’s needs, as well as Industry Best Management Practices for tree preservation.
During the September 11, 2023 Council meeting, staff discussed the current Tree Permit Fee with the Council. It was decided during this meeting to keep the current Tree Permit Fee in place to allow staff to collect more data related to costs and number of permits issued. This would then allow for another discussion on the issue when considering updating the master fee schedule in the spring. The Council also asked staff to review a number of questions related to the trees prior to this next discussion. On October 23, 2023, City Council approved an Amendment 1 to Task Order No. 2 between the City of Pacifica and NCE for On-Call Certified Arborist Services. The City engaged NCE to serve temporarily as on-call arborist until a Request for Proposals and long-term contract could be put into place. The total compensation under the Task Order No. 2 was about to be exceeded and additional fees were needed until a Pacifica City Council 2
November 13, 2023
new arborist consultant contract is in place. NCE will continue to review tree permits until contract agreements are executed and Dudek is ready to take over the arborist services.
In order to effectively administer the new tree preservation ordinance, the City requires the services of an On-Call Certified Arborist. The City requires a professional with experience reviewing and interpreting arborist reports, evaluating construction processes adjacent to existing trees, interpreting, and implementing tree preservation ordinances and providing professional opinions for the protection of trees.
Use of outside arborist services is critical for efficient processing of applications and review of any impacted trees associated with development. Certified arborists provide specialized expertise regarding both tree health and suitability for tree removal or pruning. In addition, their expertise can be applied to provide applicants with measures on how to save trees rather than remove them. The increased focus on the importance of trees requires reliance on contract arborists to ensure that tree permits are processed efficiently and objectively.
Staff released the Request for Proposals (RFP) for a long-term contract for an On-Call Certified Arborist Services on August 23rd, 2023. Three firms submitted proposals by the due date of September 28, 2023. Engineering Division and Planning Department staff reviewed the submitted Proposals for the On-Call Certified Arborist from three consultants:
1.) BioMaAS, Inc.
2.) Dudek
3.) Horticultural Associates
Consultant oral panel interviews, with a panel comprised from Engineering Division and Planning Department, were conducted on October 5, 2023. The interviews were scored based upon the Consultants’ Experience in Similar Projects, Quality of Key Staff, Thought-out Scope and Approach, Understanding of Potential Issues and Capacity for Innovative Idea as criteria for selection. Staff also checked the consultant references, and they were all positive. Based upon the criteria above and reference checks, Dudek is selected by staff to proceed with the On-Call Certified Arborist Services.
Dudek specializes in providing on-call responsive arboricultural consulting services while also being cost-conscious. Dudek assists municipalities with on-call arboricultural consulting and technical services, including field inspections, tree assessments and measurements, on-site monitoring, tree impact assessment and mitigation program development, tree risk assessments, and preparation of written technical reports. Their urban forestry and arboriculture professionals have diverse backgrounds and expertise to provide a well-rounded perspective for urban tree assessment, mapping, and management. In addition, Dudek has a number of arborists that are employed that will allow for coverage of the city’s needs should the Dudek primary arborist contact become unavailable.
Although Dudek’s hourly rates were slightly higher than one of the consultants, in discussion with Dudek, they discussed cost efficiencies such as field reviewing a number of trees during visits to the city, which will help keep down costs. Based on Dudek’s proposal, the consultant cost to review and prepare findings for a new tree permit application will range between $343 and $434, the cost to review and prepare findings for a security deposit release will range between $312 and $392, and the cost to prepare staff reports will range from $500 to $660 and will be billed on a time and materials basis. Dudek’s proposed cost to review tree permits is similar to the estimated amounts that were presented at the City Council meeting on September 11, 2023 for the Discussion of the Tree Permit Fee, thus, consistent with the annual amount staff has proposed for Dudek’s on-call arborist services. Furthermore, staff will continue to review and improve processing of tree permit applications eventually to further reduce the Pacifica City Council 3
November 13, 2023
overall cost for applicants when possible.
The City Manager recommends adopting the resolution and approving the Consultant Services Agreement between the City of Pacifica and Dudek (Attachment "1"), for the 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 recommend 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:
The contract will be $300,000 over a 3-year period, projecting needs of around $100,000 per year. Initially the funds will be taken from unallocated general fund but are anticipated to be reimbursed through the Tree Permit Fees or Land Development Fees and Building Permit Fees.
ORIGINATED BY:
Public Works
ATTACHMENT LIST:
Consultant Services Agreement between the City of Pacifica and Dudek (PDF) Pacifica City Council 4
November 13, 2023
RESOLUTION NO. _________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA APPROVING
CONSULTANT SERVICES AGREEMENT BETWEEN THE CITY OF PACIFICA AND DUDEK FOR ON-CALL CERTIFIED ARBORIST SERVICES IN THE AMOUNT OF $300,000 OVER THREE-YEARS; 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, Dudek specializes in providing on-call arboricultural consulting services; and WHEREAS, the City evaluated Dudek’s proposal, and is satisfied they can successfully complete the work.
THEREFORE BE IT RESOLVED by the City Council of the City of Pacifica to Approve the Consultant Services Agreement between the City of Pacifica and Dudek, in an amount not to exceed $300,000 for a contract term of three-years; and authorize the City Manager to execute all documents related to the On-Call Certified Arborist Services. • • • • •
PASSED AND ADOPTED at a special and regular meeting of the City Council of the City of Pacifica, California, held on the 13th day of November 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