CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
3/11/2024
1 SUBJECT:
Add Minerva Avenue Tree Removal and Maintenance Project to CIP and Award Project RECOMMENDED ACTION:
Adopt a Resolution to:
1) Add the Minerva Avenue Tree Removal and Maintenance Project (Project) to the City’s Capital Improvement Program (CIP);
2) Find the Project categorically exempt pursuant to Sections 15304 of the State CEQA Guidelines (Class 4) applicable to Minor Alterations to the Condition of Land; and 3) Approve Construction Services Agreement between the City of Pacifica and Bay Area Tree Specialists in the amount of $144,900 and authorize a budget authority for construction in the amount of $159,390, which includes a 10% contingency of $14,490; 4) Authorize the City Manager to execute future Change Orders not to exceed the contingency amount;
5) Approve a budget transfer into the Project for $159,390 from Fund 38 (Disaster Accounting Fund) to fund the project.
STAFF CONTACT:
Lisa Petersen, P.E., DPW Director
(650) 738-3770
[email protected]
Gino Assereto, Field Services Manager
(650) 738-3760
[email protected]
Michael Pham, Parks and Facilities Superintendent
(650) 738-3760
[email protected]
BACKGROUND/DISCUSSION:
For several years, residents on Minerva Avenue have expressed concerns related to sixteen (16) Monterey Cypress trees on Minerva Drive that are city trees. Residents have cited concerns about the condition and size of these trees, failed limbs that have damaged property, and root intrusion damage to infrastructure. A neighborhood petition was given to the City Council during the February 10, 2020, City Council meeting.
Following the substantial storms in the winter of 2022/23, the city hired Davey Tree Expert Company to trim the Minerva trees for safety that included removal of dead, hanging and cracked branches. Additionally, the city hired Tree Management Experts to provide an arborist report and an International Society of Arboriculture (ISA) Tree Risk Assessment for the sixteen Pacifica City Council 2
March 11, 2024
(16) Minerva trees (Attachment A) by a qualified arborist in spring of 2023. The assessment of the trees included the use of an aerial lift truck to inspect the trees/defects and a drone was used to inspect tree areas inaccessible from the lift.
The report from Tree Management Experts was finalized at the end of 2023 and noted that the potential risk impact was high for all sixteen (16) trees. The report from Tree Management Experts also noted the consequence of the impacts would be severe. Six (6) of the trees were rated as “imminent” for failure and the failure along with impact “very likely.” The overall tree risk ratings for all trees assessed were in the high and extreme categories.
While the conclusion from Tree Management Experts recommended removal of all sixteen (16) trees, the report also notes that some of the trees could likely be mitigated through pruning. In consultation with the Tree Management Experts arborist, it was determined that removal of the six (6) trees rated as imminent for failure and two (2) more trees that have grown in a grove with the other trees slated for removal would be appropriate as the two (2) trees would likely become unstable without the other trees. This would make a total of eight (8) trees for removal.
The remaining eight (8) trees would be substantially pruned, with possible cabling in one tree.
The city’s recently hired consultant arborist team, Dudek, also reviewed this final determination for removals and concurred that it was an appropriate approach.
Based on the tree assessment report and the urgency of the work, staff contacted three tree removal services the city has worked with that have on-staff arborists and critical understanding of how to prune Monterey Cypress trees effectively and safely. Staff requested bids for the tree removals, substantial pruning, cabling, stump grinding and planting of two 15 gallon replacement trees (selection to be determined) for each tree removed. The following are the companies contacted and the bids received:
1.) Bay Area Tree Specialists: $144,900
2.) The Davey Tree Expert Company: $173,110
3.) The Professional Tree Care Company: $197,580
The low bid was received by Bay Area Tree Specialists with a bid of $144,900. Bay Area Tree Specialists has performed as expected on past city contracts and has strong experience working in Pacifica on Monterey Cypress trees. A 10% contingency is recommended to allow for unforeseen conditions that may cause additional Project cost.
Staff posted the trees recommended for removal the week of February 19th, noting a discussion on the removals would occur at the March 11, 2024, City Council meeting. Staff also notified and held a Minerva resident meeting at the Public Works Department on March 29th to discuss the removals and substantial pruning and to answer questions from Minerva residents. Two residents attended and expressed support for the project. Due to the urgent nature of this work, the City Manager recommends Council add the Minerva Tree Removal and Maintenance Project to the city’s Capital Improvement Program, authorize the City manager to sign a Construction Services Agreement between the City of Pacifica and Bay Area Tree Specialists (Attachment B) in the amount of $144,900 and authorize a budget authority for construction in the amount of $159,390, which include a 10% contingency of $14,490; authorize the City Manager to execute future Change Orders not to exceed the contingency amount and approve a budget transfer into the Project for $159,390 from Fund 38 (Disaster Accounting Fund) to fund the Project.
Pacifica City Council 3
March 11, 2024
CEQA
Staff has determined that this project is categorically exempt pursuant to Section 15304 of the California Environmental Quality Act (CEQA) Guidelines (Class 4) applicable to Minor Alterations to the Condition of Land. Removal of dead, seriously damaged, and incurably diseased trees is exempt under this Class.
ALTERNATIVE ACTION:
Alternative Action would be to remove all sixteen (16) Monterey Cypress trees on Minerva that were recommended for removal by the arborist’s report. Staff does not recommend this action as the report noted some of the trees could likely be mitigated by pruning.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
• Improve and Steward City Infrastructure, Streets and Facilities: Includes continuing maintenance of city trees and removing trees causing significant risk and/or damage to infrastructure.
FISCAL IMPACT:
To complete this recommended CIP project, a budget transfer from Fund 38 (Disaster Accounting Fund) into the Project budget is recommended. There are sufficient funds in Fund 38 to cover the budget transfer.
Project Source of Funds
Fund 38 $159,390
Total Project Source of Funds $159,390
Project Use of Funds
Construction of Project $159,390
Total Project Use of Funds $159,390
Remaining Funds $0
ORIGINATED BY:
Public Works
ATTACHMENT LIST:
Attachment A: Minerva Ave Cypress Report (PDF)
Attachment B: Bay Area Tree Specialists Agreement (PDF) Pacifica City Council 4
March 11, 2024
RESOLUTION NO. ___-2024
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA APPROVING
ADDITION OF THE MINERVA TREE REMOVAL AND MAINTENANCE PROJECT TO THE CITY’S CAPITAL IMPROVEMENT PROGRAM (CIP); AUTHORIZING THE CITY MANAGER
TO SIGN A CONSTRUCTION SERVICES AGREEMENT BETWEEN THE CITY OF PACIFICA AND BAY AREA TREE SPECIALISTS IN THE AMOUNT OF $144,900 AND
AUTHORIZING A BUDGET AUTHORITY FOR CONSTRUCTION IN THE AMOUNT OF $159,390, WHICH INCLUDE A 10% CONTINGENCY OF $14,490; AUTHORIZING THE CITY
MANAGER TO EXECUTE FUTURE CHANGE ORDERS UP TO THE CONTINGENCY AMOUNT AND APPROVING A BUDGET TRANSFER INTO THE PROJECT FOR $159,390 FROM FUND 38 (DISASTER ACCOUNTING FUND) TO FUND THE PROJECT WHEREAS, city staff recommends adding the Minerva Tree Removal and Maintenance Project (Project) to the city’s current CIP program that will remove eight (8) trees and substantially prune the eight (8) remaining trees; and
WHEREAS, due to the urgent nature of the Project, staff solicited three bids from tree contractors with on-staff arborists and critical understanding of how to prune Monterey Cypress trees effectively and safely; and
WHEREAS, Bay Area Tree Specialists was the low bidder with a bid of $144,900 and has worked with the city in the past preforming services as expected; and WHEREAS, a total budget authority of $159,390 (including a 10% contingency) for the Project is needed as well as a budget transfer to the Project from Fund 38 (Disaster Accounting Fund).
NOW THEREFORE BE IT RESOLVED by the City Council of the City of Pacifica that it finds the project categorically exempt pursuant to section 15304 of the California Environmental Quality Act (CEQA) Guidelines (Class 4) applicable to Minor Alterations to the Condition of Land.
BE IT FURTHER RESOLVED, that the Council approves the addition of the Minerva Tree Removal and Maintenance Project to the city’s Capital Improvement Program (CIP); authorize the City manager to sign a Construction Services Agreement between the City of Pacifica and Bay Area Tree Specialists in the amount of $144,900 and authorizing a budget authority for construction in the amount of $159,390, which include a 10% contingency of $14,490; authorizing the City Manager to execute future change orders up to the contingency amount and approving a budget transfer into the Project for $159,390 from Fund 38 (Disaster Accounting Fund) to fund the project.
• • • • •
Pacifica City Council 5
March 11, 2024
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 11th day of March, 2024, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
_________________________________
Sue Vaterlaus, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney