CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
3/10/2025
1 SUBJECT:
Approval of Construction Services Agreement for Tree Maintenance services and Emergency Tree Maintenance between the City of Pacifica and Davey Tree Expert Company RECOMMENDED ACTION:
Adopt a Resolution Authorizing a Construction Services Agreement for Tree Maintenance Services and Emergency Tree Maintenance Services between the City of Pacifica and Davey Tree Expert Company, in the amount of $150,000 annually ($450,000 for three (3) years); and Authorize the City Manager to execute all necessary documents.
STAFF CONTACT:
Michael Pham
Parks and Facilities Superintendent
(650) 501-0305
[email protected]
Roland Yip, P.E.
Deputy Director/City Engineer
(650) 738-3767
[email protected]
Louis Sun, P.E., Interim Public Works Director
(650) 738-4662
[email protected]
BACKGROUND/DISCUSSION:
The City of Pacifica manages approximately 1,650 street trees and trees located on City-owned properties. The latest annual contract, which was renewable for three (3) years, has expired.
The City advertised a new Request for Proposal (RFP) on December 13, 2024 and completed the evaluation end of January 2025. The work outlined in the RFP includes pruning, cutting, removal, maintenance, planting of trees, and stump grinding. The goal of the RFP is to maintain the city’s trees in a safe and aesthetically pleasing condition within an annual budget of $150,000.
The deadline for proposals was January 23, 2025 at 2:00 p.m. Seven companies submitted proposals in response to the RFP.
The proposals from the various companies provided hourly rates that ranged from $84 to $220 for tree pruning and from $90 to $330 for tree removals.
Bay Area Tree Specialists
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March 10, 2025
Davey Tree Expert Company
Julian Tree Care, Inc.
Professional Tree Care Company
Rapid Response Force, LLC
West Coast Arborist, Inc.
West Coast Tree Service Inc.
Each company was required to submit a packet that included hourly rates for labor, equipment, and other requirements. Staff from the Public Works Department reviewed and evaluated the submitted proposals based on the criteria including quality of proposal, experience of the proposer, relevant qualifications of key personnel, accessibility of key personnel, understanding of the City’s objectives and pricing.
As required by state Public Contracts Code, the RFP utilized a qualifications-based selection (QBS) approach to ensure the City selected the most qualified Consultant for this critical Project. From December 2024 to January 2025, Staff reviewed the proposals based on the following criteria:
• Fees and Level of Effort
• Project Understanding and Approach
• Project and Team References
Davey Tree Expert Company’s Proposal pricing is in the middle of all the proposals; however, the selection process is not based on the lowest fee alone. Davey Tree Expert Company’s team has experience in pruning, cutting, removal, maintenance, planting of trees, and stump grinding.
Moreover, Davey Tree has provided a team experienced in tree maintenance services and emergency tree maintenance services. Their proposed team has recently worked on similar projects for San Mateo, Colma, and Belmont. These projects included elements which will be critical to the success of the service, including:
• The hourly rates for labor, equipment, and other requirements • Their location in Colma is advantageous for the City of Pacifica in case of emergency events
• Davey Tree Expert Company is the current Tree Maintenance contractor • Davey Tree has worked with the City for the past four years, serving as the main contractor, and they have a clear understanding of the City's needs and expectations. • Experience and with over 20 years of experience
Because of the above reasons, City staff ranked Davey Tree first and determined that they are the most qualified to perform the requested tree maintenance services. The City Manager recommends approval of the Tree Maintenance Services and Emergency Tree Maintenance Services Contract with Davey Tree Expert Company. Based on their proposal and reference checks, staff feels that Davey Tree Expert Company offers the best balance between price and quality.
ALTERNATIVE ACTION:
Council may choose not to approve the contract. However, this will result in delayed tree maintenance and increased tree related hazards. Staff, does not recommend this alternate action.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
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• Improve and steward City infrastructure, streets and facilities: The contract will maintain the City’s tree.
FISCAL IMPACT:
Fiscal Impact will be in the amount of $150,000. Funds were previously approved with the adoption of the FY 2024-25 budget. Upon the Council’s approval of the contract, the funds will be included in the future year’s base budget to cover services under this agreement through FY 2028-2029. The city also retains the option to renew the agreement annually for up to three additional years.
ORIGINATED BY:
Public Works
ATTACHMENT LIST:
DAVEY TREE AGREEMENT FOR TREE MAINTENANCE (PDF)
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March 10, 2025
RESOLUTION NO. ______
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA APPROVING THE
CONTRACT BETWEEN THE CITY OF PACIFICA AND DAVEY TREE EXPERT COMPANY
FOR THE CITY OF PACIFICA TREE MAINTENANCE SERVICES AND EMERGENCY TREE MAINTENANCE SERVICES IN AN AMOUNT OF $150,000.00 ANNUALLY WHEREAS, the City of Pacifica manages approximately 1,650 trees in the street rightof-way and trees located on City-owned properties; and WHEREAS, the annual contract has expired and up for renewal; and WHEREAS, consistent with the City of Pacifica’s Bidding Procedures for Public Projects (Municipal Code Title 3 Chapter 15) the City of Pacifica advertised the Request for Proposal for the Tree Maintenance Services and Emergency Tree Maintenance Services; and WHEREAS, Davey Tree Expert Company has provided a team experienced in tree maintenance services and emergency tree maintenance services; they are based locally in Colma with quicker response time to emergencies; Davey Tree has extensive knowledge and experience working in the City of Pacifica; and
WHEREAS, City staff determined Davey Tree Expert Company are the most qualified to perform the requested tree maintenance services.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Pacifica approves the Contract between the City of Pacifica and Davey Tree Expert Company for the City of Pacifica Tree Maintenance Services and Emergency Tree Maintenance Services in an amount of $150,000.00 annually.
• • • • •
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 10th day of March, 2025, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
_________________________________
Sue Beckmeyer, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney