CITY
- (00020
CALIFORNIA
MINUTES
AUGUST 2, 2023 SPECIAL MEETING
OF THE CITY COUNCIL OF THE
CITY OF PALOS VERDES ESTATES
CALL TO ORDER The meeting was called to order at 5:00 pm.
ROLL CALL
Present: Council members Lozzi, Kemps, McGowan, Mayor Pro Tem Murdock via teleconference from the Freehand New York Hotel in New York, New York; and Mayor Roos
Also Present: Acting City Manager/Acting Police Chief Hellinga, Public Works Director Seims, Acting Senior Accountant Smith, and Interim City Clerk Cowley.
COMMUNICATIONS FROM THE PUBLIC
Karen Logan addressed the City Council.
OLD BUSINESS
1. APPROVE A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
PALOS VERDES ESTATES, CALIFORNIA, AWARDING A FIVE-YEAR
CONTRACT (BASE AND ADDITIVE) WITH THE OPTION OF TWO ONE-
YEAR EXTENSIONS TO BAY AREA TREE SPECIALISTS FOR CITYWIDE FIRE SAFETY WEED ABATEMENT IN THE AMOUNT OF $1,399,998 FOR FY 2023-24 THROUGH FY 2025-26 WITH CPI ADJUSTMENTS FOR FY 2026-27 AND FY 2027-28; APPROPRIATE UNENCUMBERED
PARKLANDS FUNDS (FUND 31) IN THE AMOUNT OF $105,674;
$697,068 FROM ASSIGNED - PARKLAND CAPITAL PROJECTS (FUND 01), AND $242,656 FROM UNENCUMBERED GENERAL FUND
BALANCE (FUND 01); AND APPROVE ADDITIONAL EXPENDITURES
NOT TO EXCEED 5% OF THE ANNUAL CONTRACT AMOUNT, WHICH
IS APPROXIMATELY $70,000, FOR A POSSIBLE COMPLETION BONUS;
AND AUTHORIZE THE CITY MANAGER TO EXECUTE ALL CONTRACT
DOCUMENTS
Recommendation: Consider adoption of Resolution No. R23-29 to:
1. Award a five-year contract (base and additive) with the option of two, one- year extensions to Bay Area Tree Specialists (Contractor) for Citywide Fire Safety Weed Abatement in the amount of $1,399,998 for FY 2023/24 through FY 2025-26 with CPI adjustments for FY 2026-27 and FY 2027-28; and
2. Appropriate unencumbered Parklands Funds (Fund 31) in the amount of $105,674; $697,068 from Assigned - Parkland Capital Projects (Fund 01); and $242,656 from unencumbered General Fund Balance (Fund 01); and
3. Approve additional expenditures not to exceed 5% of the annual contract amount, which is approximately $70,000, for a possible completion bonus; and
4. Authorize the City Manager to Execute all Contract Documents.
Public Works Director Seims presented a staff report indicating this is a continuation of the Fire Safety Weed Abatement contract with Bay Area Tree Specialists, which was discussed at the last city council meeting. Ms. Seims noted that there are copies of the contract available to the public outside the city council chambers in the foyer.
Director Seims advised that the contract contained proposed revisions that were discussed with Bay Area Tree Specialists. The revisions included a revised term from a five-year contract with two one-year extensions to a one-year contract with six optional one-year extensions. The revision also includes a clause that the City has to give notice to Bay Area Tree Specialists by March 1st, of each year that the city wishes to extend the The completion bonus section was also revised for this year removing the completion date from October 31st to twenty-one (21) weeks from the start date since the project is starting late in the season. She noted that if the council approves the revisions, the resolution will be changed accordingly. She noted that the start date, if the contract is approved, will be in approximately one month, explaining everything that needed to be done before they can begin.
In response to Council Member Kemps question about prioritization of areas, Ms. Seims advised that the highest fire risk areas would be completed first such as south-facing slopes and canyons as discussed with the fire department, and radio towers for communications.
It was suggested by Council Member McGowan to take before and after photographs for liability purposes, to which Ms. Seims advised that staff intend to take photos and they are also doing the same thing with the landscape services. Ms. Seims also confirmed that staff felt there was adequate project management, informing the council that HR Green and the Urban Forester would be taking care of project management for both the landscaping and the fire Safety Weed Abatement. The city council requested that she or the city manager make a brief report to the council at subsequent council meetings throughout the rest of the year on the status of the work.
In response to Mayor Pro Tem Murdock's question, Ms. Seims noted that for each subsequent year, the work would begin on June 1st and be completed by October 31st.
Some discussion ensued regarding the funding sources and Mayor Pro Tem Murdock indicated that the City needs to be clear about how much is coming from the General Fund and how much is coming from the assigned Parklands Capital Projects General Fund. Her recollection was that the council stated that those funds should not be used for ongoing operations but could be used for one-time or catch-up items. She asked if council wanted to use those Parkland funds that were set aside, or should the City make use of the $3 million of this year's General Revenue that the city is not going to be spending on the fire contract. A lengthy discussion ensued among council and staff regarding the balances in the Parklands Capital Project Fund and what funds the city should use to pay for the contract.
Council Member McGowan recommended that the project be paid from the general fund as an operating expense.
Thereafter, followed a general discussion regarding the designation of the landscape maintenance area and brush clearance area. Mayor Pro Tem Murdock felt staff should work with the existing ad hoc, or a new ad hoc, and the vendors who know how to do this work to see if there is a better way for the City to separate the projects and establish a true partnership to ensure longevity in the contracts. Council Member Lozzi concurred and reported on the research she did and what she learned regarding landscaping and weed abatement. She asked staff to confirm that the landscape maintenance and weed abatement projects were designated correctly.
Public Works Director Seims advised that she and the Urban Forester reviewed all the maps and discussed every lot that was included in the fire Safety contract then compared CITY COUNCIL MINUTES 2
SPECIAL MEETING OF AUGUST 2, 2023
those maps with the landscape maintenance contract to confirm there were no overlaps.
She noted staff is still working on finalizing the landscape maintenance areas and after receiving feedback from the vendors, they are working on zoomed in areal maps of the parks or the drive to provide them with the square footage for those areas to give them more detail so they can submit a realistic cost proposal.
A brief discussion regarding pesticides took place. Ms. Seims indicated that was previously discussed relative to the landscape maintenance contract and will be included in the future RFP for landscape maintenance. Thereafter followed a discussion regarding the cost of the contract being consistent year after year, when in the future, there should be less work. Ms. Seims explained that with the amount of growth, and the spreading and sprouting of seeds staff is anticipating the level of work will still be substantial, and originally when it was a five-year contract the costs would be spread out and would not be as much upfront.
A brief discussion ensued regarding a communication plan to which Ms. Seims explained that once the contract is awarded, Bay Area Tree Specialists will provide their schedule and staff will use that to begin the noticing for each area before the vendor starts working that area. The City Council recommended that an FAQ be added to the notice that links to the website.
ACTION: Moved by Council Member McGowan, and seconded by Council Member Kemps, to approve the resolution to award a one year contract in the amount of $1,399,998 for fiscal year 2023/2024 to Bat Area Tree Specialists for Citywide Fire Safety Weed Abatement with a CIP adjustment for fiscal year 2026/2027 and fiscal year 2027/2028; appropriate unencumbered Parklands Funds (Fund 31) in the amount of $105,674; Appropriate unencumbered Parklands Funds (Fund 31) in the amount of $105,674; $697,068 from Assigned - Parkland Capital Projects (Fund 01); and $242,656 from unencumbered General Fund Balance (Fund 01); and Approve additional expenditures not to exceed 5% of the annual contract amount, which is approximately $70,000, for a possible completion bonus; and Authorize the City Manager to Execute all Contract Documents.
ACTION: A friendly amendment was made by Mayor Roos, and seconded by Council Member Kemps, to adopt revised Resolution No. R23-29 with the change that the funding source for $513,318 that was to come from the assigned Parklands Capital Projects fund; and $426,406 that was to come from unencumbered General Fund Balance, come from the General Fund Balance.
The motion unanimously carried by the following roll call vote: 2zi, animps ly casia by the following roll cace, come from the General Fund Balance.
AYES: Lozzi, Kemps, McGowan, Murdock, and Roos.
NOES: None
ABSENT: None.
ADJOURNMENT
There being no further business to come before the city council, the meeting was adjourned at 5:46 pm.
RESPECTFULLY SUBMITTED,
Caul Coun
Carol Cowley, Interim City Clerk
PROVED:
Jim Roos, Mayor
CITY COUNCIL MINUTES 3
SPECIAL MEETING OF AUGUST 2, 2023