Agenda. Report
TO:
FROM:
Honorable Mayor and City Council
Department of Public Works
August 1 , 2022
SUBJECT: CONTRACT AWARD TO MARIPOSA TREE MANAGEMENT INC. FOR
PALM TREE TRIMMING FOR AN AMOUNT NOT-TO-EXCEED
$2,069,100 FOR UP TO FIVE YEARS
RECOMMENDATION:
It is recommended that the City Council:
1. Find the project proposed herein categorically exempt from the California Environmental Quality Act (CEQA) in accordance with CEQA Guidelines Article 19, Section 15301 (Class 1 ), and that there are no features that distinguish this project from others in the exempt class and, therefore, there are no unusual circumstances; and
2. i) Accept the bid dated June 7, 2022, submitted by Mariposa Tree Management Inc. (Mariposa) in response to project specifications for Palm Tree Trimming; ii) reject all other bids; and iii) authorize the City Manager to enter into a contract for an amount not-to-exceed $1,655,280 over a four-year period (which includes a $150,480 contingency to provide for any necessary change orders), with the option for a one year extension in the amount of $413,820 (which includes a $37,620 contingency) at the discretion of the City Manager, for a maximum contract length of five years and a total contract amount not-to-exceed $2,069,100, inclusive of Consumer Price Index increases.
BACKGROUND:
The City of Pasadena has a rich tradition of maintaining mature city trees, having been awarded a Tree City USA designation for 3.2 years and Tree City Growth Award for 22 years. To maintain the City's urban forest, the Department of Public Works created a scheduled pruning cycle for more than 57,000 hardwood trees and 7,200 palm trees to improve the health of the urban forest and provide safe conditions within the City of Pasadena. The City established a two-year pruning cycle to care for the City's palm MEETING OF __ 0_B_/_0_l_/ ___ Z_OZ_Z_ 11 AGENDA ITEM NO. ____ _ Palm Tree Trimming Award for Mariposa Tree Management Inc.
August1,2022
trees that range between 40 to over 120 feet tall and are located in the public right-of way, parks, medians, libraries, and other landscaped areas. To implement the two-year pruning cycle and allow for additional annual pruning along Colorado Boulevard, the Department of Public Works uses both City staff and contracts with outside contractors to prune approximately 3,800 palm trees per year. All tree trimming is done in accordance with International Society of Arboriculture and ANSI 300 standards.
On May 19, 2022, a Notice Inviting Bids to Furnish and Deliver Palm Tree Pruning was posted on Planet Bids and was published in the local paper on May 26, 2022. The posting generated notices to all vendors who have previously registered with the City for this particular commodity class. A total of 21 vendors downloaded the specifications of which none were local. Five vendors submitted a bid by the bid opening date of June 8, 2022. The bids received are as follows:
Bidder
Mariposa Tree Management Inc., Irwindale, CA
Golden West Arbor Services, Inc., Pomona, CA
West Coast Arborists, Inc., Anaheim, CA
International Environmental Corporation, Arleta, CA
Julian Tree Care Inc., Richmond, CA
Amount($)
$ 376,200
$ 416,000
$ 622,200
$ 1,250,000
non-responsive
Mariposa was the lowest responsible and responsive bidder that met all of the required specifications for palm tree trimming. Since 2016, Mariposa has received contract awards totaling $1,300,287 and is currently not under contract with the City of Pasadena. Staff has confirmed the Mariposa's contractor's license and Department of Industrial Relations status are in good standing. Julian Tree Care was deemed non responsive since their bid did not include a bid bond.
The contract amounts will be set as follows:
Base Bid
Contingency Allowance
Year 1 to 4
$1,504,800
$ 150,480
$1,655,280
Year 5 Optional
Extension
$376,200
$ 37,620
$413,820
Total Contract: $2,069,100
The contingency allowance is to cover any unforeseen circumstances, increase in number of trees to be trimmed, and Consumer Price Index adjustments.
Palm Tree Trimming Award for Mariposa Tree Management Inc.
August1,2022
COUNCIL POLICY CONSIDERATION:
This project is consistent with the City Council's goals to improve, maintain, and enhance public facilities and infrastructure; support and promote the quality of life and local economy; and ensure public safety.
ENVIRONMENTAL ANALYSIS:
This project is categorically exempt from the provisions of the California Environmental Quality Act (CEQA) in accordance with Article 19, Section 15301 (Class 1), Existing Facilities. Class 1 consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use. Subsection (h) of this exemption specifically exemptions the maintenance of existing landscaping. The trimming of palm trees falls within this categorical exemption. There would be no expansion of use. Likewise, there are no features that distinguish the project from others in the exempt class and, therefore, there are no ·. unusual circumstances.
Palm Tree Trimming Award for Mariposa Tree Management Inc.
August 1, 2022
FISCAL IMPACT:
The cost of this contract will be $1,655,200 and the total cost of this action will be $2,069,100. Funding for this action will be addressed utilizing existing budgeted appropriations in Public Works Street Maintenance account 10122090-811400.
Prepared by:
Eric Mirzaian
Public Works Administrator
Street Maintenance
Approved by:
Interim City Manager
Respectfully submitted:
~ t.J TONY OLMOS, P.E.
lf Director of Public Works