TO:
FROM:
Honorable Mayor and City Council
Department of Public Works
n
December 5, 2022
SUBJECT: CONTRACT AWARD TO MARIPOSA TREE MANAGEMENT INC. FOR
HARDWOOD TREE TRIMMING AND MAINTENANCE FOR AN
AMOUNT NOT-TO EXCEED $3,503,500 FOR UP TO FIVE YEARS
RECOMMENDATION:
It is recommended that the City Council:
1. Find the project (Contract of Hardwood Tree Trimming and Maintenance) is 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. Accept the bid dated August 4, 2022 submitted by Mariposa Tree Management Inc. in response to project specifications for Hardwood Tree Trimming and Maintenance, reject all other bids received, and authorize the City Manager to enter into a four year contract not-to-exceed $2,802,800 (which includes a $254,800 contingency); and authorize the City Manager to extend the contract for up to one additional one year term not-to-exceed an annual amount of $700,700 (including $63,700 contingency}, subject to the approval of the City Manager, for a maximum total contract amount of $3,503,500 over a maximum contract length of five years.
BACKGROUND:
The City of Pasadena has a rich tradition of maintaining mature city trees, having been awarded a Tree City USA designation for 32 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. rhe proposed contract is for the pruning of hardwood trees located in the public right-bf-way, parks, medians, libraries, and other landscaped areas. ~=-=· =· =·==,=· :::::::::. =· ·=·• =-=, =====:::::::::::=::::::::====================================::::::::====::::::::=i M,EETING OF .;..;_;_,.c1_2~/_0..;;.....5,..,...../ _2-"--0_22----,- AGEI\JQArrEM NO. _____ 2_,..,.....,..,...,,...---,- Hardwood Tree Trimming and Maintenance Award for Mariposa Tree Management Inc December 5, 2022
To implement the five-year pruning cycle for hardwood trees and allow for additional annual pruning along Colorado Boulevard for Rose Parade route preparations, the Department of Public Works uses both City staff and contracts with outside contractors to prune approximately 7,000 hardwood trees per year. All tree trimming is done in accordance with International Society of Arboriculture and ANSI 300 standards.
On July 7, 2022, a Notice Inviting Bids was posted on the City's website Planet Bids and was published in the Pasadena Journal and the Pasadena Press on July 7, 2022. The posting generated notices to 657 vendors and was downloaded by 21 vendors of which one was local. Five responses were received by the bid closing date of August 4, 2022 and the bid results for hardwood tree trimming and maintenance are as follows:
Bidder
Mariposa Tree Management Inc., Irwindale, CA
United Pacific Services, Inc., South Gate, CA
SGD Enterprises, Van Nuys, CA
West Coast Arborists, Inc., Anaheim, CA
Thrifty Tree Service, Inc., Tarzana, CA
Amount($)
$ 637,000
$ 833,000
$ 1,015,000
$ 1,361,080
non-responsive
Mariposa Tree Managemer1t, Inc. was the lowest responsible and responsive bidder that met all of the required specifications for hardwood tree trimming and maintenance.
Since 2016, Mariposa Tree Management Inc. has received contract awards totaling $3,528,164 and currently has a contract with the City of Pasadena Department of Water and Power for $246,000 for brush clearance. Staff has confirmed the contractor's license and Department of Industrial Relations status are in good standing.
The contract amount will be set as follows:
Base
Contingency Allowance
Year 1 to 4
$2,548,000
$ 254,800
$2,802,800
Year 5 Optional
Extension
$637,000
$ 63,700
$700,700
Total Contract: $3,503,500
The contingency allowance is to cover any unforeseen circumstances, change orders, and Consumer Price Index adjustments.
Hardwood Tree Trimming and Maintenance Award for Mariposa Tree Management Inc Decembers, 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 exempts 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.
Hardwood Tree Trimming and Maintenance Award for Mariposa Tree Management Inc December 5, 2022
FISCAL IMPACT:
The cost of this contract will be $2,802,800 and the total cost of this action will be $3,503,500. Funding will be addressed by the utilization of existing budgeted appropriations under 10122090-811400.
Prepared by:
Eric Mirzaian
Public Works Administrator
Street Maintenance
Approved by:
MIGUEL MARQUEZ
City Manager
Respectfully submitted:
T~
Director of Public Works