July 11, 2023
Public Works
DATE: July 11, 2023
TO: Mayor Martinez and Members of the City Council
FROM: Daniel Chavarria, Director of Public Works
Greg Hardesty, Parks Maintenance Superintendent
Subject Proposed Contracts for On -Call Tree Trimming, Pruning and Tree Removal Services on an As-Needed Basis
FINANCIAL IMPACT: Each on-call contract will have a capacity of $500,000 for a term of three years with two optional one-year
extensions. In conformance with City policy, eligible
funds will be budgeted in the Public Works Parks
Maintenance Division budget and encumbered prior to
issuance of individual Work Authorizations for
performance of specific services.
PREVIOUS COUNCIL
ACTION:
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STATEMENT OF THE
ISSUE:
Public Works staff is recommending approval of standing contracts for On-Call Tree Trimming, Pruning and Tree
Removal Services with Julian Tree Care (Richmond),
The Professional Tree Care Co. (Berkeley) and Sierra
Tree Company (Rohnert Park).
AGENDA
REPORT
July 11, 2023
RECOMMENDED ACTION ADOPT a resolution awarding on-call contracts for tree trimming, pruning, and tree removal services on an as-
needed basis with three vendors (Julian Tree Care, The Professional Tree Care Co., and Sierra Tree Company),
in an amount not to exceed $500,000 per vendor, for
three-year terms beginning July 11, 2023 through June
30, 2026, with two optional one-year extensions, in an
amount not to exceed $300,000 per vendor for the
additional two-year period – Public Works Department
(Daniel Chavarria 510-620-5478/Greg Hardesty 510-620-
6920).
DISCUSSION:
The City has experienced a sharp increase in city-wide tree maintenance needs, including removal of tree stumps, pruning of tree canopies, pruning of tree roots in conjunction with the City’s sidewalk maintenance program, responding to downed trees due to inclement weather, and general tree care.
To respond to these increasing demands, the City of Richmond solicited bids on June 6, 2023, for city-wide on-call tree trimming, pruning , and tree removal services on an as- needed basis . On June 23, 2023, eight bids were received. The bids were reviewed by Greg Hardesty (Parks Maintenance Division Superintendent), Mark Maltagliati (Parks Maintenance Division Supervisor), and Daniel Chavarria (Director of Public Works).
To establish a baseline for competitive bidding, Public Works staff included a bid sheet in the solicitation. The unit costs and resulting total costs provided by bidders serve as a basis for establishing the lowest responsive and responsible bidder. This process also ensures each vendor has a set unit cost for services when work is performed under this contract. The total amount for each contract includes a not-to-exceed amount to cap the work that can be performed during the term of the contract. The following is a tabulation of the bids that were received:
West Coast Tree Service, Inc., Anderson $18,733
Sierra Tree Company, Rohnert Park $20,100
The Professional Tree Care Co., Berkely $21,950
Julian Tree Care, Richmond $26,495
West Coast Arborists, Inc., Pinole $32,945
Skyview Tree Experts, Santa Rosa $35,125
Best Quality Tree Service, San Pablo $38,065
Brightview Tree Care Service, Pasadena $79,520
West Coast Tree Service, Inc., withdrew their bid.
The three lowest responsive responsible bids were determined to be:
July 11, 2023
Julian Tree Care (Richmond)
The Professional Tree Care Co. (Berkeley)
Sierra Tree Company (Rohnert Park)
Public Works staff recommends awarding three-year standing on-call contracts for $500,000 each to Julian Tree Care, The Professional Tree Care Co., and Sierra Tree Company, with two optional one-year extensions for each firm, in an amount not to exceed $300,000 per vendor for the additional two-year period.
DOCUMENTS ATTACHED:
Attachment 1 – Resolution
Attachment 2 – Julian Tree Care Contract
Attachment 3 – The Professional Tree Care Co. Contract
Attachment 4 – Sierra Tree Company Contract
Attachment 5 – Bidsonline Report
Attachment 6 – Canvass of Bids
Attachment 7 – Request for Bids