City of Sacramento
City Council - 5PM Report
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File ID: 2023-00371 6/13/2023 Consent Item 4.
Non-Professional Services Contract Supplemental #3: Tree Pruning and Removal Service in Parks [Published for 10-Day Review 6/2/2023]
File ID: 2023-00371
Location: Citywide
Recommendation: Pass a Motion: 1) authorizing the City Manager or the City Manager’s designee to execute Supplemental No. 3 to City Agreement No. PRC001957 with West Coast Arborist, Inc. for tree pruning and removal service in parks, bringing the potential three-year contract term to a not-to- exceed amount up to $4.5 million.
Contact: Shawn C. Aylesworth, Park Maintenance Manager, (916) 808-4070, [email protected], Youth, Parks, & Community Enrichment Department Presenter: None
Attachments:
1-Description/Analysis
2- Non-Professional Services Contract Supplemental #3: Tree Pruning and Removal Service in Parks
File ID: 2023-00371 6/13/2023 Consent Item 4.
Additional Description/Analysis
Issue Detail: The Department of Youth, Parks, & Community Enrichment (YPCE) is responsible for providing quality maintenance and pruning of park trees that ensures continued long-term health in our urban forest within our park system. Tree maintenance and tree pruning requires the use of an outside contractor. YPCE’s Park Maintenance Division and Department of Public Works’ Urban Forestry Division do not have staff for comprehensive tree care services within city parks.
On July 19, 2022, Council (File ID: 2022-01238) authorized the City Manager or the City Manager’s designee, to execute a contract (PRC001957) with West Coast Arborists, Inc. for tree pruning and removal within city parks for an amount not to exceed $3 million for a contract term not to exceed 3 years.
Due to the winter storms in 2022/2023 involving downed and uprooted trees, fallen tree limbs, and debris within the parks, the contract amount has been nearly exhausted due to unanticipated additional spending of $1.5 million for storm response expenses.
YPCE is requesting authorization for the City Manager or the City Manager’s designee to execute Supplemental No. 3 increasing the not-to-exceed amount of the contract by $1.5 million (equal to the unanticipated emergency storm response) to $4.5 million. Approving Contract Supplement No. 3 will allow YPCE to continue to address previously planned and approved tree maintenance in addition to potential future emergency response as required.
Policy Considerations: The recommendations in this report are in accordance with the provisions of the City Code 3.56 related to the purchase of services and supplies.
The Sacramento City Code Section 4.04.020 and Council Rules of Procedure (Chapter 7, Section E.2.d) mandate that unless waived by a 2/3 vote of the City Council, all labor agreements and all agreements greater than $1,000,000 shall be made available to the public at least ten (10) days prior to council action. This item was published for 10-day review on June 2, 2023, in compliance with the City Code.
Economic Impacts: None.
Environmental Considerations:
California Environmental Quality Act (CEQA): Continuing maintenance activities, such as tree pruning and removal services, are not considered a “project” for the purposes of CEQA pursuant to Section 15378(b)(2) of the CEQA Guidelines (Title 14 Cal. Code Reg. § 15000 et seq.). Therefore, no environmental review is necessary.
Sustainability: The proposed action is consistent with the Parks Master Plan in preserving and
File ID: 2023-00371 6/13/2023 Consent Item 4.
protecting the City’s urban forest within parks.
Commission/Committee Action: None.
Rationale for Recommendation: On April 1, 2021, the Maintenance Services Division of the Department of Public Works released RFP P21151811003 to solicit qualified contractors to provide tree pruning services. Staff received proposals from West Coast Arborists, Inc., A & E Arborists Tree Care, and Atlas Tree Surgery. Using the criteria below, which was established in the RFP process, a three-member panel from Urban Forestry thoroughly reviewed and weighed each of the proposals.
West Coast Arborists, Inc. was determined to be the most qualified contractor to provide tree pruning services, based on the following evaluation criteria:
1. Capabilities, qualifications, and experience. (Weighted 30%)
2. References. Preference was given to local government client references. (Weighted 30%)
3. The relative value offered by competitive pricing. (Weighted 40%) On July 19, 2022, Council authorized YPCE to contract with West Coast Arborists, Inc. for tree pruning and removal within City parks for an amount not to exceed $3 million over the term of 3 years.
In response to the winter storms in 2022/2023 involving downed and uprooted trees, fallen tree limbs, and debris within the parks, YPCE incurred unanticipated clean-up costs of $1.5 million.
Approving this proposed Supplemental No. 3 would increase the not-to-exceed amount of the contract by $1.5 million to cover the unanticipated emergency storm response and allow YPCE to complete storm clean-up and address previously planned and approved tree maintenance.
Financial Considerations: The original contract for the period beginning July 2022, had a not-to- exceed amount of $1 million. Supplement No. 1 increased the contract total to $2 million and executed the first contract extension through June 30, 2024. Supplement No. 2 increased the contract by an additional $1 million bringing the total not-to-exceed to $3 million. The proposed Supplement No. 3 in the amount of $1.5 million will bring the total not-to-exceed to $4.5 million over the three-year contract. Provided sufficient funds are available in the budget adopted for the applicable fiscal year, the final extension of the contract may be executed through June 30, 2025.
Local Business Enterprise (LBE): West Coast Arborists, Inc. is an LBE.