City of Sacramento
City Council - 2PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2024-01379 8/20/2024 Consent Item 19.
Supplemental Contract: Tree Pruning and Removal Services in Parks [Published for 10-Day Review 08/08/2024]
File ID: 2024-01379
Location: Citywide
Recommendation: Pass a Motion authorizing the City Manager or the City Manager’s designee to execute Supplemental Contract No. 5 to City Agreement No. PRC001957 with West Coast Arborists, Inc. for tree pruning and removal services in parks, in the amount of $301,000 and increasing the total not-to-exceed amount to $4,801,000 over the three-year term.
Contact: Shawn C. Aylesworth, Park Maintenance Manager, (916) 808-4070, [email protected], Youth, Parks & Community Enrichment Department (YPCE) Presenter: None
Attachments:
1-Description/Analysis
2-Supplemental Contract No. 5: Tree Pruning and Removal Services in Parks 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 three years.
On June 13, 2023, Council (File ID: 2023-00371) authorized the City Manager or the City Manager’s designee, to execute Supplemental No. 3 to City Agreement No. PRC001957 with West Coast Arborists, Inc. for tree pruning and removal within city parks, bringing the potential three-year contract
File ID: 2024-01379 8/20/2024 Consent Item 19.
term to a not-to-exceed amount of $4.5 million.
Due to the winter storms in 2024 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 for storm response expenses.
YPCE is requesting authorization for the City Manager or the City Manager’s designee to execute Supplemental Contract No. 5 increasing the contract amount by $301,000, bringing the total not-to- exceed amount to $4,801,000. Approving Contract Supplemental No. 5 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 August 8, 2024, 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 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
File ID: 2024-01379 8/20/2024 Consent Item 19.
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 three years.
On June 13, 2023, Council authorized YPCE to execute supplemental contract No. 3 to city agreement No. PRC001957 with West Coast Arborists, Inc. for tree pruning and removal within city parks, bringing the potential three-year contract term to a not-to-exceed amount of $4.5 million.
In response to winter storms in 2024 involving downed and uprooted trees, fallen tree limbs, and debris within the parks, YPCE incurred unanticipated clean-up costs.
Approving this proposed Supplemental No. 5 would increase the not-to-exceed amount of the contract by $301,000 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. Supplement No. 3 increased the contract by an additional $1.5 million, bringing the total not-to-exceed to $4.5 million.
Supplement No. 4 executed the second contract extension through June 30, 2025. The proposed Supplement No. 5 in the amount of $301,000 will bring the total not-to-exceed to $4,801,000 over the three-year contract. There is sufficient funding in YPCE’s current annual operating budget for this contract.
Local Business Enterprise (LBE): West Coast Arborists, Inc. is an LBE.