TO: HONORAB LE MAYOR FROM: Rick Bruneau
AND CITY COUNCIL
SUB
JECT: SEE BELOW DATE: July 31, 2023
Approved Date
8/7/23
SU
BJECT: ACTIONS RELATED TO THE PURCHASE ORDERS WITH
BRIGHTVIEW TREE CARE SERVICES, INC. DBA COMMERCIAL TREE
CARE FOR STRUCTURAL TREE PRUNING AND MANAGED CARE
SERVICES
RECO
MMENDATION
Adopt
a resolution authorizing the City Manager or designee to negotiate and execute purchase orders with Brightview Tree Care Services, Inc. dba Commercial Tree Care (San José, CA) to extend services for up to two additional one-year option terms for a total of nine options through August 28, 2025, subject to the appropriation of funds.
SUM
MARY AND OUTCOME
Au
thorizing the City Manager to take this action will allow the City to continue to receive tree pruning and managed care services.
BACK
GROUND
The
Departments of Parks, Recreation, and Neighborhood Services, Public Works, and Transportation are responsible for overseeing tree care services at various locations city-wide.
The services required include routine tree maintenance such as pruning, removal, planting, integrated pest management, and emergency clean-up of hazardous trees as needed to preserve the City's tree canopy. As a result of a competitive solicitation, the initial award for these services was approved by City Council in March 2014 with the last option expiring February 28, 2021. An extension of services through two additional one-year option terms was authorized by City Council in May 2021
1. The last option with Commercial Tree Care was further extended through August 28, 2023, under the City Manager’s authority. 1 May 2021, Resolution: https://records.sanjoseca.gov/Resolutions/RES%2079997.pdf COUNCIL AGENDA: 8/22/23
FILE: 23-1083
ITEM: 3.4
HONORABLE MAYOR AND CITY COUNCIL
July 31, 2023
Subject: Actions Related to the Purchase Order with Brightview Tree Care Services, Inc. DBA Commercial Tree Care for Structural Tree Pruning and Managed Care Services
ANALYSIS
Staff had been working on developing a new solicitation for tree care services. Those efforts were suspended when the state enacted Senate Bill 1383 so staff can review and understand its provisions. Senate Bill 1383 created new regulations that affect the procurement of recycled organic products such as compost, mulch, and materials used in landscaping and tree care services. City staff have now reviewed those regulations and are in a position to resume efforts on the new competitive solicitation. The tree care services solicitation currently in development will incorporate requirements needed to comply with Senate Bill 1383.
Approval of this recommendation will ensure the City continues to receive these services with minimal impact to operations pending completion of the new solicitation.
EVALUATION AND FOLLOW-UP
This memorandum will not require any follow-up from staff.
COST SUMMARY/IMPLICATIONS
The table below identifies the total amount of the purchase orders for the eighth option term for the period of August 29, 2023 through August 28, 2025. These services will be utilized as required and the total cost may vary depending on tree care servicing needs. Ongoing annual costs for services will be requested as part of the City’s annual budget process and will be subject to the appropriation of funds.
1. AMOUNT OF RECOMMENDATION $4,200,000
2. COST ELEMENTS (for next annual option beginning 8/29/2023) - As Needed Tree Care Services $4,200,000
TOTAL OPTION AMOUNT $4,200,000
HONORABLE MAYOR AND CITY COUNCIL
July 31, 2023
Subject: Actions Related to the Purchase Order with Brightview Tree Care Services, Inc. DBA Commercial Tree Care for Structural Tree Pruning and Managed Care Services
BUDGET REFERENCE
The table below identifies the fund and appropriations to fund the purchase orders recommended as part of this memorandum.
Fund
#
Appn
# Appn. Name
Total
Appn
Amt. for
Recommendation
2023-2024
Operating
Budget Pg.*
Last Budget
Action (Date,
Ord. No.)
001 0512 Non-Personal/Equipment $23,701,906 $400,000 751 6/20/23, 30933
001 3649 Emergency Street Tree
Service
$500,000 $500,000 811 6/20/23,
30933
465 403Q Pavement Maintenance –
VTA 2016 Measure B
$27,130,000 $800,000 817** 6/20/23,
30933
498 415Y Pavement Maintenance –
Measure T Bond
$37,651,000 $800,000 767** 6/20/23,
30933
344 0512 Non-Personal/Equipment $182,000 $60,000 874 6/20/23, 30933
369 0512 Non-Personal/Equipment $1,798,800 $300,000 867 6/20/23, 30933
373 0512 Non-Personal/Equipment $844,800 $140,000 868 6/20/23, 30933
001 0642 Non-Personal/Equipment $39,673,333 $1,200,000 626 6/20/23, 30933
* The 2023-2024 Adopted Operating and Capital Budgets were approved on June 13, 2023 and adopted on June 20, 2023 by the City Council.
** Refers to the City’s 2023-2024 Proposed Capital Budget.
COORDINATION
This memorandum has been coordinated with the City Attorney’s Office, City Manager’s Budget Office, Departments of Parks, Recreation, and Neighborhood Services, Public Works, and Transportation.
PUBLIC OUTREACH
This memorandum will be posted on the City’s Council Agenda website for the August 22, 2023 City Council meeting.
COMMISSION RECOMMENDATION AND INPUT
No commission recommendation or input is associated with this action.
HONORABLE MAYOR AND CITY COUNCIL
July 31, 2023
Subject: Actions Related to the Purchase Order with Brightview Tree Care Services, Inc. DBA Commercial Tree Care for Structural Tree Pruning and Managed Care Services
CEQA
Categorically exempt, File No. ER23-151, CEQA Guidelines Section 15301, Existing Facilities.
PUBLIC SUBSIDY REPORTING
This item does not include a public subsidy as defined in section 53083 or 53083.1 of the California Government Code or the City’s Open Government Resolution.
/s/
RICK BRUNEAU
Director of Finance
For questions, please contact Albie Udom, Deputy Director of Finance – Purchasing & Risk Management, at [email protected].