CITY OF SIGNAL HILL
STAFF REPORT
2175 Cherry Avenue • Signal
Hill, California 90755-3799
4/26/2022
AGENDA ITEM
TO:
HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM:
THOMAS BEKELE
PUBLIC WORKS DIRECTOR
SUBJECT:
PROFESSIONAL CONSULTANT SERVICES AGREEMENT WITH SWA GROUP, INC.
TO PREPARE AN UPDATE TO THE STREET TREE MASTER PLAN
Summary:
The City Council will consider entering into a Professional Consultant Services Agreement with SWA Group, Inc. (SWA) to prepare an update to the Street Tree Master Plan, including:
· A five-year Street Tree Master Plan;
· An amendment to the existing Tree Policy; and
· An amendment to Signal Hill Municipal Code Chapter 12.05 - Tree Planting Standards.
Recommendation:
Authorize the City Manager to enter into a Professional Consultant Services Agreement with SWA to provide a five-year Street Tree Master Plan, for a one-year term with three additional one-year extensions, and a not-to-exceed contract amount of $100,000 in a form approved by the City Attorney.
Fiscal Impact:
The total cost of the proposed agreement is a not-to-exceed amount of $100,000. Funds are available as designated in the Fiscal Year 2021-22 Public Works Engineering and Project Services Division Operating Budget (Account No. 100-91-5400).
Strategic Plan Objectives:
Goal No. 4: Maintain and improve the public infrastructure.
Goal No. 5: Ensure an enhanced quality of life for the residents.
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Background:
There are approximately 3,400 street trees in the City, planted in the public right-of-way, generally located within a landscaped parkway or sidewalk adjacent to the curb. The City receives many requests to maintain, replace, and/or remove street trees. To standardize the review process, the City established several guiding documents. Depending upon the request, the Parks and Recreation Commission and/or Sustainable City Committee may review.
Guiding Documents
In 2009, a Street Tree Committee was formed to develop a process to evaluate street tree related issues. The committee ultimately developed the Signal Hill Street Tree Policy. The goal of the policy was to provide staff a consistent methodology when assessing street tree related issues, such as maintenance, removal/replacement, and property owner responsibilities.
The 2010 Street Tree Master Plan Update included a Street Tree Inventory Analysis, a Street Tree Planting Schedule, and a Street Tree Species Palette. The plan established standards for street tree planting, removal, replacement, and maintenance, created a sense of community, and minimized maintenance costs.
In 2011, the Street Tree Policy was revised and the Council adopted Signal Hill Municipal Code Chapter 12.05 - Tree Planting Standards to establish the recommended standards from the Street Tree Master Plan and an accompanying Street Tree Master Plan Update. The provisions of Chapter
12.05 were not intended to be applied to trees located in City parks or on private property, including private streets and property owned and maintained by homeowner’s associations.
Analysis:
In recent years, staff has spent considerable resources maintaining street trees and responding to citizen requests. Staff recognizes that the City’s Street Tree Master Plan has not been updated since 2010 and while the plan still serves as a guideline, due to significant changes in the urban forest, private development in the City, and overall community variation, an update is appropriate.
On February 4, 2022, staff issued a Request for Proposals (RFP) for the Street Tree Master Plan Project (Attachment A). Responses were due on March 3, 2022.
The scope of work includes:
1) Update the 2010 Master Plan to provide a new five-year Street Tree Master Plan; 2) Amend the existing Street Tree Policy; and
3) Amend Signal Hill Municipal Code Chapter 12.05 - Tree Planting Standards.
The awarded consultant is expected to complete the following tasks:
1) Perform an audit of the existing Street Tree Inventory to assess the health, viability, and condition of the City's urban forest. Perform an audit of trees that are in the public right-of-way versus those that are located on private property.
2) Review all written procedures, policies, and ordinances, including the tree planting palette and CITY OF SIGNAL HILL Page 2 of 5 Printed on 4/21/2022
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tree care standards, and provide recommendations in accordance with current best practices. 3) Meet with staff to review deliverables and schedules and identify criteria for developing the Street Tree Master Plan Update.
4) Identify best practices for tree care including pruning cycles and zones, pest control, and community involvement opportunities.
5) Engage community stakeholders through an outreach program and education campaign, and assist staff in facilitating a minimum of five stakeholder activities. 6) Prepare a recommended work plan and budget.
7) Review the City’s tree maintenance contract and provide feedback.
Circulation Process
On February 4, 2022, the RFP was posted on the City’s website, at the City’s public notice locations, on PlanetBids via the City’s online portal, and published in the Signal Tribune newspaper. The City received four proposals from the following firms:
1. SWA
2. PlanIT Geo
3. Dudek
4. West Coast Arborist (WCA)
Evaluation Process
The City utilized a three-member review committee consisting of the Public Works Director, Associate Engineer, and Management Analyst. The committee reviewed the proposals with a focus on the following criteria:
· Qualifications of the Firm: Technical experience in performing work of a similar nature, experience working with public agencies, and strength and stability of the firm. · Proposed Team and Organization: Qualifications of proposed personnel and key personnel, logic of organization, adequacy of labor commitment and resources to satisfactorily perform the requested services and meet the City's needs.
· Commitment and Availability: Firm’s current workload and ability to demonstrate and deliver the project based on the committed resources and within the proposed defined schedule. · Detailed Work Plan: Thorough understanding of the City's requirements and objectives, logic, clarity, specificity, and overall quality of work plan. · Defined Approach: Approach to carry out and acquire the field review data, perform the design in an efficient and effective manner, and deliver a quality final work product consistent with the proposed project schedule.
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The ranking criteria was weighted as follows:
The results of the evaluation process were as follows:
Consultant Selection
On March 29, 2022, the review committee interviewed all consultants and determined SWA to be the best qualified firm. SWA’s proposal was very well organized and had a defined approach and methodology. SWA has significant experience with Forest and Landscape Master Plans and has produced plans for Long Beach, Agoura Hills, and Thousand Oaks. SWA provided competent responses to all questions affirming their understanding of the project.
Upon contract award, staff will issue a Notice to Proceed in May 2022 with an anticipated scope of work completion date in November 2022. The contract will expire in May 2023.
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Reviewed:
_________________________
Sharon del Rosario
Approved:
_________________________
Hannah Shin-Heydorn
Attachments
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