MEETING DATE:
December 10, 2024
SUBJECT:
Title
RESOLUTION NO. 2024-9394 - AWARDING A CONTRACT FOR CITYWIDE TREE MAINTENANCE SERVICES AND DELEGATING AUTHORITY TO THE CITY MANAGER TO NEGOTIATE, FINALIZE, AND EXECUTE THE CONTRACT WITH WEST COAST ARBORISTS, INC.
Body
Recommendation
Recommendation
ADOPT a resolution awarding a contract for citywide tree maintenance services and delegating authority to the City Manager to negotiate, finalize, and execute the contract with WEST COAST ARBORISTS, INC. for a maximum of four (4) years with an annual not-to-exceed budget of $750,000.
Body
Board or Commission Action
Not Applicable
Relevant Council Strategic Theme
Planning for the Future
Dynamic and Responsive Service Delivery
Good Governance
Relevant Department Goal
Not Applicable
Executive Summary
The Public Works Department manages a citywide tree inventory of over 27,000 trees within the City’s parks, trails and public rights of way. The Department contracts for this service with West Coast Arborists, Inc., which contract expired on December 2, 2024. Staff is recommending award of a new 4-year agreement with West Coast Arborists for the as-needed maintenance of trees throughout the City. Approval of this resolution will award a multi-year contract to West Coast Arborists, Inc. for ongoing as-needed tree maintenance services for city parks, trails, and rights of way in an amount not to exceed $750,000 annually for the term of the contract
Discussion
The Public Works Department desires to contract with a qualified tree maintenance contractor to provide ongoing tree maintenance services throughout city parks, trails, and rights of way. The current contract was executed in 2019 with a 5-year term. Staff has evaluated the expertise, quality, and value of the work performed by West Coast Arborists, and as a result of the team’s evaluation, staff seeks City Council’s approval to award a new 4 year contract to West Coast Arborists, Inc.
Pursuant to the City’s cooperative purchasing authority to procure goods and services based upon another public agency’s contract when the administering agency has made its purchases in a competitive manner, in accordance with the City’s purchasing authority as set forth in SMMC §2.30.110, staff seeks to utilize the competitively procured services conducted by the County of Orange, California for Arborist Services (Bid 057-2465901-YG). The cost will continue to be shared between the General Fund (100), the Lighting & Landscape Maintenance District Fund (202) and the CFD 98-02 Lighting and Landscaping Fund (205).
Staff recommends that City Council approve the award of a multi-year contract for citywide tree maintenance services, in an amount not to exceed $750,000 annually and authorize the City Manager to negotiate, finalize and execute the contracts and related documents with West Coast Arborists, Inc.
Environmental Review
The activity performed under this action is not a “Project” as defined under Section 15378 of the CEQA Guidelines, and is therefore not subject to environmental review pursuant to CEQA Guidelines section 15060(c)(3).
Fiscal Impact
Funding to support this agreement was requested in the FY25 General Fund (103035), Lighting and Landscape Maintenance District Fund (202) and the CFD 98-02 Lighting and Landscaping Fund (205).
The award of the subject contract does not commit the City to any future expenditure.
Attachment(s)
Resolution
Prepared by: Tim Selke, Public Works Manager
Submitted by: Tim Selke, Public Works Manager
Reviewed by: Darren Chamow, Public Works Director
Approved by: Michelle Bender, City Manager