For City Council Meeting May 28, 2024
TO: Honorable Mayor and City Council
APPROVAL: G. Michael Milhiser, Interim City Manager
FROM: Tim Sullivan, Director of Maintenance and Facilities
Title
Request City Council to: 1) Award a Contract Services Agreement with West Coast Arborists, Inc., a California C Corporation, for Tree Trimming and Removal Services for Fiscal Year 2024/2025 in the Amount of $550,000; and 2) Authorize the City Manager or their Designee to Execute all Related Documents.
(ACTION)
Body
RECOMMENDATIONS:
Staff requests that the City Council:
1. Award a Contract Service Agreement to West Coast Arborists Inc., in the amount of $550,000 for Fiscal Year 2024/2025; and
2. Authorize the City Manager or their Designee to execute all related documents.
BACKGROUND:
The care of City-owned trees is an important responsibility assigned to the Maintenance and Facilities Department under Municipal Code 11.08.020- Street Trees, Jurisdiction and Control: “The planting and maintenance of all trees in or upon any street, park, parkway or public property in the city, and the pruning, trimming and removal of the same, shall be at all times subject to the supervision of the director, under the authority of the city council.”
The City currently has an estimated inventory of 23,029 publicly maintained trees, trimmed on an approximate six-year cycle based on available funding.
On June 30, 2024, the City will have completed a five-year contract with West Coast Arborists, Inc. (WCA) for a commutative total expenditure of $2,451,622.
WCA provides essential support for the maintenance and health of the City's trees. From 2019 to 2024, WCA has completed various tree care tasks, such as planting, trimming, and updating a tree inventory. Currently, the estimated value of the City’s urban forest is $65.6 million. A performance summary for Fiscal Years 2019-2024 is summarized in Table 1 below.
Table 1
ANALYSIS/DISCUSSION:
On April 3, 2024, the City of Rialto released a Request for Bids (RFB) #24-025 for Tree Management Services and published the Notice Inviting Bids on the PlanetBids.com website. The City’s Purchasing Department received five (5) Bids. A copy of the Bid Abstract is included as Attachment 1.
The lowest responsible and responsive bid was submitted by West Coast Arborists. Staff reviewed the bid and found WCA to be properly licensed and qualified. Staff recommends that the City Council accept the bid received by WCA as the lowest responsible and responsive bidder. A copy of WCA’s Disclosure Form is included as Attachment 2, and a copy of the Contract Services Agreement is included as Attachment 3.
The Contract Services Agreement with WCA will be a multi-year contract for an initial three (3) year term beginning July 1, 2024, through June 30, 2027, with the option to extend the agreement for two (2) additional one (1) year terms expiring June 30, 2029, which has been agreed upon by both parties and based on satisfactory performance.
ENVIRONMENTAL IMPACT:
The request is not a “Project” as defined by the California Environmental Quality Act (CEQA). Pursuant to Section 15378(a), a “Project” means the whole of an action, which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. According to Section 15378(b), a Project does not include: (5) Organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
GENERAL PLAN CONSISTENCY:
This action is consistent with Guiding Principle 3A in the General Plan:
Our City government will lead by example, and will operate in an open, transparent, and responsive manner that meets the needs of the citizens and is a good place to do business.
LEGAL REVIEW:
The City Attorney’s Office has reviewed the agreement and approved it as to form.
FINANCIAL IMPACT:
Operating Budget Impact
The operating budget will incur costs for tree trimming, removals, stump grinding, and emergency callouts within Landscape Maintenance Districts and City-owned properties. $550,000 is budgeted and available in the following accounts for Citywide Tree Trimming and Removal Services for Fiscal Year 2024/2025.
Capital Improvement Budget Impact
This action has no impact on the capital improvement budget.
Business Licensing:
Prior to the execution of the Contract Services Agreement, the vendor shall submit a yearly business license application and pay a Business License tax at the rate of $604, as well as Administration and State fees.