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APPROVE MOTION TO AWARD A PROFESSIONAL SERVICES CONTRACT FOR PROFESSIONAL TREE SERVICES FOR STOCKTON URBAN FOREST INVENTORY
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RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Approve findings pursuant to Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bidding process.
2. Award a Professional Services Contract to West Coast Arborist, Inc. of Anaheim, CA, in the amount of $600,000, for Professional Tree Services for Stockton Urban Forest Inventory, Project No. OM-24-085/WE22052.
It is also recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this motion.
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Summary
The Public Works Department manages the City’s inventory of trees. An accurate inventory and health assessment of the City’s tree canopy is essential in developing a sustainable urban forestry plan. The location of City trees is identified on a Geographic Information System (GIS) layer and tracked within Cityworks, the computerized maintenance management system utilized by Public Works.
On August 5, 2024, the City advertised a Request for Proposals (RFP) for Professional Tree Services for Stockton Urban Forest Inventory, Project No. OM-24-085/WE22052. On August 28, 2024, four firms submitted proposals for this project. The Selection Committee evaluated the proposals and found West Coast Arborist, Inc. of Anaheim, CA, to be the most qualified and highest ranked firm. Work is expected to begin in spring 2025 and be completed in fall of 2025, weather permitting.
It is recommended that Council approve a motion authorizing the City Manager to execute a Professional Services Contract, in the amount of $600,000, with West Coast Arborist, Inc. for Professional Tree Services for the Stockton Urban Forest Inventory, Project No. OM-24-085/WE22052 (Attachment A).
DISCUSSION
Background
In 2013, the City conducted an inventory count of park and street trees. The inventory identified approximately 99,000 trees. Since this assessment, new neighborhoods have been built, and trees have been planted and removed.
The inventory has not been updated in over 12 years, and there is a need to assess the location, health, and size of all City trees. The inventory will include all trees in areas identified by the City, cataloging individual tree attributes as defined by CalFire, and the City’s desired data set. It will also identify dead, dying, diseased trees, young trees, and current health and maintenance needs. A complete tree inventory will help facilitate workload management, budgeting, public safety, and proactive maintenance of the urban forest. Additionally, with an accurate health assessment of City trees, Public Works can develop a comprehensive Citywide urban forestry plan to include recommendations and budgeting for disease spraying, pruning, and a replanting plan.
Present Situation
On August 5, 2024, the City advertised an RFP for Professional Tree Services for Stockton Urban Forest Inventory, Project No. OM-24-085/WE22052. On August 28, 2024, four proposals were received from the following:
• Davey Resource Group, Inc. (Kent, OH)
• Dudek, Inc. (Encinitas, CA)
• PlanIT Geo, Inc. (Wheat Ridge, CO)
• West Coast Arborists (Anaheim, CA)
The Selection Committee, comprised of IT and Public Works staff, evaluated and ranked all proposals based on each firm’s experience, references, quality of work, qualifications of staff, ability to meet the City’s required response times, ability to integrate with Cityworks, and cost.
The Selection Committee conducted interviews with Dudek, Inc. and West Coast Arborist, Inc., as they received the highest scores. West Coast Arborist, Inc. of Anaheim, CA, was selected as the most qualified contractor to perform the work.
It is recommended that Council approve a motion authorizing the City Manager to execute a Professional Services Contract, in the amount of $600,000, to West Coast Arborist, Inc. for Professional Tree Services for Stockton Urban Forest Inventory, Project No. OM-24-085/WE22052 (Attachment A).
Findings
Pursuant to Stockton Municipal Code (SMC) section 3.68.070, Council may approve findings which support an exception to the competitive bidding process. These findings include:
1. The City does not have sufficient staff and expertise to complete this project.
2. The scope of the tree services requires an experienced, qualified, and certified firm that specializes in urban forestry.
3. Stockton Urban Forest Inventory requires a qualified contractor who can successfully provide a GIS database and an International Society of Arboriculture certified team.
4. Use of the RFP process is appropriate for this Professional Services Contract because it relies on the evaluation of professional qualifications and performance as the basis for selection of a vendor. Use of the criteria helps ensure the selection of a vendor that will provide the highest quality professional service, which is in the public interest.
5. The City negotiated a contract following solicitation of competitive proposals in accordance with SMC section 3.68.070.A.3.
FINANCIAL SUMMARY
There are sufficient funds in the Citywide Tree Maintenance, Project No. WE22052, to award a Professional Services Contract in the amount of $600,000 to West Coast Arborist, Inc. of Anaheim, CA, for Professional Tree Services for Stockton Urban Forest Inventory, Project No. OM-24-085/WE22052.
There is no impact to the City’s General Fund or any other unrestricted fund as a result of taking the recommended actions.
Attachment A - Professional Services Contract with West Coast Arborist, Inc.