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APROVE MOTION TO APPROVE THE SPECIFICATIONS AND AWARD A SERVICE CONTRACT TO WEST COAST ARBORISTS, INC. FOR EMERGENCY ON-CALL TREE SERVICES
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Approve the specifications for Emergency On-Call Tree Services, Project No. OM-17-047.
2. Award a multi-year Service Contract in the amount of $572,400 to West Coast Arborists, Inc., of Stockton, CA, and authorize up to two one-year extensions to this contract.
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
Public Works supplements the City’s tree staff with contracted vendor services during storms and other emergency events. On April 26, 2017, one bid was received for the Emergency On-Call Tree Services, Project No. OM-17-047. Staff recommends awarding the Service Contract to the responsive bidder, West Coast Arborists, Inc., of Stockton, CA, in the amount of $572,400. The initial contract will expire on June 30, 2020, with the option for two one-year extensions by mutual agreement (Attachment A). The Service Contract will be funded from the Fiscal Year (FY) 2017-18 General Fund, Parks and Street Trees operations budget.
DISCUSSION
Background
The Operations and Maintenance Division of the Public Works Department provides emergency tree services during normal and after business hours throughout the year. Emergency tree services include removal of downed trees, limbs on homes or vehicles, and trees blocking streets. During extreme weather events, the City relies on a tree services contractor to supplement staff response to the emergency call-outs, as often there are simultaneous tree emergencies. In addition, during larger storm events, dispatch calls for tree emergencies typically continue over extended periods, requiring contracted assistance to accommodate shift work.
Emergency tree services are currently provided by West Coast Arborists, Inc. under Contract No. 2016-05-20-8001. This contract was administratively approved with an initial value of $70,000 for FY 2016-17. This amount reflected the typical annual expenditure history for this activity. However, a significant increase in seasonal storm damage resulted in total expenditure projections well beyond $70,000 for the fiscal year. On December 13, 2016, by Motion No. 2016-12-13-1211, Council approved Contract Change Order No. 1, in the amount of $150,000, bringing the total annual contract for emergency tree services to $220,000 for FY 2016-17. Based on staffing resources and the condition of the City’s tree inventory, staff expects this expenditure trend to continue. A new bid document, based on current estimated quantities, was developed to replace the existing contract.
The City entered into a Community Workforce and Training Agreement (CWTA) with the San Joaquin Building and Construction Trades Council, AFL-CFO in August of 2016. The CWTA applies to any construction project with a value of one million dollars or more. This on-call Service Contract is not a construction contract and is less than one million dollars, therefore the CWTA does not apply.
Present Situation
On April 26, 2017, one bid was opened with the following result:
|
COMPANY NAME |
BID AMOUNT |
|
West Coast Arborists, Inc., Stockton, CA |
$572,400 |
The Local Employment Ordinance, Stockton Municipal Code section 3.68.095, applies to this contract.
West Coast Arborists, Inc.’s bid was regular in all respects, and they have the proper license to perform the work. Staff recommends awarding a multi-year Service Contract for Emergency On-Call Tree Services, Project No. OM-17-047, to the responsive bidder, West Coast Arborists, Inc., in the amount of $572,400 (Attachment A). The annual cost for year one will be $190,800. Future funding will be allocated during the annual budget process. The initial contract expires on June 30, 2020, with the option for two one-year extensions by mutual agreement.
FINANCIAL SUMMARY
The Service Contract with West Coast Arborists, Inc. for Emergency On-Call Tree Services, Project No. OM-17-047 is proposed to be funded from the FY 2017-18 General Fund, Parks and Trees Section. Sufficient funding is available for the first year of the proposed Service Contract. This contract will be funded on an annual basis as noted in the following table:
|
General Fund, Parks Maintenance and Repair Services |
010-3070-590 |
$ 63,600 |
|
General Fund, Street Trees Maintenance and Repair Services |
010-3071-590 |
$127,200 |
Future funding will be allocated during the annual budget process. There is no additional impact to the City’s General Fund or any other unrestricted fund as a result of taking this action.
Attachment A - Service Contract with West Coast Arborists, Inc.