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RESOLUTION NO. 2017-212 OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA ACCEPTING BIDS AND AWARDING A CONTRACT FOR CITYWIDE TREE MAINTENANCE SERVICES TO WEST COAST ARBORISTS, INC. IN AN AMOUNT NOT TO EXCEED $950,000 FOR THE UP TO FIVE-YEAR TERM OF THE CONTRACT AND APPROPRIATING $45,000 IN FISCAL YEAR 2017-18 FROM THE GAS TAX FUND TO THE URBAN FORESTRY MAINTENANCE BUDGET (4/5 VOTE REQUIRED)
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RECOMMENDED ACTION
Recommended Action
Council adopt the resolution.
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SUMMARY
On November 8, 2017, the City received three bids for citywide tree maintenance services. Funding for the contract is included within the annual Public Works Department budgets for urban forest maintenance. Today’s action is to accept the bids, award the contract to West Coast Arborists, Inc., and authorize entering into a tree maintenance services contract with the contractor.
ENVIRONMENTAL REVIEW
Environmental Notice
Environmental Notice
The Project qualifies for a Categorical Exemption pursuant to the California Environmental Quality Act State Guidelines Section 15304 Class 4 (Minor Alterations to Land) and/or Section 15301 Class 1 (Existing Facilities).
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Environmental Determination
The Director of Development Services has reviewed the proposed project for compliance with the California Environmental Quality Act (CEQA) and has determined that the project qualifies for a Categorical Exemption pursuant to State CEQA Guidelines Section 15304 Class 4 (Minor Alterations to Land) and/or Section 15301 Class 1 (Existing Facilities). Thus, no further environmental review is required.
BOARD/COMMISSION RECOMMENDATION
Not Applicable.
DISCUSSION
The City of Chula Vista’s partial urban forest tree inventory currently stands at an estimated 35,000 trees. The City contracts with a single main professional tree care company, for economies-of-scale benefit, to provide full-range tree services in the safe and sustainable management of the City’s trees.
The City’s tree maintenance services contract with West Coast Arborists, Inc. ended on October 31, 2016. Public Works staff prepared specifications and advertised the services on October 20, 2017.
On November 8, 2017 the Director of Public Works received and opened three (3) bids from Atlas Environmental Services, Inc., California Tree Service, and West Coast Arborists, Inc. respectively.
The lowest qualified bidder recommended for award is West Coast Arborists, Inc. based on the unit prices quoted by the company.
Staff recommends accepting the contractor’s bid and awarding the tree maintenance services contract to West Coast Arborists, Inc. Key provisions of the contract include but are not limited to:
The contract term is initially from November 2017 to June 30, 2018. If contractor’s work performance is satisfactory, the parties may mutually agree in writing to extend the contract for four (4) additional one (1) year periods. The annual option year renewals would be effective from July 1 to June 30 - the City’s Fiscal Year. If the contractor’s work performance is not satisfactory, the City reserves the right to not renew the contract without penalty. Prices shall be firm through June 30, 2018. If the parties agree to extend the contract for the option years, acceptable price increases may be agreed to and such increases would be based on changes in the annual San Diego Area Consumer Price Index, in an amount not to exceed 5%.
The contractor is required to pay prevailing wages to persons employed by them for the work performed under this contract and shall ensure compliance with all applicable state and local laws governing the payment of prevailing wages.
DECISION-MAKER CONFLICT
Staff has reviewed the decision contemplated by this action and has determined that it is not site-specific and, consequently, the 500-foot rule found in California Code of Regulations Title 2, section 18702.2(a)(11) is not applicable to this decision for purposes of determining a disqualifying real property-related financial conflict of interest under the Political Reform Act (California Government Code § 87100, et seq.).
Staff is not independently aware, and has not been informed by any City Council member, of any other fact that may constitute a basis for a decision-maker conflict of interest in this matter.
LINK TO STRATEGIC GOALS
The City’s Strategic Plan has five major goals: Operational Excellence, Economic Vitality, Healthy Community, Strong & Secure Neighborhoods, and a Connected Community. This action supports the goals of: (1) a Healthy Community, which includes safe and sustainable management of the City’s trees for public enjoyment of the myriad environmental benefits, ecosystem services, and socioeconomic benefits trees provide; and (2) Secure Neighborhoods: The tree maintenance services will help preserve and sustain the urban forest asset and prevent liability against the City.
CURRENT YEAR FISCAL IMPACT
Funding for the contract is included within the Fiscal Year 2017-18 Public Works budget.
ONGOING FISCAL IMPACT
The annual contract cost will be included in the annual Public Works budgets for Urban Forestry.
ATTACHMENTS
1. The RFB: BID B08 17/18 Tree Trimming Maintenance Service.
2. Copy of Bid Recap showing contractors’ quoted unit prices.
Staff Contact: Sam Oludunfe, City Forester & Open Space Manager.