HomeMy WebLinkAboutCC AG PKT 2003-03-10 #G AGENDA REPORT
DATE: March 10, 2003
• TO: Honorable Mayor and City Council
THRU: John B. Bahorski, City Manager
FROM: Doug Dancs, P.E., Director of Public Works / City Engineer
SUBJECT: AWARD UNIT PRICE/MAINTENANCE SERVICES
CONTRACT FOR STREET TREE TRIMMING
SUMMARY OF REQUEST:
The proposed City Council action will award a unit price /maintenance services contract
for street tree trimming with Great Scott Tree Service, Inc. and authorize ,the City
Manager to execute the contract.
BACKGROUND:
This action consists of awarding a contract to Great Scott Tree Service, Inc. to provide
city -wide street tree trimming services within the City.
' Originally, the Parks and Recreation Department managed tree trimming. During the
budget process, Staff was directed to eliminate the General Fund subsidy for tree
trimming. In 2001, a Proposition 218 -type election was held to increase fees but failed to
pass. The current revenue projection from the tree trimming service fee charge to
property owners amounts to $33,686 as identified in the adopted FY 2002/03 Budget.
Under the direction of the Public Works Department, a detailed bid schedule was created
that allowed contractors to bid on both the type and size of tree. Bid prices were
compared on the total cost of trimming all the trees within the urban forest,
approximately 3,074 trees. Previously, the City paid a single price of $39 per tree with a
cost to trim the entire urban forest at approximately $120,000. With this new method,
trimming ranges for $15 for small trees to $45 for large trees at a cost to trim the entire
urban forest at $82,860 for a savings of over $37,000 or 31 %.
Once under contract, the Public Works Department will issue purchase orders not to
exceed the amount available in the budget in any given year ($33,686). The City will be
trimmed on a three -year cycle by neighborhood.
Cycle Neighborhood Area
Year 1 /2 of Old Town, '/2 of the Hill
Year 2 /2 of Old Town, /2 of the Hill
Year 3 College Park East, College Park West, Bridgeport, Coves, & street arterials.
AGENDA ITEM G
This frequency can be increased or decreased based upon the total amount received in
revenue from the tree trimming fee. For instance, to trim all the palm trees yearly would
require an additional $14,000 to $20,000 General Fund monies. A contingency will be
held each year for as needed trimming for traffic clearance and inspection and
management services. Inspection services will be provided by an independent city
forestry professional, who is licensed as a certified arborist, to ensure that trees are
trimmed using the appropriate standards promulgated by the Tree Advisory Board.
The contract unit prices would be good for one year but could be extended on a year -to-
year basis not to exceed four years upon written mutual agreement.
As a note, one of the other bidders claimed that some of their unit prices were lower and
should be considered for work. The methodology of the contract was to provide equal
opportunity to all the contractors to bid on the work as a whole and it is irrelevant if some
unit prices are higher or lower. Great Scott Tree Service provided the lowest prices to the
City for bid comparison purposes on the City's entire urban forest.
FISCAL IMPACT:
None. The yearly cost of the contract will not exceed the current revenue of $33,686
within account 001 - 049 -40800 within the Parks Maintenance account.
Since almost all the work is performed within the street right of way, Staff also requests
that Council authorize the Finance Director to amend the budget to move this expenditure
to 001 - 044 -40800 within the Street Maintenance account. The Public Works Department
will be better able to track and benchmark street versus park expenditures through this
consolidation.
RECOMMENDATION:
Upon motion of the consent calendar, it is recommended that the City Council award the
unit price /maintenance contract for street tree trimming and authorize the City Manager
to exec _ - ' e con ct.
( •■../ 4
Doug Dancs, P. ' .; � ' ; • orks /City Engineer
N • T • , 1 ' APPROVED.
1111)4 6
J 4 6 B. Bahorski, City Manager