Title
Recommendation to Award a Five Year Contract for an Amount Not to Exceed a Total Five Year Expenditure of $8,264,931.69 to West Coast Arborists, Inc. for Citywide Urban Forest Maintenance Services, No. P.W. 04-17-25. (Public Works 310)
Body
To: Honorable Mayor and Members of the City Council
From: Jill Keimach, City Manager
Re: Recommendation to Award a Five Year Contract for an Amount Not to Exceed a Total Five Year Expenditure of $8,264,931.69, to West Coast Arborists, Inc. for Citywide Urban Forest Maintenance Services, No. P.W. 04-17-25
BACKGROUND
The City of Alameda is in need of the services from an outside organization to help the City with the maintenance of its urban forest. The project will update and maintain the City’s street tree inventory, develop a database of private trees pruned for Alameda Municipal Power (AMP) to provide line clearance; prune approximately 3,650 street trees and 150 park trees for the Alameda Recreation and Park Department (ARPD); provide line clearance for approximately 315 private trees for AMP; plant approximately 150 young trees ranging from two- to six-inch caliper trunks; and remove and stump grind approximately 200 dead, dying, or diseased trees in accordance with the recently revised street tree removal policy.
DISCUSSION
On March 28, 2017 the Public Works Department sent out a Request for Bid (RFB) for citywide urban forest maintenance services. To solicit the maximum number of bids and most competitive price, the RFB was provided to 19 separate builders’ exchanges throughout the Bay Area, and notices were sent to contractors on the list of qualified contractors maintained by the Public Works Department. A notice was also placed on the City’s web page on March 28, 2017, and published in the Alameda Journal on March 31, 2017. After a bidding period of 21 days, two contractor’s submitted bids, and the bids were opened on April 18, 2017.
|
Bidder |
Location |
Bid Amount |
|
West Coast Arborists, Inc. |
Anaheim, CA |
$1,496,525 |
|
A Plus Tree, Inc. |
Concord, CA |
$2,141,451 |
Public Works staff contacted several references provided by the low bidder and received positive feedback on the ability of the company to meet the project requirements and the quality and timeliness of their work. Staff recommends awarding a contract to West Coast Arborist, for a first year total amount not to exceed $1,588,176, which includes a 10% contingency for the Public Works portion of the contract that can only be awarded at the discretion of the Public Works Director or his/her designee. This contract may be mutually amended on a year-by-year basis, for up to four additional years, based, at a minimum, on satisfactory performance of all aspects of the contract and upon the discretion of the Public Works Director. If extended, the contract would be for the same terms and costs, plus an annual increase equal to the construction cost index (CCI) increase for the San Francisco Bay Area appropriate to the trades associated with the work as reported in the Engineering News Record for the previous calendar year. The total five year contract shall not exceed $8,264,931.69. The RFB also informed the successful bidder that they shall pay not less than the prevailing rate of per diem wages as determined by the Director of the California Department of Industrial Relations. The contract is attached as Exhibit 1.
|
Contract |
Est. CCI |
CCI Total Each Year |
Public Works Portion of Work |
TOTAL |
|
Original FY17-18 |
0% |
$ 0.00 |
$1,008,161.00 |
$1,588,176.00 |
|
1st Amend FY18-19* |
2% |
$ 31,763.52 |
$1,028,324.22 |
$1,619,939.52 |
|
2nd Amend FY19-20* |
2% |
$ 32,398.79 |
$1,048,890.70 |
$1,652,338.31 |
|
3rd Amend FY20-21* |
2% |
$ 33,046.77 |
$1,069,868.52 |
$1,685,385.08 |
|
4th Amend FY21-22* |
2% |
$ 33,707.70 |
$1,090,846.33 |
$1,719,092.78 |
|
TOTAL FIVE YEARS |
8% |
$130,916.78 |
$5,246,090.77 |
$8,264,931.69 |
FINANCIAL IMPACT
The adopted Fiscal Year 2017-19 Capital Improvement Program Budget includes sufficient funding for the citywide urban forest maintenance services project (Project No. 91802) from Gas Tax Funds (Fund 211), Construction Improvement Tax (Fund 164), Open Space Maintenance Fund (Fund 318.1), Golf Fund (Fund 280.5), and the Alameda Landing Development Agreement (Fund 256.3). Certain work will also be directly charged to the Recreation Fund (280) and Alameda Municipal Power. In the first year of the contract, approximately $1,008,161 will be charged to the Project 91802, $404,008 to AMP, and $176,007 to Recreation Fund.
MUNICIPAL CODE/POLICY DOUMENT CROSS REFERENCE
This action does not affect the Alameda Municipal Code.
ENVIRONMENTAL REVIEW
In accordance with the California Environmental Quality Act (CEQA), this project is Categorically Exempt under CEQA Guidelines Section 15301(h), Maintenance of Existing Landscape.
RECOMMENDATION
Award a five year contract for an amount not to exceed a total expenditure of $8,264,931.69 to West Coast Arborists, Inc. for citywide urban forest maintenance services, No. P.W. 04-17-25.
Respectfully submitted,
Liam Garland, Acting Public Works Director
By,
Shahram Aghamir, City Engineer
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibit:
1. Contract