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File #: 2022-2088   
Type: Consent Calendar Item
Body: City Council
On agenda: 6/21/2022
Title: Recommendation to Authorize the Interim City Manager to Execute a Five-Year Agreement with West Coast Arborist for Urban Forest Maintenance Services, Citywide, No. P.W. 07-06-16, in an Amount Not to Exceed $13,119,805. (Public Works 31041520)
Attachments: 1. Exhibit 1 - Contract

Title

 

Recommendation to Authorize the Interim City Manager to Execute a Five-Year Agreement with West Coast Arborist for Urban Forest Maintenance Services, Citywide, No. P.W. 07-06-16, in an Amount Not to Exceed $13,119,805. (Public Works 31041520)

 

Body

 

To: Honorable Mayor and Members of the City Council

 

EXECUTIVE SUMMARY

The City of Alameda (City) issued a Request for Bid (RFB) for citywide urban forest maintenance services on April 13, 2022.  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 7,005 street trees and 350 park trees; provide line clearance for approximately 3,000 trees for AMP; plant approximately 350 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.

 

Staff requests that the City Council award a five year agreement to West Coast Arborist, the lowest responsive bidder, in an amount not to exceed a five year expenditure of $13,119,805.

 

BACKGROUND

 

The City uses contract services for maintenance of its urban forest.  The scope of services includes update and maintenance of the City’s street tree inventory, development of a database of private trees pruned for AMP to provide line clearance; pruning of approximately 7,005 street trees and 350 park trees; providing line clearance for approximately 3,000 trees for AMP; planting approximately 350 young trees ranging from two- to six-inch caliper trunks; and removing and stump grinding approximately 200 dead, dying, or diseased trees in accordance with the recently revised street tree removal policy.

 

DISCUSSION

 

On April 13, 2022 the Public Works Department sent out a Request for Bid (RFB) for Urban Forest Maintenance Services, Citywide.  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 April 13, 2022, and published in the Alameda Journal on April 21, 2022.  After a bidding period of 21 days, one contractor submitted a bid.  The bid was opened on May 3, 2022.  The result is below:

 

Bidder

Location

Bid Amount

West Coast Arborists, Inc.

Anaheim, CA

$2,353,500

 

Staff recommends awarding a five year agreement to West Coast Arborist, for a total not to exceed five year expenditure of $13,119,805.  The Year 1 not to exceed amount is $2,471,175 which consists of the bid amount plus a five percent contingency.  For Years 2-5 the contract will include an annual increase equal to the construction price index 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 contract is attached as Exhibit 1.

 

ALTERNATIVES

 

                     Award the contract as presented.

                     Do not award the contract and provide alternative direction to staff.

 

FINANCIAL IMPACT

 

The approved FY21-23 Capital Improvement Project budget includes funding for this proposed urban forest maintenance services (Citywide) project (Project No. C17000). There are sufficient monies available in the capital project for the first year of the contract. Funding for contract years 2 through 5 will be subject to future City Council appropriations approval. 

 

Term:   From

Term:   To

 Contract

 CPI

 Total (Base Bid + 10% contingency)

07/01/2022

06/30/2023

Year 1

-0-

$2,471,175

07/01/2023

06/30/2024

Year 2

3%

$2,545,310

07/01/2024

06/30/2025

Year 3

3%

$2,621,670

07/01/2025

06/30/2026

Year 4

3%

$2,700,320

07/01/2026

06/30/2027

Year 5

3%

$2,781,330

 

 

Total

12%

$13,119,805

 

MUNICIPAL CODE/POLICY DOUMENT CROSS REFERENCE

 

This action is consistent with the Alameda Municipal Code.

 

CLIMATE IMPACTS

 

Research has shown that Urban Forests provide a variety of environmental, social, health and economic benefits to residents, including:

- Improved air quality, reducing energy required for cooling

- Reduced storm-water runoff and improved water quality

- Preserve wildlife habitat

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

Authorize the Interim City Manager to execute a five-year agreement with West Coast Arborist for Urban Forest Maintenance Services, Citywide, No. P.W. 07-06-16, in an amount not to exceed $13,119,805.

 

Respectfully submitted,

Erin Smith, Public Works Director

 

By,

Jesse Barajas, Project Manager II

 

Financial Impact section reviewed,

Margaret O’Brien, Finance Director

 

Exhibit:

1.                     Contract

 

cc:     Dirk Brazil, Interim City Manager