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Home My WebLink About17-Parks and Recreation CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: Kevin Hawkins, Director Subject: Resolution of the Mayor and Common Council of the City of San Bernardino authorizing the Director of Finance to issue a change order to increase Purchase Order No. 303564 by $29,900 to $318,800 annually for West Coast Arborists to provide tree- trimming services throughout the City of San Bernardino, with the addition of open park space facilities. Dept: Parks, Recreation & Community Services Dept. Date: July 5, 20 II MICC Meeting Date: July 18,201 I Synopsis of Previous Council Action: 9-8-2009 - Mayor and Common Council approved Resolution 2009-13 authorizing the execution of an Agreement and issuance of a Purchase Order in the amount of $288,900 with three (3) one- year extensions at the City's option between the City of San Bernardino and West Coast Arborists, Incorporated for tree-trimming services throughout the City of San Bernardino. Recommended motion: Adopt Resolution. L Signature Contact person: Robert Lennox Phone: 384-5031 Supporting data attached: Staff Report, Reso, Vendor Letter Ward: All FUNDING REQUIREMENTS: Amount: $29,900 Source: (Acct. No.): 001-380-5506-0000-0072 (Acct. Description): Park Maintnence - Landscape Contracts Finance: Council Notes: Agenda Item No.--17 (J 7-lct- iftJl/ CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION STAFF REPORT Subiect: Resolution of the Mayor and Common Council of the City of San Bernardino authorizing the Director of Finance to issue a change order to increase Purchase Order No. 303564 by $29,900 to $318,800 annually for West Coast Arborists to provide tree-trimming services throughout the City of San Bernardino, with the addition of open park space facilities. Backt!round: The Park Maintenance Division is responsible for trimming 52,000 trees citywide. The goal of the tree- trimming services program is to keep all city-owned trees trimmed. The Department utilizes a three person City crew and a contract service to handle all tree-trimming. The contract tree-trimming budget for Fiscal Year FY2011-1012 is $250,000. In addition, the Integrated Waste Management Division budgeted $38,900 to remove low-hanging limbs from their collection routes. On July 21, 2009 a formal bid process was initiated to solicit bids for tree-trimming services. On September 8, 2009, the Mayor and Common Council authorized the execution of an Agreement and issuance of a Purchase Order in the amount of $288,900 with three one-year extensions at the City's option between the City of San Bernardino and West Coast Arborists, Incorporated for tree-trimming services throughout the City of San Bernardino per Resolution 2009-13. The option to extend has been exercised in subsequent years with FY2011-2012 being the final year eligible in the agreement. At the time of bid, West Coast Arborists, Incorporated was determined to have submitted the lowest best bid. In FY2010-2011 the Street Trees section was transferred from Public Works to Park Maintenance. Since that transfer, Park Maintenance staff has utilized Trees Section staff to provide recommendations on efficient tree trimming practices for park space. As a result, staff is recommending the existing vendor provide the same tree trimming services offered in the street right of ways now in open space parks. The vendor can provide the increased services in a timely manner; as they have been conducting work in the city and are familiar with all facets of the city park system. The vendor has submitted a letter confirming their intent to extend services in FY20 11-20 12 as well as an offer to increase their scope of services to include city parks at the same rate; attached hereto, marked "Exhibit A". Therefore, staff recommends that the Mayor and Common Council authorize the Director of Finance to issue a change order to increase Purchase Order No. 303564 by $29,900 to $318,800 annually for West Coast Arborists to provide tree-trimming services throughout the City of San Bernardino, with the addition of open park space facilities. Financial Impact: Funds for this agreement are available in the Park Maintenance, landscape contracts operating budget (Account No. 001-380-5506-0000-0072). Account No.: 001-380-5506-0000-0072 Budgeted Amount: $79.900 Balance as of 7/5/201 I: $79.900 Balance after Approval ofItem: $50.000 Please note this balance does not indicate available funding. It does not include non-encumbered reoccurring expenses or expenses incurred but not yet processed. Recommendation: Adopt Resolution. 1 RESOLUTION NO. 2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY 3 OF SAN BERNARDINO AUTHORIZING THE DIRECTOR OF FINANCE TO ISSUE 4 A CHANGE ORDER TO INCREASE PURCHASE ORDER NO. 303564 BY $29,900 TO $318,800 ANNUALLY FOR WEST COAST ARBORISTS TO PROVIDE TREE- 5 TRIMMING SERVICES THROUGHOUT THE CITY OF SAN BERNARDINO, WITH THE ADDITION OF OPEN PARK SPACE FACILITIES. 6 WHEREAS, Mayor and Common Council approved Resolution 2009-315 authorizing 7 8 the execution of an Agreement and issuance of a Purchase Order in the amount of $288,900 9 10 11 12 13 14 15 16 17 18 19 20 21 22 with three (3) one-year extensions at the City's option between the City of San Bernardino and West Coast Arborists, Incorporated, for tree-trimming services throughout the City of San Bernardino. and; WHEREAS, West Coast Arborists, Incorporated, will provide expanded tree trimming services to include openpark space facilities. BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. The City Manager of the City of San Bernardino is hereby authorized to issue on behalf of said City a change order between the City of San Bernardino and West Coast Arborists, Incorporated, and accept the notice of services extension letter, marked as Exhibit "A", and incorporated herein by this reference as fully as though set forth at length, as an addendum to the existing agreement previously executed. 23 24 25 26 27 28 SECTION 2. That pursuant to this determination the Director of Finance or her designee is hereby authorized to issue a change order to Purchase Order No. 303564 from $288,900 to $318,800 for West Coast Arborists, Incorporated, to provide tree-trimming services throughout the City of San Bernardino, with the addition of open park space facilities. 1 2 3 4 5 6 7 RESOLUTION NO. RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE DIRECTOR OF FINANCE TO ISSUE A CHANGE ORDER TO INCREASE PURCHASE ORDER NO. 303564 BY $29,900 TO $318,800 ANNUALLY FOR WEST COAST ARBORISTS TO PROVIDE TREE- TRIMMING SERVICES THROUGHOUT THE CITY OF SAN BERNARDINO, WITH THE ADDITION OF OPEN PARK SPACE FACILITIES. I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and 8 Common Council of the City of San Bernardino at a meeting thereof, held on the _ 9 10 11 12 13 14 15 16 17 18 19 20 21 day of ,2011, by the following vote, to wit: Council Members: AYES NAYS ABSTAIN ABSENT MARQUEZ VACANT BRINKER SHORETT KELLEY JOHNSON McCAMMACK Rachel Clark, City Clerk 22 The foregoing resolution is hereby approved this day of ,2011. 23 24 25 Approved as to Form: 26 27 28 Patrick J. Morris, Mayor City of San Bernardino EXHIBIT A Tree Care Prlgessionals S'aving (:omtntmities II/ho Cart' About Trers www.WCAINC.com June 22, 2011 City of San Bernardino ATTN: Ramon Mota, Division Manager 1350 S. "E" Street San Bernardino, CA 92408 RE: Tree Maintenance Services Contract - Fiscal Year 2011-2012 Dear Mr. Mata, We sincerely appreciate the work your staff has provided during this past year to help make this venture a success for the residents of San Bernardino. Together we have worked to develop a "team effort" approach in the care of the Cities' urban forest. The purpose of this letter is to confirm our interest in continuing the current Agreement under the same conditions, and with no increase in price. for Fiscal Year 2011-2012. Furthermore, WCA agrees to provide tree maintenance services to other City departments, including the Parks Department, at the same contract rates. We recognize that municipalities remain challenged by substantial reductions in revenue and increased operating costs. By not increasing the price, we can help to ease the current financial strain, promote contractor stability and guarantee residents with quality tree care & customer service. We look forward to continuing the strong relationship built between us, and to maintaining quality urban tree care service. Should you have any questions or require additional information, please contact me at (800) 521-3714. Sincerely, L~~tAJ-G~ Victor M. Gonzalez Vice-President, Director of Marketing West Coast Arborists, Inc. 2200E VICIBurtonSlIeet. Anaheim,CA 92806' 7149911900' 8005213714' Fax7149563745