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HomeMy WebLinkAbout23-Public Services CITY OF SAN BERNARDINO -REQUEST FOR COUNCIL ACTION From: Lynn Merrill, Director Subject Resolution authorizing the exercise of the third option year of the contract Dept: Public Services between the City of San Bernardino and West Coast Arborists, Inc. (WCA), for tree Date: August 20, 2002 ~~ , + ; ~ trimming services from October 1, 2002 through September 30, 2003, and approval ' ' ~ ~ ~ ~ of the execution of an annual purchase order and increasing the unit pricing to be paid to West Coast Arborists, Inc. Council Meeting Date: September 9,2002 Synopsis of Previous Council Action 9/20/93 Reso 93-359 Awarding of Contract to West Coast Arborists for tree trimming services 12/6/93 Reso 93-435 First Amendment increasing agreement for tree trimming services 5/19/94 Reso 94-116 Second Amendment increasing agreement for tree trimming services 9/6/94 Reso 94-275 Third Amendment extending agreement from 9/94 through 6/95 9/5/95 Reso 95-329 Fourth Amendment extending term of agreement through 9/20/98 10/6/97 Reso 97-298 Authorizing tree trimming services through 9/30/98 7/20/98 Reso 98-220 Awardingtwo-year contract to West Coast Arborists through 9/30/00 8/7/00 Reso 2000-240 First option year of contract through 9/30/01 8/6/01 Reso 2001-246 Second option year of contract through 9/30/02 Recommended Motion: Adopt resolution N,,/~ L nn Merrill Contact person: Lynn Merrill Supporting data attached: Phone: 5140 Ward: All FUNDING REQUIREMENTS: Council Notes: Amount: $320,000 Source: 001-404-5502 Professional ~ ont~~ces '~ ~ finance ~~f:SO''d aC~~7-o~ Agenda Item No. o~ 9/ 9/~~ CITY OF SAN BERNARDINO -REQUEST FOR COUNCIL ACTION STAFF REPORT SUBJECT Resolution authorizing the exercise of the third option year of the contract between the City of San Bernardino and West Coast Arborists, Inc. (WCA), for tree trimming services from October 1, 2002 through September 30, 2003, and approval of the execution of an annual purchase order and increasing the unit pricing to be paid to West Coast Arborists, Inc. As a result of Request for Proposal F-99-11, Specifications for Contract Tree Trimming, Resolution 98-220 was adopted by the Mayor and Common Council on July 20, 1998, awarding a contract to West Coast Arborists, Inc. (WCA) for tree trimming services effective October 1, 1998, expiring September 30, 2000. The contract provides an option of up to three single year extensions with the concurrence of the City and the Contractor. Resolution 2000-240 was approved to exercise the first option year and the second option year was approved under Resolution 2001-246. WCA has requested a trimming unit price increase from $40.40 last fiscal year to $41.50 this contract year due to the rise in the cost of operating their business; the increase is based on the Consumer Price Index of 2.8% and will be effective starting October 1, 2002 (see Attachment A -proposed price adjustments). There should be no financial impact as WCA has accelerated the tree trimming schedule for this fiscal year, starting on July 1, 2002 with most of the scheduled tree trimming completed prior to the price increase effective October 1, 2002. Price increases of 2.8% for additional projects, such as tree removals, replacement planting and emergency trimming, has also been requested and will be performed by WCA during fiscal year 2002/2003 (see attached map). The purpose of this action is to exercise the third option year of the agreement with WCA, extending the contract period of performance from October 1, 2002 to September 30, 2003 for services including tree trimming, tree removals and planting. FINANCIAL IMPACT Funding for the projects in the amount of $320,000 is contained in the Public Services Department Fiscal Year 2002/2003 Budget Account No. 001-404-5502, Professional Contract Services. Adopt resolution. Attachment 1 Tree Care Professionals Serving Communities Who Care About Trees July 30, 2002 City of San Bernardino Department of Public Services ATTN.: Dennis Garrahan, Arborist 300 North D Street San Bernardino, CA 92418 RE: RENEWAL OF TREE MAINTENANCE AGREEMENT Dear Dennis: www.WCAINC.com We sincerely appreciate the hard work you and your staff provided during this past year to help make this venture a huge success for the residents of San Bernardino. Since 1998, we have worked with City staff to develop a "team effort" approach in the care of the City's urban forest. As a result of the successful partnership built between the City and our company, more and more trees have been maintained annually at the current unit prices. As we near the end of the fiscal year, it is time to renew our tree maintenance agreement. As you are well aware, due to recent economic developments, the cost of doing business is on the rise. The current Agreement allows for the contract to be extended annually contingent on a mutual agreement. With this in mind, we respectfully request a unit price increase based on the Consumer Price Index of 2.8% beginning October 1, 2002. Attached for your review is our proposed price schedule. We appreciate your ongoing efforts to make this Agreement a success for both the City and WCA and look forward to continuing a successful business relationship. We appreciate your consideration for the price modification but if you have any concerns regarding the change please do not hesitate to call me at (800) 521-3714. Sincerely, ~/~ ,~.G Victor M. Gonzal~~~~ Director of Marketing Proposed Tree Trimming 2002-2003 f ! ananr~l • . ~ 1 ~^ 1 {~,r~ 2 31 41 6 7 8 9 10 11 12 13 14 16 17 18 19 211 29 25 2s 2~ 28 Resolution~•©" ~f ~ RESOLUTION AUTHORIZING THE EXERCISE OF THE THIRD OPTION YEAR OF THE CONTRACT BETWEEN THE CITY OF SAN BERNARDINO AND WEST COAST ARBORISTS, INC. (WCA), FOR TREE TRIMMING SERVICES FROhA OCTOBER 1, 2002 THROUGH SEPTEMBER 30, 2003, AND APPROVAL OF THE EXECUTION OF AN ANNUAL PURCHASE ORDER AND INCREASING THE UNIT PRICING TO BE PAID TO WEST COAST ARBORISTS, INC. BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. The Mayor of the City of San Bernardino is hereby authorized and directed to execute on behalf of said City the third option year of the contract between the City of San Bernardino and West Coast Arborists, Inc. (WCA), relating to tree trimming, removal, and planting services, to extend term of agreement for one year from October 1, 2002 through September 30, 2003; increasing the unit pricing per attachment 1. Pursuant to this determination the Purchasing Manager is directed to issue an annual purchase order to said WCA in an amount not to exceed $320,000 for the Fiscal Year 2002/2003 relating to contract tree trimming, removal, and planting. SECTION 2. The authorization to execute the above referenced Purchase Order is rescinded if it is not issued within sixty (60) days of the passage of this resolution. !//// ///// ///// ///// ///// ///// ///// a~~,s~ zo, zoo2 2 3 4 5 6 7 RESOLUTION AUTHORIZING THE EXERCISE OF THE THIRD OPTION YEAR OF THE CONTRACT BETWEEN THE CITY OF SAN BERNARDINO AND WEST COAST ARBORISTS, INC. (WCA), FOR TREE TRIMMING SERVICES FROM OCTOBER 1, 2002 THROUGH SEPTEMBER 30, 2003, AND APPROVAL OF THE EXECUTION OF AN ANNUAL PURCHASE ORDER AND INCREASING THE UNIT PRICING TO BE PAID TO WEST COAST ARBORISTS, INC. 1 HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and Common Council of the City of San Bernardino at a meeting thereof, held on the day of 2002, by the g following vote, to wit: 9 Council Members: Aves Navs 10 ESTRADA it LIEN 12 McGINNIS 13 DERRY 14 15 SUAREZ _ I6 ANDERSON 17 McCAMMACK 19 20 21 Rachel Clark, City Clerk The foregoing resolution is hereby approved this 2002. Judith Valles, Mayor City of San Bernardino 26 27 28 Approved as to Form and Legal content; James F. Penman, City Attorney r ~~~sc zp 2ooz 2 `.: Abstain Absent of Attachment "A" City of San Bernardino Fiscal Year 2002/2003.proposed-price,~adjustment Proposed 200-2~ Z002-2003 Item f>escri lion Unit Prices Prices ~~ 1 Grid Trimming Each $ 40.40 $ 41.50 2 Service Request Each $ 40.40 $ 41.50 3 Tree Raising Each $ 20.20 $ 20.80 4 Tree and Stump Removal Inch $ 13.50 $ 13.90 5 Tree Only Removal Inch $ 9.30 $ 9.80 6 Stump Only Removal Inch $ 4.10 $ 4.30 7 Tree Plant 15 gal w/o RB Each $ 82.80 $ 85.20 8 Tree Plant 15 gal with RB Each $ 98.40 $ 101.20 9 Tree Plant 24" Box w!o RB Each $ 165.80 $ 170.40 10 Tree Plant 24" Box witli RB Each $ 202.00 $ 207.70 11 Crew Rental - 3 man crew Hourly $ 98.40 $ 101.20 12 Emergency Crew Rental Hourly $ 207.20 $ 213.00 The 2002/2003 price reflects a 2.8°~ and has been round to the nearest tenth of a dollar. The increase is derived from the Consumer Price Index for Urban Consumers based for Los Angeles-Riverside-Orange County areas. ENDOa ST .COAST ARHORISTS ,, iii. E VIA BURTON ST 44303=' HEIM CA 92806 ttn: RANDV THOMPSON}-}FAX SERVICES/STREET ".D" ST, RM 421 ERNARDINO CA 42418 ~~' a ooo: ooa '' pity ClerkICDC Sect ;~''a~<. -' City of Sra BuwrdGw ~i 8wr ~i (.STN) PUHL~ 300 SAid H piTg ON RE VERSE 9y `._3 „r v ZNbr Ma ~ ~j - °~ From: Broom Ca ~?!"'"?18snk ~~ aye January 03, 2002 2:59 PM Cc: Rober~aon Do SubJsct: Change order forgo 202352 WCA Annual Please do the following change request: PO #: 202352 Vendor t #: West Coast Arborists /4430 Inota~N po by >j40,000 making the total posh 440,000 hermined floods will not be needed for arty ogres outslda aontractsr. approved as much as #456.900. Course, Flnance dhin't pMe ft to err budget. ~~~(a~ ~~~,~. P at e Pa p~ ~f Yte~n~sk~ - ~ ~a~..~,..~ /~~ SO CC4 po lurobasa Ora•rs 08 Jaa 4002 +---------~-----------------------aL ~plorar----- ----------------- ---~7------- 7-ccotu~t X001-a0a-5SO4-0000 2002 ~CCOUnt sum.arg -~.+-~-r----------.~.--------------~ .~------------- +-~-~----- --+------~~~~~- Pd Budget Revisions Encumbrances Actuals YTD Var 0 0 .?; 1 a 67, 000 0 0 0 467, 000 2 0 0 0 0 a67,000 3 0 0 2i2,2Y1 137,711 a7,000 a o <so,loo> <70,3~3> ss,ssa ao,31s 5 0 0 <QO,i37> i0, 697 a0,31S z r -~ Toth as7,ooo. ~ <10,100> ~ 111,ssa ~ sos,3s1 ~ !i-Help !2-ESplora°'ls-7-oot !i-euagat !7-IIsaga !s-variaaa• !s-YTD !io-BUdq Dti .y 4 C CITY OF SAN BERNARDINO PURCHASING COPY OFFICE OF THE PURCHASING DPJISION ±~ 300 N. "D" ST. ~ . SAN BERNARDIlVO, CALIFORNIA 92418 1 ~; ix c: ;~,.; VENDOR 4430 • ~ ~~ COAST AR$ORISTS E VIA BURTON 8T IM CA 92806 RANDY THOMP80N}-}FAX (STM) ~~LE~ ~SE~TV~S/STRE'E7 300 N0 "b" ST, RM 421 SAN HERNARDINO GA 92418 000: 000 ~,... h TO TERMS & CONDITIONS STATED ON REVERSE ;frF r a ~sr ~~,1~ `` .~ 1 2 4 5 ;~ ' ~ " . Resolution No. 2001-246 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXERCISE OF THE SECOND OPTION YEAR OF THE CONTRACT BETWEEN THE CITY OF SAN BERNARDINO AND WEST COAST ARBORISTS, INC., FOR TREE TRIIVIIVIING SERVICES TO EXTEND THE CONTRACT FROM OCTOBER 1, 2001 THROUGH SEPTEMBER 30, 2002; INCREASING THE.LTIIT PRICING TO BE PAID TO WEST COAST ARBORISTS; AND APPROVAL OF THE EXECUTION OF AN ANNUAL PURCHASE ORDER TO SAID WEST COAST ARBORISTS, INC. BE IT RESOLVED BY THE MAYOR AND COMMON COUNCII. OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. The Mayor of the City of San Bernardino is hereby authorized and directed 111 211 to execute on behalf of said Ciry the second option year of the contract between the City of San Bernardino and West Coast Arborisu, Inc., relating co tree trimming, removal, aad planting services, to extend terrr- of agreement for one year through September 30, 2002; increasing the unit Pn~g P~ attachment; and with one (1) additional single year renewal option, contingent upon funds being approved in the City's Budget for this service. Pursuant to this determination the Purchasing Manager is directed to issue an annual purchase order to said WCA in an amount'not to exceed 5456,900 for the Fiscal Yeaz 2001/2002 relating to contract tree trimming, removal, ar~d phuning. SECTION 2. is rescinded if it is not issued within sixty (60) days of the passage of this resolution. / / / / / ~] a ~' C / / / / .~ .~ -~-~ ~..~- ads 1~ o J / / / / / / / / / / / / / / / July 25, 2001 The authorization to execute the above referenced r 1 ti: `o -'i ~~ n~ N~ Z ~~ C'+ ,. ` i i , .` , 11 12 iS • 14 ' 15 16 17 i'..:. 2001-246 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXERCISE OF THE SECOND OPTION YEAR OF THE CONTRACT BETWEEN THE CITY OF SAN BERNARDWO AND WEST. COAST ARBORISTS, INC., FOR TREE TRIIVIIVIING SERVICES TO EXTEND THE CONTRACT FROM OCTOBER 1, 2001 THROUGH SEPTEMBER 30; 2002; INCREASING THE UNIT PRICING TO BE PAID TO WEST COAST ARBORISTS; AND APPROVAL OF THE EXECUTION OF AN ANNUAL PURCHASE ORDER TO SAID WEST COAST ARBORISTS, INC. I HEREBY CERTIFY that the foregoing tesoludon was duly adopted by the Mayor and Common Counal of the City of San Bernudino at a j oint regular m~ng thereof, held on '. the 6th ~, of August , 2001, bythe folbwing voce, to wit: Counal Members: ~ I~ Ab sin Absern ESTRADA x LIEN x McGINNIS x SCHNETZ ~ , SUAREZ x ANDERSON x McCA1vIlv1ACK x _~~ ~ C1ark,CiryClerk ' City of San Bernardino The foregoing resolution is hereby approved this ~~ day of II 1 2 3 4 b 6 7 8 9 21I August ,2001. Approved as to form and ~ ~ James Fs Penman, City Attorney BY: Esther Eatr da, Mayor ;o Tem City of San Bernardino `~ I I July 25, 2001 2 T001-246 .. CITY OF SAN BERNARDINO ~ ' >:1;~ : Fuca! Ysar 1001/2002 Prks At~/asbnent Iftm Dsscription Unit IOOOB00l Phics T001l2002 PrJcs 1 Brw rrNnnip Each 39.00 40.40 2 Servke Request Each x.00 40.+0 3 Trae Rehhq Eedr .1950 20.20 4 Tree end Slump Removal Irah 13.00 13.50 5 Tree Only Removal Inch 8.00, 9.30 8 Stump QYy Ramarel inch 4.00 4.10 7 PlanMb yel w/RB Each 95.00 98.40 8 PIeM 1b 8e1 wMRB Each 80.00 82.90 9 PIMl24' Bmc wiRB Each 196.00 20200 10 Planl24• Boa wb RB Each 180.00 185.80 11 Crow RaNd - 3 men crew Fiouly 85.00 9&40 12 lmsr8sncyCrewRsftel Hgry 200.00 207.20 77e 200//2002 PNu ryJttds • 3.f%isereser d Aa beee nrendel m the rmn# metlk rd~lo6sr. 77ie ae-rxJdlos Ir datrel Jivdr qYe Coeuaeur Pttee Iw/a ferA6 U-Ber Coaeaissn • loe Mnfa•Riradle-Onese Coaeq. r;/`Iea Aare A7 yreuloes osa KeAk Re+u~tr ee d09.f21•3714: ""' 7 Mosdq~, Aprll 16, 200/ Poaor J el/J -_. CITY OF SAN BERNARDINO - REQ T FOR COUNCIL ACTION ~~~.° ` ? , • From: ,L Memll, Director ~' ~ o~~X' -oZ ~j/G.~ ` ynn ~ ~ Subject Resolution anthoriziag the e$etcise of the second option year of the contract between the City pf Public Services San Bernardino and West Coast Arborists Inc. for tree "~ ~ trimming services to extend the rontract from Ckxober 1, .Date: July 25, 2001 2001 through September 30, 2002; increasing the unit " . pricing to be paid to West Coast Arborists; and approval of the execution of an annual purchue order to said West Coast Arborists, Inc Council Meeting Date: August 6, 2001 9/20!93 'Reno 93-359 a o~naact to West Coast Arbotists for tree trimming services 12/6/93 Reso 93.435 First Amami inueam6 agreement for use rimming aervioes 5/19/94 Reno 94-116 Second Amendment increasing agreement for tree uimaritig services . .9/6/94 Reso 94-275'Ibird Amendment estmdiog agreement fmm 9/94 t~hrwgh 6/95 _; 9/5/95 Reso 95-329 FourthAmendmeat ertomdiog urm of agreement through 9/20/98 10/6/97 Reso 9T298 Awirotiting tree ttimmmg services through 9/30/98 7/20/98 Reso 9820 A~gardmg two-yar cronuaa to West Coast Arbaaists through 9/30/00 8/7/00 Reno 2000240 First option year of conuacx through 9/30/01 2. Authotm' a Dirsacr of ~a to amend the FY20p1/2002 band tr~osfer f25,000 fromAuount 001-404-5502, Fro5esaomal/Coatr~ral Services to Aorouot 001-404-5014. -Temporary provide futrdmg for tempornryuse trimming labor: Lyrm C~+~Paa~ Ly~M~ Phoaa 5140 Suppa~iog data attached: FUNDING R.EQUIItEMENTS: Ward: All Amount: 5481,900 5456,900 Source: ~ 001-404.5502 Professional Contract Serv 5 25,000 001-404-5014 Salaries =~ Temp/Patt-time Camdl Notes: Finance Agenda Item No. ~. STAFF REPORT ~esohuion authorizing exerase of the second option year of the contract betwxn the City of San Banardino and West Coast Arborists, Inc., for tree trimming servioes m extend the contras from F,)ttober 1, 2001 through September 30, 2002; incrasmg the unit pricutg m bq paid m West Coast ~Stboris~ and approval of the exeanion of an annual purchase order m said West Coast Arborists, Inc. Act a result of Request for Proposal F-99-11, `Specificuions for Contract Tree Trimming,' Resohuion 98-220 was adopted by the Mayor anti Common Coimca~ on July 20,1998, awarding a oontraa m West Cast Arborista, Inc. (WCA) for tree trimming services effective October 1,1998, ezpnrng September 30, 2000. The oontract provides an of up m tfu+ee single year artmaiona with the conaunma of the City and the Coaaaaor. The first option yearwas approved on Resohuion 2000.240 on August 7; 2000. • ~1C~A has requested a unit prig increase this wait year due m the rise in fire cost ofvpenuing their the incase was established using the Consumer Prig Irrdez of 3.696 and w,11 be effective . s October 1, 2001 (see attached prig adjtistmeota). There should be no fioanaal impact as West . Goan Arborista has axeleratad the tra trimming schedule for this fiscal year, starting on July 1, 2001 with moat of the scheduled tree trimming pprier m the prig incase effccave baober 1, 20G1. Additional projects, such as tra nxa~laoemeat planing sad emergency trimming, w,71 be performed by West Coast Arbonsts during fiscal year ZOOIh002. The purpose of this action is m exercise the second option year of the agreement with WCA, ercunding the oontrict period of pafotmance fcpm Ocmber 1, 2001 m September 30, 2002 for services including '' the trimming, tree rrmovals and planting. The City tree crew responds m individual service requests indruling emergency unsafe conditions m broken or fallen limbs, tree roots or tree tranming m smaller production arcs whirl are not for the tree contractor. The City tree crew consists of one (1) Arborist, two (2) Trce Ti`mmaa, and one (i) Maintenance Worker L The crew is able m trim tress fasterthanthey caapick- upthe debris. As a result, the more spedalized trimming staff must periodically stop trimagmg m assist with debris removal; therefore, a budget transfer of 525,000 is requested m provide funding for two (2) EuraRelief Heavy Laborers m assist with debris removal and incense the efficiency of the crew by iocc+asiag the time more specialized staff can spend trimming trees. r :-. .. T1~e FY 2001-20021?reliminary Budget Doauneot included funding for 5151,900 in confess tree and removal.llu amount vvas bued on tan projectareas at a cost of (126,900 and 525,000 aeous ttee trimming and removals. An add~ido~oal 5174,000 was approved budget ddbernions for addidonal tree trimtniog project areas, 5141,100 for tree removal and and au siddidonal (14,900 for tree replaarneat m nergErborhood project area M 1 for a tod 1481,900. Because of the need for additional laborers on the troe crew, staff is recommending the transfer of X5,000 from contract services to tariporary/paro-time salaries. T'6is transfer will enal~e the tree creov tpperformall rniscellarteoustrimmingandremoval in-house, but wdl sot impact the planned tree .thing projecx arras. L Adopc resolution. 2 Aiahorize I)ir+ector of Finance to amend the FY2001/2002 budget and transfer 525,000 from Acmuat001-404-5502, Pon~l/Coniraaual Services to Account 001-4W-5014, Salaries - Temporary/Part-time to pmvide funding for temporary tree trimming labor s 2 ` •I 1 I ** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT ** RESOLUTION AGENDA ITEM TRACKING FORM Meeting Date (Date Adopted): q "~ ~~Z Item # ~ Resolution # Z~ 2'Z_~ ~ Vote: Ayes ~'~ Nays {3 Abstain $ Absent ~$ Change to motion to amend original documents: Reso. # On Attachments: •-' Contract term: I U' 1-0:~ 'nD ~f-~? CIS Note on Resolution of Attachment stored separately: Direct City Clerk to (circle 1): PUBLISH, POST, RECORD W/COUNTY Date Sent to Mayor: '1 ~ (('~~- Date of Mayor's Signature: a- la -o Date of Clerk/CDC Signature: ~-t3_n ~- Null/Void After: ~p(J ~~ I ~-$ _C ~- By: = Reso. Log Updated: Seallmpressed: Date Returned: ate Memo/Letter Sent for Signature: See Attached: _ ~.__~ _ 60 Day Reminder-iZettehS on 30th day: See Attached: _ 90 Day Reminder Letter Sent on 45th day: _ See Attached: _ Request for Council Action & Staff Report Attached: Yes ~~ No By Updated Prior Resolutions (Other Than Below): Yes No / By Updated CITY Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634): Yes _ No / By Updated CDC Personnel Folders (5557): Yes _ No r~ By Updated Traffic Folders (3985, 8234, 655, 92-389): Yes _ No ~~ B Copies Distributed to: City Attorney ~ Code Compliance Dev. Services EDA Finan ce ,~ MIS Parks & Rec. Police Public Services / Water Others: Notes: BEFORE FILING REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term, etc.) Ready to File: ~ Date: K t1 O ~' Revised 01/12/01