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Home My WebLink About11-Public Services CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: Lynn Merrill, Director OR"" ", 'L Ij",...d Subject Resolution authorizing the exercise of the second option year of the contract between the City of San Bernardino and West Coast Arborists, Inc., fortree trimming 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 Dept: Public Services Date: July 25,2001 Council Meeting Date: August 6, 2001 Synopsis of Previous Council Action 9/20/93 Reso 93-359 awarding 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 Awarding two-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 Recommended Motion: 1. Adopt resolution 2. Authorize Director of Finance to amend the FY2001/2002 budget and transfer $25,000 from AccoWlt 001-404-5502, Pro..._""""",," 5<nri= ro """"", 001-404-0014, s..w;" - T7ti~ro """'" """"" fro temporatytree trimming labor. ~d. Lynn Merrill Lynn Merrill Phone: 5140 Contact person: Supporting data attached: Ward: All FUNDING REQUIREMENTS: Amount: $481,900 Source: $456,900 001-404-5502 Professional Contract Serv $ 25,000 001-404-5014 Salaries - Temp/Part-time Finance Council Notes: 0200 /- ~ 'lip Agenda Item No. II 1/I4/D J CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION STAFF REPORT SUBJECT Resolution authorizing exercise of the second option year of the contract betWeen the City of San Bernardino and West Coast Arborists, Inc., for tree trimming services to extend the contnict 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, Ine. BACKGROUND 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, Ine. (JJCA) 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. The first option year was approved on Resolution 2000-240 on August 7,2000. WCA has requested a unit price increase this contract year due to the rise in the cost of operating their business; the increase was established using the Consumer Price Index of 3.6% and will be effective starting October 1, 2001 (see attached price adjustments). There should be no financial impact as West Coast Arborists has accelerated the tree trimming schedule for this fiscal year, starting on July 1, 2001 with most of the scheduled tree trimming completed prior to the price increase effective October 1, 2001. Additional projects, such as tree removals, replacement planting and emergency trimming, will be performed by West Coast Arborists during fiscal year 2001/2002. The purpose of this action is to exercise the second option year of the agreement with WCA, extending the contract period of performance from October 1,2001 to September 30, 2002 for services including tree trimming, tree removals and planting. The City tree crew responds to individual service requests including emergency unsafe conditions relating to broken or fallen limbs, tree roots or tree trimming in smaller production areas which are not scheduled for the tree contractor. The City tree crew consists of one (1) Arborist, two (2) Tree Trimmers, and one (1) Maintenance Worker 1. The crew is able to trim trees faster than they can pick- up the debris. As a result, the more specialized trimming staff must periodically stop trimming to assist with debris removal; therefore, a budget transfer of $25,000 is requested to provide funding for two (2) Extra Relief Heavy Laborers to assist with debris removal and increase the efficiency of the crew by increasing the time more specialized staff can spend trimming trees. FINANCIAL IMPACT The FY 2001-2002 Preliminary Budget Document included funding for $151,900 in contract tree trinuning and removal. The amount was based on two project areas at a cost of $126,900 and $25,000 in miscellaneous tree trinuning and removals. An additional $174,000 was approved during budget deliberations for additional tree trinuning project areas, $141,100 for tree removal and replacement, and an additional $14,900 for tree replacement in neighborhood project area # 1 for a total of $481,900. Because of the need for additional laborers on the tree crew, staff is recommending the transfer of $25,000 from contract services to temporary/part-time salaries. lbis transfer will enable the tree crew to perform all miscellaneous trinuning and removal in-house, but will not impact the planned tree trinuning project areas. RECOMMENDATION 1. Adopt resolution. 2 Authorize Director of Finance to amend the FY2oo1/2002 budget and transfer $25,000 from Account 001-404-5502, Professional/Contracrual Services to Account 001-404-5014, Salaries- T emponuy/Part-time to provide funding for temponuy tree trinuning labor. 2 ,-' '- c r '-- ~Q)~W 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 Resolution No. 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 TRIMMING SERVICES TO EXTEND THE CONTRACT FROM OCTOBER I, 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. 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 second option year of the contract between the City of San Bernardino and West Coast Arborists, Inc., relating to tree trimming, removal, and planting services, to extend term of agreement for one year through September 30, 2002; increasing the unit pricing per 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 $456,900 for the Fiscal Year 2001/2002 relating to contract tree trimming, removal, and planting. SECTION 2. The authorization to execute the above referenced is rescinded if it is not issued within sixty (60) days of the passage of this resolution. I I I I I I I I I I I I I I I I I I I I I I I I I IIIII I I I I I July 25,2001 ,- 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 \- r- \.....- r- '- RESOLUTION OF THE CITY OF SAN BERNARDINO AUIHORIZING mE EXERCISE OF mE SECOND OPTION YEAR OF mE CONlRACT BETWEEN mE CITY OF SAN BERNARDINO AND WEST COAST ARBORISTS, INC., FOR TREE TRIMMING SERVICES TO EXTEND mE CONlRACT FROM OCTOBER 1, 2001 TIiROUGH SEPTEMBER 30, 2002; INCREASING mE UNIT PRICING TO BE PAID TO WEST COAST ARBORISTS; AND APPROVAL OF mE EXECUTION OF AN ANNUAL PURCHASE ORDER TO SAID WEST COAST ARBORISTS, INC. I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and Conunon Council of the City of San Bernardino at a meeting thereof, held on the day of ,2001, by the following vote, to wit: Council Members: Ayes Nays Abstain Absent ESlRADA LIEN McGINNIS SCHNETZ SUAREZ ANDERSON McCAMMACK Rachel Clark, City Clerk City of San Bernardino The foregoing resolution is hereby approved this day of , 2001. Approved as to form and Legal content; James F Penman, City Attorney Judith Valles, Mayor City of San Bernardino July 25,2001 2 .-...-------. ...- -""'="""'.....:;.-.,.~.... ----.. ",- CITY OF SAN BERNARDINO "- Fiscal Year 200112002 Price Adjustment Item Description Unit 200012001 Price 200112002 Price Grid Trimming Each 39.00 40.40 2 Service Request Each 39.00 40.40 3 Tree Raising Each 19.50 20.20 4 Tree and Stump Removal Inch 13.00 13.50 5 Tree Only Removal Inch 9.00 9.30 6 Stump Only Removal Inch 4.00 4.10 7 Plant 15 gal wlRB Each 95.00 98.40 8 Plant 15 gal w/oRB Each 80.00 82.90 9 Plant 24- Box wlRB Each 195.00 202.00 10 Plant 24- Box wlo RB Each 160.00 165.80 11 Crew Rent8l- 3 man crew Hourly 95.00 98.40 12 Emergency Crew Rental Hourly 200.00 207.20 Th. 200112002 pric. nfl.ets a 3.6'" incr/UlS' amIluu b..n round.d w the n.arell tenth of a dollar. Th. calculation II d.riv.d from the Consumer Pric. Ind.,. for Alt Urban Consum.rs - Los Ang./n-Riv.rsi4.-0r0ng. County. If you haVl any qUellions caU K.ith H.nnig fIlS/JO-S21-3714. c c Monday, Apri/16, 2001 Pap Iof I ~ 1991~ - 2002 Tree Trimming " "y 'p \rJ'] ~~J~ . 7,' , (~ ~~- ~ f"mllt~ \r~~ I~."' :::* \ LJJ.LIj"-"'\; ~ ~ I' rtI L ' ,~ -; Jl"~.J ~ ~ l~ ~r:~ -'~ ~ -=iIp: . Priority 2 Trees: 4,346 oJ,r ft ~ f\ ~!( ! Ilel --_1.' . I J , ~ II - ~~)! ;HLAND .- -: ".. Priority 1 ~ o i='U~~ ~.1Y Trees:3,253 ~ ,)ELI N E '1", ~ ~ iliI IH"" !!I!lIm1' ;':' 'k!: ji,11 ",''' · ... I g ) THILL Ji~ I "' ~,,,'"IISml. ." .~ '~o-- "';. . ~ L liD ? - : ~ €"II (1 jjf I r-' - - ... , ~ ~fr,~ ... "~I~ / ]j. ~'- - -,. 1. ~ L ~ I ._~ I ;0; "r" I m!l! ~ - ~ ~~ ~ - ~- . / Tree Trimming 2001-2002 ^ ,-<\ - - ::j ..1' --r-' r ~V Ll... J. - -....... f .. Priority 1 tr'...~~"'t_ 3: J 70 T Ii.. 0- _ Priority2 ~t =-,~ ~~, _~ - - . Completed V~ / - - , - It11 'Jli --i ** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT ** RESOLUTION AGENDA ITEM TRACKING FORM Meeting Date (Date Adopted): II' .{.,-o\ Item # Vote: Ayes I -'I Nays-e t I 2()o\ - z. 4 4-> Absent -e- Resolution # Abstain -6 Change to motion to amend original documents: Reso. # On Attachments: ~ Contract term: - Note on Resolution of Attachment stored separately: --=- Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY p,- Date Sent to Mayor: 'is" - 'is' - () \ Date of Mayor's Signature: \f--'1--() \ Date of Clerk/CDC Signature: IS" -q -<J I Date Memo/Letter Sent for Signature: 60 Day Reminder Letter Sent on 30th day: 90 Day Reminder Letter Sent on 45th day: See Attached: Request for Council Action & Staff Report Attached: Updated Prior Resolutions (Other Than Below): Updated CITY Personnel Folders (6413, 6429, 6433,10584,10585,12634): Updated CDC Personnel Folders (5557): Updated Traffic Folders (3985, 8234,655,92-389): Copies Distributed to: City Attorney / Parks & Rec. Code Compliance Dev. Services Public Services ./ Police Water Notes: NullNoid After: (,,0 OA,..s lit> -s-() \ I By: - Reso. Log Updated: 0/" Seal Impressed: v Date Returned: ~ Yes~ No By Yes No 1 By Yes No / By Yes No / By Yes No/ By EDA ,/ MIS Finance Others: 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: -L11L- Date: Y-Gj -0 l Revised 0 I , 12/0 I