TO: LINDA REICH, CITY MANAGER
FROM: HYE JIN LEE, PE, DIRECTOR OF PUBLIC WORKS
SUBJECT
title
Award of Contract - Citywide Tree Trimming and Tree Maintenance Services.
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RECOMMENDATION
recommendation
Award a Professional Services Agreement with West Coast Arborists, Inc., Anaheim, CA, for Citywide Tree Trimming and Tree Maintenance Services, in the amount of $999,976 with a five-year term and authorize the City Manager to execute all necessary documents on behalf of the City.
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FISCAL IMPACT
Sufficient funds are included in the Fiscal Year 2024-25 Public Works Department operating budget within the Street Trees, Civic Center, Medians and Parkways, and various Maintenance District Funds.
|
Fund |
Budgeted Amount |
|
Street Trees (Fund 360) |
$550,000 |
|
Civic Center (Fund 360) |
$15,000 |
|
Medians and Parkways (Fund 360) |
$60,000 |
|
Maintenance Districts (Funds 360 & 361) |
$374,976 |
|
Totals |
$999,976 |
CITY OF CHINO MISSION / VISION / VALUES / STRATEGIC ISSUES
The recommendation detailed above furthers the City’s values and strategic issues that serve as key pillars on which identified priorities, goals, and action plans are built, by fostering:
• Positive City Image
• Responsible Long-Range Planning
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Expenditure: 3607210-43580 36172603-43580 3607230-43580 36172604-43580 3607240-43580 36172606-43580 3607260-43580 36172607-43580 36172601-43580 |
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BACKGROUND
The City of Chino’s beneficial urban forest consists of a large variety of tree species that provides an ecological environment for residents and helps mitigate rising climate temperatures throughout the City. Over the past year, the different species of trees have been planted to enhance tree diversity, improving aesthetics and sustaining the habitat within our environment. For thirty years, the City has been recognized by the national organization, Tree City USA, reflecting the City’s commitment to proper tree preservation.
The City utilizes contract tree trimming and tree maintenance services to perform scheduled and emergency trimming and removal of the City’s estimated 16,500 maintained trees. Maintaining and providing a beneficial urban forest is a critical component in preserving safety, aesthetics, and civic responsibility by delivering high-quality tree management and maintenance practices that promote a beautiful community and serve the needs of our community. Given the large number of trees, the City’s tree trimming cycle ensures that every tree gets trimmed at least once every other year, guaranteeing the health and safety of the City’s trees as recommended by the City’s arborist.
For the past five years, West Coast Arborists, Inc., Anaheim, CA, has been performing tree trimming and tree maintenance for the City. Under the current contract, the City’s successfully maintained a high level of quality and service, averaging 8,250 trees trimmed annually. With the current contract expiring on June 30, 2024, City staff have explored options and resources to continue these services.
ISSUES/ANALYSIS
Staff elected to piggyback from a competitive Request for Proposal the City of Norco conducted on April 3, 2023, which selected West Coast Arborists, Inc. as its provider for tree trimming and tree maintenance services. Both the City of Norco and West Coast Arborists, Inc. have agreed to extend the same pricing and terms to the City of Chino as a piggyback agreement, including locked-in pricing and rates for five years starting Fiscal Year 2024-25 to Fiscal Year 2028-29. Staff completed an analysis of the City of Norco/West Coast Arborists, Inc.’s agreement and found it fair and reasonable.
City staff estimated that had Chino independently pursued a similar contract, a 4% to 6% increase in tree trimming service costs would have been anticipated. By piggybacking from the City of Norco’s agreement, there is a cost savings particularly in the first two years of the contract, where Norco's rate of $75 per tree compares favorably to Chino's current rate of $76.90 per tree. The difference in rates results in an annual cost savings of $15,675 for Chino in tree trimming expenses for the initial two years of the contract, based on the average number of trees serviced.
Staff recommends that the City Council award a contract to West Coast Arborists, Inc., Anaheim, CA, for Tree Trimming and Maintenance Services for $999,976 with a five-year term starting Fiscal Year 2024-25 to Fiscal Year 2028-29, subject to City Council Approval.
Attachment: West Coast Arborists, Inc. Agreement