Resolution Approving a Cooperative Purchasing Agreement With West Coast Arborists 09-10-13

7/29/2019 Resolution Approving a Cooperative Purchasing Agreement With West Coast Arborists 09-10-13

1/1056

CITY OF CARMEL-BY-THE-SEA

Council ReportSeptember 10, 2013

To: Honorable Mayor and Members of the City CouncilFrom: Jason Stilwell, City AdministratorSubmitted by: Mike Branson, City ForesterSubject: Consideration of a Resolution approving a cooperative purchasing

agreement fo r a grid pruning project and award of contract.

Recommendation: Consideration of a Resolution approving a cooperative purchasingagreement for a grid pruning project and award the contract for theproject to West Coast Arborists, Inc. in an amount no t to exceed$40,000.

Executive Summary: Grid pruning, which involves safety and structural pruning of public trees,is a regular component of the Forest, Parks and Beach Division's efforts tomanage Carmel's urban forest. A cooperative purchase agreement basedon the competitive bid process and awarded contract fo r treemaintenance by the City of Monterey to West Coast Arborists, Inc. willprovide the City of Carmel with an efficient resource fo r tree pruning andrelated services.

Analysis/Discussion: Grid pruning is used to prune and address other tree issues alongspecified streets fo r several blocks at a time . This fiscal year the cityowned trees along Scenic Road and San Antonio Avenue are scheduledfor maintenance in addition to other areas and individual trees thatrequire detail work. Generally speaking, this program is scheduled inmulti-week segments two to three times a year: pre-winter, post-winterand late spring. Grid pruning is a valuable tool fo r maintaining a safeurban forest and as management too l fo r mitigating risk for the city.This program implements several goals, objectives and policies of theShoreline Management Plan and the Forest Management Plan that areincluded in the Coastal Resources element of the General Plan :05-4-Maintain the vegetation and trees along the shoreline in a safe andhealthy condition.

1


2/1057

Fiscal Impact:

BudgetedYes

P5-33- Protect Monterey Cypress from structural damage caused byhighwinds. Develop a proactive trimming program to reduce length andweight of limbs and branches.P5-34-Prune or repair trees immediate ly following limb failure to mitigateany safety hazards. At other times, trees may be pruned in accordancewith City policy, keeping public safety, access and the tree's health as theprimary goals.05-8- Protect, conserve and enhance designated open space, the urbanMonterey pine forest, beach and shoreline, the sensitive habitats and thehillside areas, and acquire additional open space as deemed appropriate.G5-4- Preserve and enhance the City's legacy of an urbanized forest ofpredominantly Monterey pine, coast live oak and Monterey Cypress.05-11- Maintain, restore and enhance the upper and lower tree canopy ofCarmel's urbanized forest.05-14- Maintain a healthy forest.West Coast Arborists, Inc. has worked for Carmel and other local citiesincluding Monterey, Salinas, Pacific Grove, and Soledad. The rates andterms that WCA is offering to Carmel are based on the City of Monterey"Tree Maintenance Open End Contract" currently in effect. Cooperativepurchase agreements and contract awards for public works projects areallowed under sections 3.12.170 and 3.12.430 of the Municipal Code.This is a budgeted program within the Forest Parks, and Beach Divisionoperation accounts. The contract amount is an increase of 8.2% fromprevious years. The increase will facilitate achieving the FY 2013-14performance measure of 7% (up from 5% in FY 2012-13} of city treeshaving some attention to preventative maintenance.

Funding SourceGeneral Fund: Forest, Parks and Beachaccount #78050

Previous CouncilAction/Decision History:

The City Council authorized a similar contract under a cooperativepurchase agreement with West Coast Arborists Inc. in FY 2012-2013 andhas annually since 2007.

2


3/1058

Reviewed by:City Administrator ~ City Attorney D Administrative Services DAsst. City Admin. D Dir of CPB D Dir of Public Svcs ~Public Safety Dir D Library Dir D Other D

3


4/1059

GLENN S. YUKIHIRO

PROFESSIONAL REFERENCES

1. Mr. Ted Chamberlin- Controller (retired), M.B. McFarland & Sons, Inc.6730 Leon Drive, Salinas, CA, 93907 (831) 443-3342

2. Ms. Natalie Jessop- Tax Partner, Pricewaterhouse Coopers, LLP488 Almaden Blvd., Suite 1800, San Jose, CA, 95110 (408) 817-3817

3. Ms. Sharon Cravens- Sr Tax Auditor, Pricewaterhouse Coopers, LLP488 Almaden Blvd., Suite 1800, San Jose, CA, 95110 (408) 817-5043

4. Mr. Steve Agelopoulos- Controller, Three Arch Partners3200 Alpine Road, Portola Valley, CA, 94028 (650) 529-8026

5. Mr. Kelly McFarland - CEO, Legacy Vineyard Management Inc.P.O. Box 1010, Gonzales, CA, 93926 (831) 595-0941

6. Ms. Robin Flourney- VP Agribusiness Banking, Bank of the West4701 Sisk Road, Suite 301, Modesto, CA, 95356 (209) 416-3432


5/1060

CITY OF CARMEL-BY-THE-SEACITY COUNCILRESOLUTION 2013-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BYTHE-SEA AUTHORIZING THE EXECUTION OF A CONTRACT WITH WESTCOAST ARBORISTS, INC. RELATIVE TO THE GRID PRUNING OF URBANFOREST TREESWHEREAS, $40,000 has been budgeted for grid pruning of urban forest trees ; andWHEREAS, The City ofMonterey conducted a competitive bid process for a like project and

as such, the City of Carmel is able to take advantage of a cooperative purchasing agreement as allowedunder the provisions of the Carmel-by-the-Sea Municipal Code Sections 3.12.170 and 3 .12.430, and

WHEREAS, West Coast Arborists, Inc. was the low bidder and their contract has been renewedfor FY 2013-14.

NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITYOF CARMEL-BY-THE-SEA DOES:1. Authorize the City Administrator to execute a contract with West Coast Arborists,

Inc., for tree maintenance services in an amount not-to-exceed $40,000.PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL

BY-THE-SEA this 101h day of SEPTEMBER 2013, by the following roll call vote:A YES: COUNCIL MEMBERS:NOES: COUNCIL MEMBERS:ABSENT: COUNCIL MEMBERS:ABSTAIN: COUNCIL MEMBERS:

SIGNED,

Jason Burnett, MAYORATTEST:

Heidi Burch, City Clerk

1


6/1061

Tree Care Prqftssionals Serving Communities Who Care About TreesJuly 25, 2013

City ofCarmel-by-the-SeaATTN: Mike Branson, City Forester, Parks and BeachP.O. Box SSCarmel-by-the-Sea, CA 93921RE: Tree Maintenance Agreement - Fiscal Year 2013-2014DearMr. Branson,

www.WCAINC.co

Over the years, West Coast Arborists, Inc. (WCA) and the City of Carmel have forged a veryproductive and cohesive working relationship. Together our organizations have endured bothgood and bad times with the ever fluctuating economy of our state and country. Despitecurrent economic trends; the integrity, health and preservation of the City's urban forestremains our common goal.As we begin FY 2013-2014, we propose to provide tree maintenance services during this fiscalyear under a piggyback approach on the City of Monterey's current contract. The City ofMonterey just recently approved a slight price increase based on the Consumer Price Index.We agree to offer the same unit prices, terms and conditions as Monterey's contract. Attachedto this letter are our proposed price schedule and Monterey's confirmation letter.We look forward to continuing the strong relationship built between us, and to maintainingquality urban tree care service. Should you have any questions or require additionalinformation, please contact me at (800) 521-3714.Sincerely,

~ ~ ~ : ~ ! tVice-President, Marketing

West Coast Arborists, Inc.2200E.ViaBurtonStreet Anaheim,CA 92806 714.991.1900 800.521.3714 Fax714.956 .3745


7/1062

Tree Care Professionals ServingCommunitiesWho Care About TreesCity of Carmel-by-the-SeaSchedule of CompensationTree Maintenance Services

ltteml Description IUnita) Labor Required- Utility Arborist, Certified Arborist, Crew Supervisor Hour $ Line Clearance Tree Trimmer Hour $- Line Clearance Trainee Hour $- Crane Operator Hour $- Tree Trimmer Hour $- Tree Maintenance Worker Hour $- Laborer Hour $

b) Equipment Required- 50 ft . aerial lift Hour $- 100ft. aerial lift Hour $ 5 yd . brush truck/chip truck Hour $- 5-6 yd dump truck Hour $- Skip Loader Hour $ Roll off box Hour $ Disc Chipper (Vermeer 1250} Hour $

50 .0050 .0050.0050.0050 .0050 .0030.00

-50.00--30.0030.00-

www.WCAINC.com

UnitPrices fo rFY1314

$ 51.20$ 51.20$ 51.20$ 51 .20$ 51 .20$ 51 .20$ 30 .70

$ -$ 51 .20$ -$ -$ 30.70$ 30.70$ -

c) Other Labor/Equipment- Tree emergency callout afterhours &weekends Hour GGd) Labor/Equipment Required- 100ft plus crane, 15 metric toncapacity, with bucket optionand NCCCO certified operator Stump Grinder and operator- Irrigation water truck

Hour

HourHour

The proposed prices reflect a 2.4% increase rounded to the nearest tenth.

$ 95 .00

$ 50.00$ 50.00

The increase is derived from the Consumer Price Index for All Urban Consumersbased on San Francisco-Oakland-San Jose areas.

West Coast Arborists, Inc.

$

$$

97.25

51 .2051.20

2200E. ViaButtonStreet Anaheim,CA 92806 714.99 1.1900 800.521.3714 Fax714.956.3745


8/1063

DEPARTMENT OF PLANS & PUBLIC WORKSJuly 1, 2013

Mr. Patrick 0 . MahoneyPresidentWest Coast Arborists , Inc.2200 East Via Burton St.Anaheim, CA 92806

f l lu

Re: Agreement to Extend Contract for On Call Tree Maintenance ServicesDear Mr. Mahoney:

The City of Monterey would like to extend its contract with West Coast Arborists, enteredinto October 5, 2010, and extended for one year on July 1, 2011 (1 81 Extens ion) and again on July1, 2012 (2nd Extension) , for an additional year. This 3m Extension will commence July 1, 2013 andterminate June 30, 2014.It is agreed by the City and West Coast Arborists that all other terms and conditions of theoriginal contract shall remain unchanged .This extension is authorized by paragraph 2 of the original contract which allows for four

(4) one-year extensions of time granted by written agreement of both parties.Please indicate your agreement by signing below and returning the original of this letter tome . Thank you for your cooperation .

Very Truly Yours,

Fred MeurerCity Manager

The undersigned, on behalf of West Coast Arbor" t ,conditions as set forth above:Dated : l j- /3

T00003CA (v. 1.0 - 04/19/2013)Ag reemen t # : Ag - 255 - Page 1 o f 1 88

CITY l i : \U. l\10:\'TEREY CALIFOM'IA 9 3 ~ H I ) 133 I.646.392 J F.oo\X 83 1.6tW.3405Websile v.ww.monJerey.org


9/1064

Legal Agreement Cover SheetAgreement Submitter and Staff Member Responsible

Fonn Submitted By Barbara Stems Date/Time 6/25/2013 9:30:56 AMStaff Member Responsible Stems, Barbara L Contact Number646-3863Department PlanS & Public Wori


10/1065

-- - -- --- - . - .T re1' Care P r t i f e s s i Serving Commuuilies TFho Care A bout T reesCity of MontereySchedule of CompensationTree Maintenance Services

litemIDescription !Unita) Labor Required- Utility Arborist, Certified Arborist,Crew Supervisor HourLine Clearance Tree Trimmer HourLine Clearance Trainee HourCrane Operator- Tree Trimmer- Tree Maintenance Worker Hour- Laborer Hour

b) Equipment Required- 50 ft. aerial lift Hour100 ft. aerial lift- 5 yd . brush truck/chip truck Hour- 5-6 yd dump truck HourSkip LoaderRoll off box- Disc Chipper (Vermeer 1250) Hour

$$$$$$$

$$$$$$$

50.0050.0050.0050.0050 .0050.0030.00

-50.00--30.0030.00-

www.WCAINC.com

UnitPrices forFY13-14

$ 51 .20$ 51.20$ 51 .20$ 51 .20$ 51 .20$ 51 .20$ 30.70

$ -$ 51 .20$ -$ -$ 30.70$ 30.70$ -c) Other Labor/Equipment- Tree emergency callout afterhours & weekends Hour GGd) Labor/Equipment Required- 100 ft plus crane, 15 metric toncapacity, with bucket optionand NCCCO certified operator- Stump Grinder and operatorIrrigation water truck

Hour

HourHour

The proposed prices reflecta 2.4% increase rounded to the nearest tenth.

$ 95.00

$ 50.00$ 50.00

The increase is derived from the Consumer Price Index for All Urban Consumersbased on San Francisco-Oakland-San Jose areas.

West Coast Arborists, Inc.

$ 97.25

$ 51 .20$ 51.20

2200E VioBur tonS tree t ~ i r n C A 92806 714.991 1900 800.521.3714 Fox714.956.37t:5

Resolution Approving a Cooperative Purchasing Agreement With West Coast Arborists 09-10-13

Documents

Transcript of Resolution Approving a Cooperative Purchasing Agreement With West Coast Arborists 09-10-13