Report to Mayor and City Council
Tuesday, February 20, 2018
Consent
SUBJECT:
Title
CONSIDER EXTENDING THE MONTH-TO-MONTH AGREEMENT WITH WEST COAST ARBORISTS, INC. FOR TREE MAINTENANCE SERVICES (CITY COUNCIL)
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I. SUMMARY
On December 5, 2017, City Council approved a month-to-month contract extension for tree maintenance services at the current rate of $32,600.00 which includes the base tree trimming rate of $27,167 and a 20% contingency of $5,433 per month beginning January 1, 2018, up to a maximum of three consecutive months to complete the Request for Proposals (RFP) process. RFP No. P17-25 for Tree Trimming Service (Exhibit No. 1) was released on December 5, 2017, and closed on January 4, 2018. Staff received three submissions which are currently being reviewed and evaluated for technical compliance and adherence to the RFP content guidelines.
Staff requests an extension to the month-to-month agreement with West Coast Arborists, Inc. for an additional three month term beginning April 1, 2018, (Exhibit No. 5) to complete the proposal review and contract awarding process.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. AUTHORIZE an additional three month extension to contract for Tree Maintenance Services with West Coast Arborists, Inc. in the amount of $32,600 per month effective April 1, 2018.
2. AUTHORIZE the Mayor to execute the third contract amendment following approval as to form by the City Attorney.
1.
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III. ALTERNATIVES
Take any other action the City Council deems appropriate.
IV. BACKGROUND
The City of Carson is responsible for the care of approximately 20,000 trees located in various parkways, medians, parks and City facilities. On July 1, 2014, the City Council awarded a three year tree maintenance services contract for the period of July 1, 2014, through June 30, 2017 to West Coast Arborists, Inc. (Exhibit No. 2). On June 6, 2017, the City Council directed staff to issue an RFP and to extend the agreement with West Coast Arborists for six additional months beginning July 1, 2017, through December 31, 2017, at a total cost of $195,600.00. This was in lieu of extending the current contract for one (1) additional three year term.
On August 15, 2017, the City Council authorized the six-month contract extension beginning July 1, 2017 through December 31, 2017 with West Coast Arborists, Inc. in order to give staff time to develop and release the RFP for Tree Maintenance Services (Exhibit No. 3). With the recent departure of the Public Works Operations Manager, the RFP process was delayed. On December 5, 2017, Council approved a second amendment to extend the tree trimming contract on a month to month basis for a maximum of three months, at the current rate of $32,600.00 in order to complete the RFP process (Exhibit No. 4). On December 19, 2017, a mandatory pre-bid conference was held and on January 4, 2018, RFP No. P17-25 for Tree Trimming Services closed and staff received three RFP submissions.
Staff is requesting a third contract amendment to the month-to-month extension (Exhibit No. 5) for an additional three month period beginning April 1, 2018, to complete the proposal evaluations and contract awarding process.
V. FISCAL IMPACT
There is no additional fiscal impact. Funds for the tree trimming contract were included in the FY 17/18 general fund and gas tax fund budgets.
VI. EXHIBITS
1. RFP for Tree Maintenance Services (pgs. 3 - 44)
2. West Coast Arborists Contract (pgs. 45-77)
3. Contract Amendment No. 1 Fully Executed (pgs. 78-94)
4. Contract Amendment No. 2 Fully Executed (pgs. 95-98)
5. Draft Contract Amendment No. 3 (pgs. 99-104)
Prepared by: Therese K. Foisia, Administrative Specialist