Report to Mayor and City Council
Tuesday, August 06, 2024
Consent
SUBJECT:
Title
CONSIDER AWARDING A THREE-YEAR CONTRACT TO WEST COAST ARBORISTS (WCA) FOR TREE MAINTENANCE SERVICES FOR THE PERIOD OF OCTOBER 1, 2024 THROUGH SEPTEMBER 30, 2027 (CITY COUNCIL)
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I. SUMMARY
In October 2018, the City Council awarded West Coast Arborists, Inc. (WCA) a three-year contract to provide tree maintenance services for the period of October 1, 2018, through September 30, 2021, with optional extensions up to three years, to be exercised either all at once or incrementally at the City’s sole election.
The agreement has been amended six times, most recently after the City Council approved Amendment 6 during its meeting of March 21, 2023. Currently, the contract sum is $4,498,207.63 and contract expiration date is September 30, 2024, after the full allotment of three years’ extension were exercised by the City.
With the expiration of the current contract nearing, staff explored possible contract opportunities to ensure the City is receiving the highest quality of service and most competitive pricing for professional tree maintenance services. It was determined that piggybacking on the competitive pricing bid with the City of Temple City (Exhibit 1) would be the best option and meet the City’s annual tree maintenance service needs.
Staff is requesting City Council approval to piggyback on a competitively bid contract between the City of Temple City and WCA and award a three-year contract to West Coast Arborists, Inc. for the period of October 1, 2024, through September 30, 2027, with the option to extend for two additional one-year terms. The City’s Purchasing Manager, pursuant to Carson Municipal Code Section 2611(f), has approved the proposed procurement via piggybacking procedures (Exhibit 2).
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. AWARD a three-year Contract Services Agreement to West Coast Arborists, Inc. (WCA) in a total amount not-to-exceed $2,700,000.00 for tree maintenance services for the period of October 1, 2024, through September 30, 2027, with the option to extend for two additional one-year terms.
2. AUTHORIZE the Mayor to execute a Contract Services Agreement following approval as to form by the City Attorney.
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III. ALTERNATIVES
1. DO NOT APPROVE the award of a Contract Services Agreement to WCA.
2. TAKE another action the City Council deems appropriate consistent with the requirements of the Law.
IV. BACKGROUND
The Public Works Department (PWD) is responsible for the care and maintenance of over 18,000 trees located in the City parks, right of way, medians, and public facilities throughout the city. To maintain the City’s Urban Forest, an Annual Trimming Grid/Zone Program was created to ensure that all city trees are trimmed once every three years. This preventative maintenance program provides for the general upkeep of the exiting tree inventory and allows for annual tree trimming services. Removal and replacement programs help protect residents and visitors traveling on City streets by minimizing the likelihood of fallen tree limbs due to overgrowth, and the resulting liability issues that may occur.
WCA has extensive experience in tree maintenance and management services and has been providing tree trimming services for over 40 years. WCA is Carson’s current tree trimming contractor and has provided excellent services to the city for several years. In addition to the work performed for the city’s annual tree trimming grid/zones, tree removal as needed and replacement programs, WCA also has provided the city with access to their proprietary tree inventory program system. This software, known as Arbor Access, produces detailed listings (type, size, condition, location, etc.) and maintenance records of over 18,000 city trees. This comprehensive tree inventory/data program system has been of great value to the PWD in providing useful information for overall condition of the Urban Forest, service requests, and the safety of the public.
Section 2611(f) of the City’s Municipal Code (CMC) allows City, through its Purchasing Manager, to dispense with competitive bidding processes to purchase materials, supplies, equipment, services, or professional services without complying with the bidding or proposal procedures in the CMC, from any vendor who offers the materials, supplies, equipment, services or professional services at the same or better price, terms, and/or conditions as the supplier previously offered to another city or other public agency as the lowest bidder pursuant to the competitive bidding or proposal process required by that city or other public agency; provided, that, for materials, supplies, equipment or services, the selected bidder was selected in compliance with the competitive bidding or proposal process requirements of such city or other public agency and the Purchasing Manager determines that the competitive bidding or proposal process utilized is at least the same as that contained in the CMC, among other things.
The City of Temple City (Temple City) competitively solicited and publicized tree maintenance services via an RFP and as a result, Temple City awarded a contract to West Coast Arborists, Inc., dated January 16, 2024. The City of Carson is able to benefit from the terms, conditions and pricing outlined in the Temple City contract, and the City’s Purchasing Manager has determined that the prices and terms offered to the City Carson by WCA are the same as those offered to Temple City.
The Public Works Department has explored possible contract options, and it was determined the piggybacking on the competitive pricing bid with the City of Temple City would be the best option to meet the city’s annual tree trimming maintenance service needs at maximum cost efficiency. The contract will also allow for continued services that prevent damaged, diseased, and decaying trees. Based thereon, staff recommends that the City Council approve the proposed contract with WCA at a not to exceed contract sum of $2,700,000.
V. FISCAL IMPACT
No additional funds are being requested at this time. Funds for tree maintenance services were included in the adopted FY 2024-25 General Fund Budget under account 101-80-840-106-6004. Funding for years two and three of the proposed contract will be requested as during each respective fiscal year’s budget adoption process.
VI. EXHIBITS
1. Bid Docs from City of Temple City (pgs. 4-85)
2. Purchasing Waiver (pgs. 86-87)
3. Contract Services Agreement with WCA (pgs.88-125)
Prepared by: Dr. Arlington Rodgers, Jr., Director of Public Works