Loading...
HomeMy WebLinkAboutAGENDA REPORT 2000 0216 CC REG ITEM 11ITO: FROM: DATE: SUBJECT: i *U,I,`- . * MOORPARK CITY COUNCIL AGENDA REPORT The Honorable City Council ITEM 11. I ' [N'011- NIOORPNRK, CALIFORNIA City Council ~Meeting or L�ebrU���_ �700n ACTION: i?mt �-hk bid �. b the CaLti I I I r Apt ; 2M& BY: Mary K. Lindley, Director of Community Services.f�— January 24, 2000 (CC Meeting of February 16, 2000) Consider Award of Contract to West Coast Arborists for Tree Trimming and Maintenance The City Council is being asked to award a contract to West Coast Arborists (WCA) for tree trimming and maintenance. Award of this contract will not involve a budget amendment or any additional expenditure of funds. If approved, the initial term of the contract will be March 6, 2000 through June 30, 2001 (16 months). The City will have the option to renew the contract. The City will maintain the ability to terminate the contract at any time, with or without cause, upon 30 days written notice. BACKGROUND In the past, the City has had an agreement with a tree maintenance contractor, Bob's Tree Service. The contract included a "not to exceed" dollar amount (contract budget) , and the City maintained the responsibility for identifying and authorizing which trees would be serviced throughout the year. The contract was used to maintain all City maintained trees including trees in parks and landscaped parkways and medians (Citywide and within Zones). The City's contract with Bob's Tree Service included tree trimming, tree and stump removal, emergency work such as removal and clean up of downed trees, and other necessary tree care such as the foam sealer used to fill the open cavities on the High Street Pepper trees. M: \MLindley \LANDSCP \tree maint report ccagd.doc ©001,1�j Tree Maintenance Contract Page 2 The City's contract with Bob's Tree Service expired in 1997 and has not been renewed. However, the City has continued to use Bob's Tree Service (now called Delta's Tree Service) on an as needed basis, for tree maintenance. DISCUSSION The City received an unsolicited proposal from a private tree trimming and maintenance contractor, West Coast Arborists. WCA's proposal includes overall lower rates than those charged by Delta's Tree Service (see Attachment A), with additional services. Most significantly, WCA will conduct an inventory of all City maintained trees, by location and species, and will maintain and update the inventory as trees are added or removed. Additionally, WCA will computerize the City's tree inventory and will include information on all maintenance activities performed on City trees. The inventory service will be provided at no extra cost to the City, and will be accompanied by tree maintenance software, developed by West Coast, for the City's use. The computerized tree inventory service will significantly enhance the City's ability to plan maintenance services, project future budget costs, and tract past activities. WCA's monthly billing statement will be accompanied by a computer disk with all the information about the month's activities. This will be downloaded to the City's computer and will keep the City's data current. Additionally, because WCA provides the information on disk, the City will not have to use its staff to perform data entry, except on maintenance activities performed in- house. A draft of the proposed Scope of Services for the contract with WCA is attached to this Agenda Report (Attachment B). WCA has contracts with about 26 cities throughout southern and central California for tree maintenance services. Many of these contracts are based on a bid process originated by the City of Tustin. WCA was awarded a contract with the City of Tustin as the lowest responsive bidder. These cities have adopted the bid specifications and process used by Tustin, by "piggybacking" on the Tustin contract. WCA offers tree trimming services at $39.00 per tree (regardless of size) if a city elects to piggyback on the Tustin contract. Cities that have based their contracts on Tustin include Fullerton, Newport Beach, Orange, Brea, Santa Ana, Riverside, and Costa Mesa. In Ventura County 001101 11:'1111) Tree Maintenance Contract Page 3 the cities of Ventura, Camarillo, and Fillmore have also approved contracts with WCA, as have cities north of Ventura County including Lompoc, Morro Bay, Sacramento and San Jose. WCA guarantees that it will be able to provide 24 hour "on- call" emergency service to respond to downed and damaged trees. Additionally, it will respond and arrive on site within 60 minutes of receiving a call from the City for emergency service. Since WCA now has a number of staff in the Ventura County area and a Ventura County office /yard, it has assured staff that it can meet this obligation. Staff interviewed other cities regarding WCA's performance. All of those contacted have stated that they find WCA's responsiveness, work quality, and overall operations to be outstanding. WCA runs a professional operation, which includes several quality control, safety, and performance review mechanisms to ensure it is meeting its customers' expectations. In addition, WCA has an extensive community relations program, that includes advanced notice of trimming activities, and a community education program. The City's FY 99/00 budget for tree maintenance activities is $55,500. Of that amount, approximately $29,000 has been spent to date. The FY 00 /01 budget, although not approved yet, will be proposed to be slightly more than this year's, as a result of an increase in the number of City trees requiring trimming. Approval of a contract with WCA will not require a budget amendment and will allow the City to stretch its tree maintenance budget. STAFF RECOMMENDATION Authorize the City Manager to finalize and execute an Agreement with West Coast Arborists on behalf of the City, consistent with this report. Attachment A UNIT PRICE COMPARISON TREE MAINTENANCE Description WCA Delta Tree Trimming 539.00 $35.00 - $300.00 Depending on size Tree Raising $19.50 $25.00 Palm Tree Trimming $39.00 $100.00 Complete Tree & Stump Removal * $13.00 /inch $250.00 - S600.00 Depending on size Stump Removal ** $4.00 /inch $50.00 - $150.00 Depending on size (3) Man Crew Rental 595.00/hr S 1 30.00 /hr (2) Man Crew Rental $63.33/hr 595.00/hr (1) Man Crew Rental $31.67/hr $50.00 /hr Emergency Call Out 5200.00 /hr $300.00 /hr * WCA's cost for 24" complete Tree & Stump removal = $312.00 Delta's cost for 24" complete Tree & Stump removal = S375.00 ** WCA's cost for 10" stump removal = $40.00 Delta's cost for 10" stump removal = $100.00 000 .,p-_L Attachment B DRAFT SCOPE OF SERVICES The contractor shall provide the following services and meet the following specifications: A. REQUIRED QUALIFICATIONS 1. Contractor must hold a Class C -27 State of California Contractor's License and a City of Moorpark Business License. 2. Contractor must comply with the Quality Control Plan provided in the Proposal. B. QUANTITY OF WORK The Contractor shall establish a schedule with the consent of the Tree Maintenance Supervisor. Tree Maintenance Supervisor and the Contractor will prioritize the trimming schedule based on information provided in the existing inventory. Additional work assignments (work requests) will be given to the Contractor on a weekly basis. The Contractor will schedule this work to be completed within two (2) weeks unless deemed an emergency. C. SCHEDULE OF WORK AND HOURS OF OPERATION 1. Contractor shall, prior to commencing work, submit and get approval from the Tree Maintenance Supervisor of a weekly work schedule indicating the order and location of work. 2. The general hours of operations shall be 7:00 a.m. to 5:00 p.m., Monday through Friday, or as directed by the City. Any equipment operations generating harsh or unusual noise such as chippers, leaf blowers, etc., must not be used before 8:00 a.m. No work will be allowed on arterial streets before 9:00 a.m. or after 5:00 p.m. No work may be performed on weekends or City recognized holidays except in the case of emergency or as approved by the City's Tree Maintenance Supervisor. 3. In addition, the Contractor, field lead man or foreman, shall meet with the Tree Maintenance Supervisor or representative on a weekly basis at a designated time and date for the purpose of reviewing the week's work, receiving special instructions, and to discuss any problems encountered on the job. \\.MOR_PRI_SERV\home _folders\MLindley \LANUSCP\Tree Maint con scope.doc �' J Attachment B D. UNDERGROUND ALERT SYSTEM Underground alert systems must be notified 48 hours in advance prior to commencing work that involves digging underground. This notification is required for each location on the tree list. The telephone number is 1- 800 -422- 4133. E. PROPERTY DAMAGE Any damage to utility lines that occurs shall be immediately reported to the utility company that is involved. The cost of the repair, if required, will be at the Contractor's expense. If damage occurs to any adjacent shrubs or trees that are to remain on the site, immediate treatment or necessary replacements of the same shall be at the Contractor's expense. F. ACCESS TO PRIVATE PROPERTY Prior to any work that will restrict access to private property, the Contractor shall notify each affected property owner or responsible person, informing him of the nature of and the approximate duration of the restriction. G. PROTECTION AND RESTORATION OF EXISTING IMPROVEMENTS Contractor shall be responsible for the protection of all improvements adjacent to the work, such as sprinklers, drain pipes, lawns, brick work, plants, masonry work, fences, walls, sidewalks, street paving, ctc., located on either public or private property. If any improvements are removed or damaged, other than those designed for removal, then such improvements shall be replaced in kind at the Contractor's expense within 48 hours. If the contractor fails to render proper repairs in the 48 hour limit, the City will make the repairs and deduct the cost of such repairs from the Contractor's monthly bill. H. TRAFFIC CONTROL Contractor shall conduct all work in a manner that will insure continuous traffic flow on the street at all times. In situations where it is necessary to restrict traffic flow, the Contractor will contact the City Inspector for directions. 1. MISCELLANEOUS TRAFFIC DEVICES Signs used for handling traffic during the course of this project shall be in accordance with the "Work Area Traffic Control Handbook" (WATCH) published by Building News, Inc., and made a part of these detailed specifications. The method in which signs, barriers, and other miscellaneous traffic devices are used during construction shall be in accordance with the publication mentioned. A copy of said publication is on file in the Maintenance i1aJ _•'•> Attachment B Services Department. All signs shall be illuminated or reflectorized when they are used during hours of darkness. All cones, pylons, barricades, or posts used in the diversion of traffic shall be provided with flashers, or other satisfactory illumination if in place during hours of darkness. J. PAYMENT FOR TRAFFIC CONTROL Payment for maintenance of traffic and detours and for conforming to all the provisions of these specifications, unless otherwise specified and itemized in the bid schedule, shall be considered to be included in the contract unit or lump sum prices paid for various items of work wherein maintenance of traffic and detours is required, and no additional compensation will be allowed. K. WORK BY CITY FORCES BECAUSE OF NONCONFORMANCE TO CONTRACT Should the Contractor fail to correct deficiencies or public nuisances that have been created because of this operation, then these will be considered to be of an emergency nature and cause for the City to move in on the project to make corrective work. Such work will be billed to the Contractor at a rate of $200.00 for each call out. It also should be noted that there is a minimum of a two (2) hour charge for labor on any call out. L. PRUNING STANDARDS AND SPECIFICATIONS All work shall conform to the ANSI -A300 -1995 Pruning Standards, and any later amendments, the Proposal and these specifications. In all cases the City's representative shall have complete and sole discretion in determining conformance and acceptability of trees trimmed by the Contractor. Trimmed trees rejected by the City's representative shall be excluded from payment. 2. Limbs for traffic clearance shall be trimmed or removed to a height of fourteen (14) feet from road surface and sidewalk side of the tree where practical, taking into consideration the balance appearance of the tree. Clean out center. Clear street light to ten (10) feet for illumination, unless such clearing deforms the tree. Small limbs, suckers and water sprouts shall be cut flush with the branch collar from which they arise. All dead limbs and other vegetation (including ivy) shall be removed from the subject tree. 3. Contractor shall comply with Standards of CAL OSHA and the American National Standard Institute, Z133.1.1988 Safety Requirements. 4. Contractor shall provide and post no parking signs 48 hours in advance of the work, except when emergency work is necessary. Attachment B 5. Contractor shall endeavor to maintain good public relations at all times. The work shall be conducted in a manner, which will cause the least possible interference and annoyance to the public. Work shall be performed by competent employees and supervised by an experienced supervisor in tree trimming operations. Contractor shall provide and distribute tree pruning notification brochures to residents at least 48 hours prior to commencing such work. 6. Contractor shall exercise precautions as necessary when working adjacent to aerial utilities. In the event that aerial utility wires present a hazard to the Contractor's personnel or others near the work site, work is to immediately cease and the appropriate utility company notified. Work shall then commence in accordance with instructions from the utility company. 7. No hooks, gaffs, spurs or climbers will be used by anyone employed for such trimming. Any vine plant growing on the trees shall be removed at ground level. 8. Final pruning cuts shall be made without leaving stubs. Cuts shall be made in a manner to promote fast callous growth. 9. Brush and debris shall be removed daily, sidewalks swept, parkways raked, and gutters cleaned. 10. All dead fronds, and parts thereof including stubs and seed pods, shall be removed along the entire length of each palm. Care shall be taken so that no live fronds are partially cut and left hanging. Only healthy fronds shall remain at crown of said tree. Remaining fronds shall stand at approximately a 45 degree angle to the head. 11. Structural weaknesses of trees, decayed trunk or branches shall be reported to the City representative of this contract. These items will be reported on daily worksheets and submitted to the City representative of this contract. 12. Unless otherwise approved, trees are to be trimmed block by block, subject to the instructions of the Tree Maintenance Supervisor. 13. When trimming fungus, disease of fire blight infected limbs or fronds, all pruning tools shall be cleaned after each cut with alcohol or bleach. 14. Topping shall not be done without prior approval of the City of Moorpark. Attachment B 15. Contractor shall provide daily log sheets of work completed to the Tree Maintenance Supervisor. 16. Contractor shall be given forty -five (45) working days to complete each pruning list (productivity trimming) issued by the Tree Maintenance Supervisor. 17. Upon completion of the trimming, the Contractor shall provide the Tree Maintenance Supervisor with a report showing the date of each tree trimmed by address. M. TREE PLANTING All trees and material will be checked by the City representative prior to and following tree planting. All trees will be planted per the standards established in the City of Moorpark's Municipal Code. 2. This project calls for the purchase of all trees and materials, and the planting of 15 gallon or 24" Box trees. 3. Contractor shall complete each individual planting list submitted by the City within thirty (30) work days from the date received. 4. Contractor shall provide daily log sheets of work completed to the Tree Maintenance Supervisor. N. TREE STUMP REMOVAL 1. This project calls for the complete removal of trees and stumps at locations designated by the Tree Maintenance Supervisor. Tile main stump is to be ground down twenty -four (24) inches and ALL surface roots to be ground down twelve (12) inches. All trees and stumps will be measured at DBH above soil grade. 2. Backfill material shall be compacted to provide for minimal settling. It shall consist of an equal mixture of soil and stumped material, which shall be two (2) inches above grade to provide for any soil settlement. No stump holes will be left overnight. If settling occurs, additional backfiill will be added to bring the settled area up to grade. 3. Contractor shall provide daily log sheets of work completed to the Tree Maintenance Supervisor. 4. Contractor shall be given forty -five (45) working days to complete each tree and stump removal list issued by the Tree Maintenance Supervisor. O0n11�G' Attachment B O. CLEAN UP STANDARDS Contractor shall clean all job sites when work is completed, including sap removal from walkways, raking of leaves, twigs, etc., from the lawn and parkways and the sweeping of the sidewalks and trees. 2. Each day's scheduled work shall be completed and cleaned up and under no circumstances shall any sap, brush, leaves, debris or equipment be left on the sidewalks or street overnight. 3. Upon completion of the project, the Contractor shall remove all painted utility markings done by him or the respective utility owners from the surfaces of sidewalks, driveway approaches, curbs and gutters using the removal method acceptable to the Inspector. Any damage to sidewalks, driveway approaches, curbs and gutters due to the Contractor's removal operation shall be repaired at the Contractor's expense and to the satisfaction of the Inspector. Payment for removing utility markings shall be included in other items of work, and no additional compensation will be allowed. P. DISPOSAL OF MATERIALS All tree branches produced as a result of the Contractor's operations under this contract will be reduced, reused, recycled, and/or transformed. Documentation such as bills of lading will be required as proof of final disposal. 2. Reducing will include, but not be limited to chipping, grinding, and /or shredding operations. Disposal is to be at a recycling yard for use in a tub grinding and mulching program. 3. Reusing will include, but not be limited to, using chipped, ground, or shredded tree material as mulch. If the Contractor has a location outside the City where such mulch may be applied, the Contractor is to provide the Tree Maintenance Supervisor documentation from the property owner indicating location and amount of material that will be used. 4. Recycling will include, but not limited to, chipped, ground, or shredded tree material used to produce compost utilizing either a low or high technical methodology. Transformation will include, but not be limited to, firewood that is too large to be chipped, ground, or shredded for use as mulch. If wood is kept for firewood by the Contractor, the Contractor must provide to the Tree Maintenance Supervisor proof of such an operation. 5. Firewood may be left on the property at the owner's request, if approved by the Tree Maintenance Supervisor. Attachment B Q. INSPECTION OF CONTRACTOR'S WORK The Tree Maintenance Supervisor, or his designated representative, shall at all times have access to the work and shall be furnished with every reasonable facility for ascertaining full knowledge respecting the progress, workmanship and character of materials and equipment used and employed in the work. The inspection of the work shall not relieve the Contractor of any Contractor's obligations to fulfill the contract and /or complete the project prescribed. Defective work shall be made good not withstanding the fact that such defective work may have been previously overlooked by the Tree Maintenance Supervisor. R. BROCHURES Contractor will provide brochures that are acceptable to the Director of Community Services that describe the tree maintenance process and are readily accessible to the citizens of Moorpark. 2. Public notice of the tree maintenance activity will be supplied by the Contractor with final approval by the Director of Community Services or his /her designated representative. S. PICTURES Upon request, the Contractor will supply the representative pictures of "Before and After" trimming that are suitable for reproduction. T. DOCUMENTATION Contractor will provide on a monthly basis to the Tree Maintenance Supervisor a report of any changes noted or performed by the Contractor to the existing Street Tree Inventory. U. BILLING Contractor will supply billings to the City of Moorpark for work completed. Billing is to be by address, tree species and appropriate data acceptable to the City. The billing will be provided by a hard copy report and a computer disk. The computer disk will be sent to the Tree Maintenance Supervisor. 00101 ";r, Attachment B 2. Upon satisfactory final inspection and subsequent acceptance, the Contractor shall submit an original invoice and duplicate to: City of Moorpark Att: Mary Lindley 799 Moorpark Avenue Moorpark, CA 93021 The invoice shall be submitted on standard company forms and shall state: I) invoice number; 2) invoice date; 3) purchase order number; 4) a brief description of the work; 5) bid items, quantities completed, unit prices, extended prices (if appropriate); 6) total amount requested; and 7) contractor's tax identification number. 3. The City of Moorpark reserves the right to adjust quantities to this contract. These adjustments will be determined by the Director of Community Services or his /her designated representative relative to the needs of the City of Moorpark. West Coast Arborists, Inc. — PROM,%L FOR ANN1.1L fHt F NI U, ft\ %\(F SERVU ES SCHEDULE OF COMPENSATION Bidders Proposal and Statement The undersigned as bidder declares that he/she has carefully examined the location of the proposed work, that he /she has examined the specifications and is familiar with same and that he/she hereby proposes and agrees to furnish all labor, material and equipment and do all the work required to complete the project in accordance with said specification in the time and manner therein prescribed, should the City accept the bid proposal incorporated herein. AS DESCRIBED IN THIS CONTRACT: UNIT PRICE UNIT DESCRIPTION TREE TRIMMING $ 39.00 Each TREE RAISING 19.50 Each PALM TREE TRIMMING 39.00 Each COMPLETE TREE & STUMP REMOVAL 13.00 Inch STUMP ONLY REMOVAL 4.00 Inch TREE PLANTING 15 gallon without root barrier 80.00 Each with root barrier 95.00 Each 24 inch box without root barrier 160.00 Each with root barrier 195.00 Each Tree Planting (I 5 gallon) with root barrier and City supplying tree. 75.00 Each Tree Planting (24 inch box)) with root barrier and City supplying tree. 135.00 Each WATERING 260.00 Day CREW RENTAL 3 men, aerial unit, dump truck & chipper 95.00 Hourly CREW RENTAL 2 men, aerial unit, dump truck & chipper 63.33 Hourly CREW RENTAL I man, necessary equipment 31.67 Hourly EMERGENCY CALL OUT 3 men, necessary equipment, dump fees 200.00 Hourly COMPLETE URBAN FORF,ST MANAGEMENT PROGRAM