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HomeMy WebLinkAboutAGENDA REPORT 2000 0621 CC REG ITEM 10BMOORPARK CITY COUNCIL AGENDA REPORT ITEM 0- /:a CITY (.-,F NTOOR.PAR.K, CALTFORNIA f, iv Lie C',_& i@'ei.nLT Of :Titnedl, a0D0 ACTIO- : A,0DP,¢Y ,0d . BY: TO: The Honorable City Council FROM: Mary K. Lindley, Director of Community Services /'c DATE: June 2, 2000 (CC Meeting of June 21, 2000) SUBJECT: Consider Rejection of all Tree Maintenance Bids Received and Contract with West Coast Arborist for Tree Maintenance Services 11 ' I � 0 ;ZV4 The City Council is being asked to reject all bids and "piggy- back" on the City of San Bernardino's Tree Maintenance contract with West Coast Arborist (WCA) for the annual maintenance of City trees. The service to be provided by WCA includes tree trimming and removals, a city -wide tree inventory, and tree inventory and maintenance computer software. The annual cost for the service will be set by the City's tree maintenance budget at a base cost of $39.00 per tree for tree trimming. BACKGROUND In the past, the City has used Bob's Tree Service to provide tree maintenance and removal services. The contract with Bob's Tree Service expired in 1997; however, the City has continued to call on the company to provide most of its tree maintenance services. The company was recently acquired by Delta Landscape Services Inc. (Delta). The City received an unsolicited proposal from a private tree trimming and maintenance contractor, West Coast Arborists. WCA's proposal included overall lower rates than those charged by Delta along with additional services. Most significantly, WCA proposed the preparation of an inventory of all City maintained trees, by location, size, and species, and ongoing maintenance and updates to the inventory as trees are added or removed. IG 0 ..0 Tree Maintenance Contract Page 2 Additionally, WCA's proposal included autc inventory and providing information activities performed on City trees. The to be provided at no extra cost to the accompanied by tree maintenance software, the City's use. mating the City's tree on all maintenance inventory service was City, and was to be developed by WCA, for The software package offered by WCA, was responsive to the City's needs and they have an outstanding reputation and references. Additionally, a automated tree inventory would significantly enhance the City's ability to plan maintenance services, project future budget costs, and track past activities. While the City has contemplated the need for a full, on -going inventory of its trees and a automated maintenance program, it has not had the staff time to perform the work in- house, or the funds available to purchase the services independently. WCA's proposal offered an opportunity to secure the services at no direct cost to the City. Representatives of Delta requested an opportunity to bid on a proposal similar to the proposal offered by WCA. To that end, the Council directed staff to competitively bid the City's tree maintenance service. Staff prepared and distributed a Request for Proposal for tree maintenance services which included a tree inventory and tree maintenance software program. The closing date for receiving bid proposals was May 10, 2000. A total of three bids were received: Delta Landscape Services, the contractor the City currently uses; West Coast Arborist; and TruGreen Landcare. DISCUSSION Each bidder was required to provide a price list for services, documentation of the proposed tree inventory and maintenance software program, a Quality Control Plan, a list of key personnel and their qualifications, and references of clients for which they provide similar services. A bid bond in the amount of $6,000 was also required. Each bidder supplied the requested material. However, neither TruGreen nor Delta provided the City with references of clients for whom they provide and maintain a tree inventory and maintenance software program. M: \MLindley \LANDSCP \2nd tree maint ccagd.doc Tree Maintenance Contract Page 3 The price listing for all three proposals is provided as Attachment A. The most significant components of the proposal and price list are the cost of tree trimming, tree inventory, and the maintenance software, as well as the ease of using the software program, and a good proven track record of providing the required services. Upon clarification of TruGreen's price list, it presented the lowest overall bid proposal. TruGreen has stated that the cost of the tree inventory, software, and monthly updates would be provided at no cost. The $2.00 lump sum shown on their price list is an error. WCA, the second low bidder, chose to submit a price list that was higher than its initial unsolicited proposal to the City back in February. Delta's cost proposal was significantly higher than the other two. SUMMARY OF THE BID PROPOSALS TruGreen Staff spent considerable time reviewing TruGreen's references, and speaking to seven of their current clients. Additionally, an interview was conducted with TruGreen representatives. Based on the information provided by TruGreen, the City would be provided with the "Tree Manager for Windows" software program. This program is made by an independent company, ACRT Inc. TruGreen would purchase the program and provide it to the City at no cost. TruGreen verbally provided the names of three cities (Palm Desert, Rancho Palos Verdes, and Pasadena) that they indicated use software provided by them. It turns out that software provided to Palm Desert is an excel spreadsheet used for tree inventory purposes. The City of Rancho Palos Verdes indicated that it does not have an inventory or maintenance software program. They do, however, receive hardcopies of a maintenance spreadsheet. The City of Pasadena purchased the "Tree Manager" program on its own and uses its own in -house staff to maintain it. TruGreen provides no software services to the City of Pasadena. Staff at the City of Pasadena indicated that they find the "Tree Manager" program cumbersome and time consuming, and they are looking into other potential programs. M: \MLindley \LANDSCP \2nd tree maint ccagd.doc Tree Maintenance Contract Page 4 The total package presented to the City of Moorpark by TruGreen is not typical for its current clientele base. I have not found any instances where it has provided and maintained tree inventory or maintenance software to one of its clients. Therefore, it is difficult to determine the quality of their performance with those services requested other than traditional tree maintenance. TruGreen does not have an equipment yard in Ventura County, although they stated that they have a relationship with a company in the San Fernando Valley where they store equipment. TruGreen is located in Monrovia. They indicated that they believe they can meet the required one hour emergency response time. West Coast Arborist WCA currently provides tree maintenance to 92 cities in California. Of those, it provides its tree inventory and maintenance software program to 43 cities. I contacted six of its current clients and each reported that the software program was easy to use and the technical software support they received from WCA was excellent. The program was developed by WCA and all of their staff are proficient with its use. A number of other southern California cities (approximately 43 as identified above) contract with WCA for identical services as those contained in their proposal to Moorpark. I have viewed the software and find that it more than meets the City's needs. In Ventura County, WCA currently provides services to the cities of Ventura, Camarillo, Oxnard, and Fillmore (they are currently negotiating with the City of Santa Paula). In the case of Camarillo, the City uses in -house crews to service a portion of the City. All the data for the work performed by City staff is entered into the computer by their maintenance supervisor who reports that he finds the software program easy to operate. Additionally, WCA maintains an equipment yard in Oxnard. They would have no problem responding to emergency calls within an hour, as required by the contract. Delta Landscape Services As stated above, Delta submitted the proposal with the highest costs. Additionally, Delta did not supply any references for M: \MLindley \LANDSCP \2nd tree maint ccagd.doc r Tree Maintenance Contract Page 5 clients to whom they provide a tree inventory and maintenance software program. They propose providing the City with the same independent software program as TruGreen, "Tree Manager for Windows ", although they do not appear to have any experience with the program. As stated above, the tree inventory, maintenance and inventory software program, and monthly inventory updates are important factors for consideration in the selection of a tree maintenance contractor. I believe that each bidder could perform the necessary tree maintenance services satisfactorily. However, I believe that TruGreen and Delta both lack the inventory and maintenance software program experience the City is looking for in a contractor. In the case of WCA and Delta, the proposals exceed estimated cost for maintenance and software services and the costs contained in proposal previously considered by the Council. TrueGreen is unable to demonstrate that it has the ability to meet the City's software needs. Therefore, it is recommended that the Council reject all bids. WEST COAST ARBORIST PROPOSAL WCA has indicated that it would still be willing to provide the City with the same contract, and contract prices, it has in place with the City of San Bernardino. This is the same proposal presented to the City Council on February 16, 2000. The price list for tree maintenance services (Attachment B) is competitive, if not better, than the prices presented by TruGreen. Additionally, they agree to conduct an inventory of all City maintained trees, and to provide tree inventory and maintenance software at no cost to the City. In affect, the City of Moorpark would "piggy- back" on San Bernardino's contract. The cities of San Bernardino and Tustin conducted a bid process for tree maintenance services. WCA was the low bidder and was awarded a contract in both cases. Since then, a number of cities have determined that those contracts are favorable and have "piggy- backed" on them. Cities that have based their contracts on San Bernardino and Tustin include Fullerton, M: \MLindley \LANDSCP \2nd tree maint ccagd.doc Tree Maintenance Contract Page 6 Newport Beach, Orange, Brea, Santa Ana, Riverside, and Costa Mesa, in addition to the Ventura County cities mentioned above. 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. Staff recommends that the Council award a two -year contract with WCA, effective July 1, 2000. The agreement will ensure the City receives competitive tree maintenance prices over the two -year term, while allowing the City to terminate for any reason with 30 -days written notice. The City's proposed FY 2000/01 budget for tree maintenance activities is approximately $88,000 for trees in City parks and all City maintained landscaped areas. The City will continue to control how the funds are spent and which trees will receive service and when. STAFF RECOMMENDATION Approve an agreement with West Coast Arborist for tree maintenance services effective July 1, 2000, and authorize the Mayor to sign it on behalf of the City. M: \MLindley \LANDSCP \2nd tree maint ccagd.doc .-, ,-„5