Title
Adopt a Resolution to Approve and Authorize the City Manager to Execute Amendment No. 2 to a Non-Professional Services Agreement with West Coast Arborist, Inc. for Citywide Tree Maintenance Services for $400,000.00 for Fiscal Year 2024-2025
Staffreport
COUNCIL PRIORITY
• Improve Infrastructure
• Support Quality of Life
SUMMARY
The Recreation & Parks Department, Urban Forestry Section is responsible for maintenance of approximately 18,000 trees in the right-of-way, in City parks and on City property. The newly established section has a significant backlog of deferred maintenance and is challenged with recruiting qualified Tree Trimmers to fill the vacant Tree Trimmer II positions. Contract tree maintenance is essential for maintaining routine tree maintenance. The proposed amendment leverages a competitively bid RFP by the City of Burlingame and will supplement existing in-house tree-trimming work providing more responsive customer service to the community.
RECOMMENDATIONS
Staff recommends that the City Council approve and authorize the City Manager to execute Amendment No. 2 to the Non-Professional Services Agreement with West Coast Arborists, Inc. for Citywide tree maintenance services for fiscal year 2024-2025.
BACKGROUND
The City of San Leandro is developing a Tree Master Plan with urban forestry consultants and community partners. The plan aims to improve community health, increase the resilience of vulnerable populations, and ensure equitable distribution of the urban tree canopy. It will provide urban forest goals, strategies, and actions based on community vision, data analysis, and best practices in urban forestry. As part of the FY2023-2025 biennial budget, funds were allocated for contract tree services to supplement existing work and resume area maintenance. The Streets Supervisor, in collaboration with the City Attorney and Purchasing Agent, identified a streamlined approach to contracting by piggybacking on the City of Burlingame's RFP issued in May 2021. After evaluating proposals, Burlingame staff selected West Coast Arborists, Inc. as the most qualified provider. West Coast Arborists, Inc. has agreed to honor the terms of Burlingame's contract through San Leandro’s contract term ending June 30, 2025.
Analysis
The agreement with West Coast Arborists, Inc., initiated on October 1, 2022, covers all labor, materials, and equipment necessary for on-call tree maintenance services, with compensation based on tree size and services requested. Amendment No. 2 increases the not-to-exceed amount by an additional $400,000 for FY 2024-2025, bringing the total contract amount to $1,154,000. This amendment supports the City’s efforts to maintain and enhance its urban forest efficiently and effectively. As the City completes the Tree Master Plan process, the goals and strategies will guide staff in developing a Request for Proposal (RFP) for services starting in Fiscal Year 2025-2026.
Previous Actions
Resolution No. 2022-144 for a Non-Professional Services Agreement with West Coast Arborists, Inc. for Citywide Tree Pruning, Stump Removal, and Arborist Services
Resolution No. 2023-119 for Amendment No. 1 to Non-Professional Services Agreement with West Coast Arborist, Inc. for Citywide Tree Pruning, Stump Removal, and Arborist Services
Fiscal Impacts
The amendment to the Non-Professional Services Agreement will cost $400,000 for fiscal year 2024-2025. The project is included in the FY 2024-2025 Council approved budget and there is sufficient funding in account 010-62-09-5340.
ATTACHMENTS
Attachment A: Resolution for Amendment No. 2 To NPSA with West Coast Arborist, Inc. for Citywide Tree Maintenance Services
Attachment B: Scope of Services and Compensation
PREPARED BY: Jennifer Auletta, Park and Landscape Manager, Recreation and Parks Department