Title
Adopt a Resolution to Approve and Authorize the City Manager to Execute a Non-Professional Services Agreement with AERI Tree Service, LLC, for Boulevard Yarwood Sycamore Tree Trimming for $111,435.00 and to Negotiate and Approve Cumulative Contract Amendments up to 15% or $16,715.00 of the Original Contract Amount for a Total Not-to-Exceed Amount of $128,150.00
Staffreport
COUNCIL PRIORITY
• Infrastructure
• Sustainability & Resiliency
SUMMARY
The City of San Leandro has Yarwood Sycamore trees located on main thoroughfares including E. 14th Street, Davis Street, and MacArthur Boulevard. The trees require maintenance on a 1-2-year schedule. AERI Tree Service LLC, has been selected to perform tree maintenance on approximately 1219 trees once the contract is approved and executed.
RECOMMENDATIONS
Staff Recommends that the City Council approve and authorize the City Manager to execute a Non-Professional Services Agreement with AERI Tree Service, LLC, for boulevard Yarwood Sycamore tree trimming.
BACKGROUND
On May 16, 2023, the Finance Department issued Bid No. 22-23.015 for Yarwood Sycamore tree trimming along the City’s main thoroughfares, otherwise referred to as boulevards. 14 firms submitted bids on or before the submittal deadline. AERI Tree Service, LLC submitted the lowest bid for a price of $91.42 per tree (rounded to two decimals), with a total contract amount of $111,435.00 to trim 1219 trees. The bid price includes all labor, materials, disposal, transportation, and equipment/staffing necessary to perform the work.
Analysis
The Yarwood Sycamore trees are planted primarily on the City’s main thoroughfares, including E. 14th Street, Davis Street, Bancroft Avenue, and MacArthur Boulevard. They are considered high-maintenance trees that are typically trimmed on a 1-2-year schedule. This species of sycamore tree grows quickly and keeping the trees trimmed helps to reduce branch/tree failures, especially during and after storm events.
AERI Tree Service, LLC provided competitive pricing at $91.42 per tree, which is 45% lower than the next lowest bid. The pricing allows us to trim the entire inventory of sycamore trees with the current approved budget. The proposed Non-Professional Services agreement includes 15% contingency funding to allow for additional work, such as tree removals, if required. Work is scheduled for fall of 2023 pending the execution of the Non-Professional Services Agreement.
Fiscal Impacts
The Non-Professional Services Agreement will cost $111,435.00 for fiscal year 2023-2024, plus an additional 15% or $16,715.00 contingency for unforeseen additional work. The project is included in the FY 2023-2024 Council approved budget and there is sufficient funding in account 010-33-001-5340.
ATTACHMENTS
• Attachment A: Resolution for NPSA with AERI Tree Service, LLC for Boulevard Yarwood Sycamore Tree Trimming
• Attachment B: Exhibit A - Scope of Services
• Attachment C: Exhibit B - Compensation Schedule (Bid Submission)
PREPARED BY: Jennifer Auletta, Public Works Services Manager, Public Works Department