HomeMy WebLinkAboutItem 2e: Contract Extension with CLS Landscape Management for Tree Trimming Maintenance 00,1F0 ,41 •
. :may h
Au/u333,1903
144aity Of''1.° STAFF REPORT
Public Works Services Department
DATE: August 2, 2011
TO: Mayor and City Council
FROM: Tom Tait, Public Works Services Director 19
Prepared by: Dave Thompson, Maintenance Contracts Officer
SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE A ONE (1) YEAR
CONTRACT EXTENSION WITH CLS LANDSCAPE MANAGEMENT
INC., FOR TREE TRIMMING MAINTENANCE SERVICES IN THE
AMOUNT OF $278,110
Recommendation: Approve
SUMMARY
On September 7, 2004, the City Council awarded a one (1) year contract to CLS
Landscape Management Inc. (CLS) with optional contract extensions to perform annual
tree trimming maintenance services for the City. Due to the state of the economy and
budget cuts, CLS agreed to reduce their contract $13,800 beginning March 1, 2009. On
October 6, 2009, the City Council awarded a contract extension to CLS that included an
additional cost reduction of $18,089 in the contract (total contract reduction of $31,900).
As part of that contract extension, the City Council agreed to give CLS the opportunity
to have two (2) additional one (1) year contract extensions. This would be the second
and final contract extension to CLS. Therefore, staff recommends that the City Council
award a one (1) year contract extension to CLS Landscape Management Inc. for annual
tree-trimming maintenance services in the amount of $278,110.
DISCUSSION
The Public Works Services Department is responsible for the care and maintenance of
approximately 17,000 trees located in City parks, right-of-way, medians, and public
facilities throughout the City. In order to maintain the vast array of trees in the City, the
Grid Tree-Trimming Program was created to ensure all trees in the public right-of-way
and at City facilities would be trimmed once every four (4) years. This preventative
maintenance program provides for the general upkeep of the existing tree stock,
mitigate immediate public safety hazards, and allow for minimal tree replacement.
Page 1 of 3
Mayor and City Council
August 2, 2011
This year's Capital Improvement Program includes an Annual Tree Removal and
Replacement Program in the amount of $25,000 to remove and replace diseased and
decaying trees that have reached the end of their life span.
The City of Arcadia has been designated as a "Tree City USA" every year since 1993.
It is staff's intention to maintain this honorable status as well as preserve the Urban
Forest in the City. CLS has done an excellent job providing annual tree trimming
services and responding to emergencies such as fallen limbs and trees. They take pride
and care in trimming the City's trees. For example, they use chippers to grind up tree
branches instead of using roll off bins and tractors to remove tree trimming debris. This
ensures that City streets will not be damaged and the branches are ultimately recycled
and used for mulch, thus increasing the amount of debris that is diverted to the landfill.
The use of chippers ensures that residents and the motoring public are not
inconvenienced. More importantly, during these difficult economic times, CLS has
worked with the City in reducing their contract cost while continuing to provide the high
level of service that the residents of Arcadia expect.
In 2009, during mid-year budget cuts, CLS agreed to reduce their contract by $13,800
beginning March 1, 2009. On October 6, 2009, the City Council awarded a contract
extension to CLS that included an additional reduction of $18,089 to the contract. As
part of that contract extension, the City Council agreed to allowing CLS the opportunity
to have two (2) additional one (1) year contract extensions. This is a total contract
savings of $31,900 over two (2) fiscal years. Essentially, the City is paying the same
amount for tree trimming services as what we paid in Fiscal Year 2005/2006 when CLS
was awarded the contract.
CLS has informed Public Works Services staff that they are willing to honor the current
contract price and terms. This would be the last year of this contract and Public Works
Services will go out to bid for annual tree trimming maintenance services next year.
Based on the excellent level of tree trimming services provided by CLS, staff
recommends that the City Council award a one (1) year contract extension to CLS
Landscape Management Inc. for annual tree trimming maintenance services in the
amount of$278,110.
FISCAL IMPACT
Sufficient funds are available in the 2011/12 Operating Budget for annual tree trimming
maintenance services in the amount of $253,110. Additionally, $25,000 is budgeted in
the Capital Improvement Program budget for Annual Tree Removal and Replacement
Program.
Page 2 of 3
Mayor and City Council
August 2, 2011
RECOMMENDATION
1. Award a one (1) year purchase order contract extension to CLS
Landscape Management Inc., for tree trimming services in the amount
of$278,110.
2. Authorize the City Manager and City Clerk to execute a contract in a
form approved by the City Attorney.
Approved by: ,Te-r{.c.0 Pe-w„-r
Donald Penman, City Manager
Page 3 of 3