HomeMy WebLinkAboutItem 1g: A one year contract with CLS Landscape Management, Inc. for annual tree trimming services in th amount of $233,727 F AR
GpytPORA,.'
% JIB\\,
i Iucoe,ronad
Auyutt S,1903
wu°,ty°`" STAFF REPORT
Public Works Services Department
DATE: August 21, 2012
TO: Honorable Mayor and City Council
FRAM: Tom Tait, Public Works Services Director
By: Dave Thompson, Streets Superintendent
SUBJECT: AUTHORIZE THE CITY MANAGER TO AWARD A ONE YEAR CONTRACT
TO CLS LANDSCAPE MANAGEMENT, INC. FOR TREE TRIMMING
SERVICES IN THE AMOUNT OF $233,727.
Recommendation: Approve
SUMMARY
To ensure that the City is receiving the most competitive prices and quality service, a formal
bid was recently conducted for annual tree trimming services. On July 26, 2012, the City
Clerk opened four sealed bids. Based on the results of bids submitted, it is recommended
that the City Council authorize the City Manager to award a one year contract to CLS
Management, Inc. with three optional one year contract extensions for annual tree trimming
services in the amount of$233,727.
DISCUSSION
The Fiscal Year 2012-13 Operating Budget provides for the care and maintenance of trees
located in City's Urban Forest. On September 7, 2004, the City Council approved a one
year agreement with optional contract extensions to CLS Landscape Management Inc. for
annual tree trimming services. However, since it has been seven years since the City went
out to bid for these services, it was determined that it would be prudent to go back out to
bid.
The Public Works Services Department is responsible for the care and maintenance of
approximately 15,340 trees located in City parks, public rights-of-way, and at City facilities.
Since 1993, the City has contracted with private companies for local tree trimming services.
Prior to this, City crews were responsible for the day-to-day care and maintenance of trees
located throughout the City and would trim trees on an as-needed basis.
In order to maintain the vast array of trees in the City's Urban Forest, a Grid Tree Trimming
Program was created to ensure all trees located in City parks, public rights-of-way, and at
City facilities would be trimmed once every four years. This Preventative Tree Maintenance
Program provides for the general upkeep of the existing tree stock, mitigation of any
immediate public safety hazards, and allows for minimal tree replacement.
Mayor and City Council
August 21, 2012
Page 2 of 2
A notice inviting bids was published in the City's adjudicated paper and bid packages were
distributed to area vendors. The City Clerk publicly opened the following four sealed bids
on July 26, 2012:
Bidder Location Amount
CLS Landscape Management, Inc. Chino, CA $233,727.25
Trimming Land Co., Inc. South Gate, CA $246,225.00
West Coast Arborist, Inc. Anaheim, CA $279,640.00
United Pacific Services, Inc. La Habra, CA $360,562.50
The bid documents were reviewed for content and the background and competency of the
lowest responsible bidder was verified. It was concluded that CLS Landscape
Management, Inc. could provide the tree trimming services that were specified in the bid
documents. CLS Landscape Management, Inc. is also the City's current landscape
contractor and has provided the City with excellent service with competitive pricing.
The total cost to perform annual tree trimming service in the City's Urban Forest in Fiscal
Year 2004-05 was $265,600. The proposed cost to perform annual tree trimming services in
the City has actually decreased by 12 percent, from $265,600 to $233,727. Therefore, it is
recommended that the City Council authorize the City Manager to award a one year
contract to CLS Landscape Management, Inc. with three optional one year contract
extensions for annual tree trimming services in the amount of$233,727.
FISCAL IMPACT
$271,200 has been budgeted in the Operating Budget for Fiscal Year 2012-13 under the
Contract Tree Trimming account.
RECOMMENDATION
It is recommended that the City Council approve the following:
1. Award a one year contract to CLS Landscape Management, Inc. for tree
trimming services in the amount of$233,727.
2. Waive any informality in the bid or bidding process.
3. Authorize the City Manager and City Clerk to execute a contract in a form
approved by the City Attorney.
APPROVED:
Dominic Lazzare
City Manager