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HomeMy WebLinkAboutItem 2e: Contract with the original Mowbray's Tree Service, Inc for the removal and replacement of stone pine trees�:: pia ►v:; STAFF REPORT Public Works Services Department DATE: October 16, 2012 TO: Honorable Mayor and City Council FROM: Tom Tait, Public Works Services Director By: Ken Herman, Deputy Public Works Services Director Mark Rynkiewicz, Associate Civil Engineer SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE A CONTRACT WITH THE ORIGINAL MOWBRAY'S TREE SERVICE, INC. FOR THE REMOVAL AND REPLACEMENT OF STONE PINE TREES IN THE AMOUNT OF $76,270 Recommendation: Approve SUMMARY At the August 3, 2010, City Council study session, the Public Works Services Department presented a project for the repair of City streets that were being damaged from Stone Pine tree roots. The Stone Pine trees have been declining in condition over the years and their roots have caused extensive damage to City streets, curbs and gutters and private property. At that time, a plan was developed to remove and replace the Stone Pine trees and rehabilitate the affected streets in three phases. Phases 1 and 2 of the project have been completed and Phase 3 is scheduled as part of the FY 2012 -13 Capital Improvement Program. To ensure that the City is receiving the most competitive prices and quality service for the removal and replacement of Stone Pine trees, a formal bid was conducted for this project. On August 28, 2012, the City Clerk opened sealed bids and based on the bid results, it is recommended that the City Council authorize the City Manager to execute a contract with The Original Mowbray's Tree Service, Inc. for the removal and replacement of Stone Pine trees in the amount of $76,270. DISCUSSION Over the years, the Stone Pine trees in the Highland Oaks area north of Elkins Drive have caused significant damage to City streets, curbs and gutters, sewer laterals, sprinkler systems, and private property hardscape. Also, there have been several instances when trees or tree limbs have fallen due to the size of the trees. In response to hazards associated with the Stone Pine trees, the Public Works Services Department had an arborist review each Stone Pine tree in the Highland Oaks neighborhood. The results of the arborist report broke the trees down into three categories. Public Works Mayor and City Council October 16, 2012 Page 2 of 3 Services then assessed the damage to the streets and categorized the damaged streets into three classes. At the August 3, 2010, study session, the City Council directed the Public Works Services Department to move ahead with its plan to rehabilitate the City streets damaged by the Stone Pine trees that included removing the Stone Pine trees in the Highland Oaks neighborhood north of Elkins Drive. The project was broken up into three phases based on the level of damage: Phase 1 was streets with the most extreme damage; Phase 2 was streets with severe damage; and Phase 3 is streets with the least or moderate street damage. In the spring of 2011, Phases 1 and 2 were completed. Subsequently, Phase 3 was scheduled as part of this year's Capital Improvement Program. A Notice Inviting Bids was published in the City's adjudicated newspaper and bid packages were distributed to area contractors. The City Clerk received six sealed bids on September 18, 2012, with the following result: Rank Bidder Location Bid 1. The Original Mowbray's Tree Service, Inc. San Bernardino, CA $ 76,270 2. Mariposa Landscapes, Inc. Irwindale, CA $ 78,095 3. CLS Landscape Management, Inc. Chino, CA $ 84,705 4. West Coast Arborists, Inc. Anaheim, CA $ 89,010 5. Jimmie's Tree Service Long Beach, CA $ 89,250 6. Trimming Land Co, Inc South Gate, CA $ 149,400 The bid documents were reviewed for content, and the background and recent projects of the lowest and most responsive, responsible bidder were investigated for competency. It was concluded that The Original Mowbray's Tree Service, Inc. can perform the work required in the bid documents for the removal and replacement of Stone Pine trees. The second part of the project will include rehabilitation of streets damaged by the tree roots. This work will be bid out following the removal of the Stone Pine trees and replacement of trees based on the tree species listed in the City's Urban Forest Master Plan. Therefore, it is recommended that the City Council authorize the City Manager to execute a contract with The Original Mowbray's Tree Service, Inc. for the removal and replacement of Stone Pine trees in the amount of $76,270. ENVIRONMENTAL ANALYSIS This tree removal project is considered a Class 1 exemption as defined in Section 15301(c) of the California Environmental Quality Act since the project consists of the maintenance of existing public streets. These trees were planted as part of urban landscaping and have outgrown their aesthetic purpose and have become a hazard and nuisance to the public. Mayor and City Council October 16, 2012 Page 3 of 3 FISCAL IMPACT $130,000 has been budgeted in the FY 2012 -13 Capital Improvement Budget for Phase 3 of the Project to rehabilitate City streets damaged by the Stone Pine trees and to remove and replace the Stone Pine trees. RECOMMENDATIONS It is recommended that the City Council approve the following: 1. Authorize the City Manager to execute a contract with The Original Mowbray's Tree Service, Inc. for the removal and replacement of Stone Pine trees in the amount of $76,270. 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 o City Manager Attachment: Location map Removal of Stone Pine Trees Project No.: 33855813