HomeMy WebLinkAboutItem 1h: Contract with CLS Landscape Management, Inc. for the replacement of trees lost in the December 2011 windstorm.ll,w.
STAFF REPORT
Public Works Services Department
DATE: November 20, 2012
TO: Honorable Mayor and City Council
FROM: Tom Tait, Public Works Services Directory'
By: Ken Herman, Deputy Public Works Services Director
Carmen Masud, Management Analyst
SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE A CONTRACT WITH
CLS LANDSCAPE MANAGEMENT, INC. FOR THE REPLACEMENT OF
TREES LOST IN THE DECEMBER 2011 WINDSTORM EVENT IN THE
AMOUNT OF $195,263
Recommendation: Approve
SUMMARY
On May 1, 2012, the City Council adopted Resolutions No. 6824 and 6825 approving
two applications for grant funding from the Los Angeles County Regional Park and
Open Space District. The City submitted the applications to help offset cleanup and
tree removal costs incurred as a result of the December 2011 Windstorm event. The
two proposals are as follows:
1. The windstorm tree replacement project in parkways of residential areas; and
2. The windstorm tree replacement project in parkways of commercial areas, parks,
and multi - family residential areas.
On September 11, 2012, the City received notification that both grant applications were
approved. The total amount of grant money the City was awarded is $186,600. A
formal bid was conducted for the replacement of trees lost in the December 2011
windstorm event. Based on the bid results, it is recommended that the City Council
authorize the City Manager to execute a contract with CLS Landscape Management,
Inc. for the replacement of trees lost in the December 2011 Windstorm event in the
amount of $195,263.
DISCUSSION
On February 1, 2012, Supervisor Michael D. Antonovich announced the 2012
Competitive Tree Planting Grant Program. The Tree Planting Grant Program is a
competitive grant for communities that suffered unprecedented tree loss as a result of
the December 2011 Windstorm event. Eligible projects through this grant opportunity
Mayor and City Council
November 20, 2012
Page 2 of 3
included projects to plant trees in parks, open spaces, and other public land including
parkways in commercial and residential areas. Based on the requirements of this grant,
the City of Arcadia submitted two proposals for the 2012 Competitive Tree Planting
Grant. Specifically, the two proposals included the removal and replacement of trees in
the public right -of -way and in parks:
Replant 241 trees in parkways of residential neighborhoods; and
Replant 192 trees in parkways of commercial areas, parks, and multi - family
neighborhoods.
Based on the initial cost estimate of this project, the total requested amount for grant
funding is $186,600. On September 11, 2012, the City received notification that both
grant applications were approved for grant funding. As part of this project, volunteers
from Arcadia High School will also be assisting in the City's tree planting efforts.
A Notice Inviting Bids was published in the City's adjudicated newspaper and bid
packages were distributed to area contractors. The City Clerk received four sealed bids
on October 30, 2012, with the following result:
Rank Bidder Location Bid
1. CLS Landscape Management, Inc. Chino, CA $ 195,263
2. West Coast Arborist, Inc. Anaheim, CA $ 198,346
3. BMC Landscape Management, Inc. Westlake Village, CA $ 270,318
4. Mariposa Landscape, Inc. Irwindale, CA $ 282,638
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 CLS Landscape Management, Inc. can perform the
work required in the bid documents for the Replacement of Trees Lost in the December
2011 Windstorm event. In addition, CLS Landscape Management is the City's current
tree maintenance contractor and has done a very good job over the years.
It is recommended that the City Council authorize the City Manager to execute a
contract with CLS Landscape Management, Inc. for the replacement of trees lost in the
December 2011 windstorm event in the amount of $195,263.
ENVIRONMENTAL ANALYSIS
This tree replacement project qualifies as a statutory exemption as defined under CCR
Title 14, Chapter 3, Article 18, Section 15269(a).
Mayor and City Council
November 20, 2012
Page 3 of 3
FISCAL IMPACT
There is $223,800 budgeted in the Fiscal Year 2012 -13 Capital Improvement Plan for
the replacement of trees lost in the December 2011 Windstorm event. The funding
sources for this project include $36,800 from the City's Emergency Fund and $186,600
from the Tree Planting Grant Program.
RECOMMENDATIONS
It is recommended that the City Council approve the following:
1. Authorize the City Manager to execute a contract with CLS Landscape
Management, Inc. for the Replacement of Trees Lost in the December 2011
Windstorm Event in the amount of $195,263.
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:
minic Lazzaretto
City Manager