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HomeMy WebLinkAboutItem 1c - Contract for annual tree triming servicesx. S of �4ni DATE TO: FROM: September 3, 2013 Honorable Mayor and City Council STAFF REPORT Public Works Services Department Tom Tait, Public Works Services Director By: Dave Thompson, Streets Superintendent SUBJECT: AUTHORIZE AND DIRECT THE CITY MANAGER TO EXECUTE A ONE YEAR CONTRACT EXTENSION WITH CLS LANDSCAPE MANAGEMENT, INC. FOR ANNUAL TREE TRIMMING SERVICES AND TREE REMOVAL AND REPLACEMENT IN THE AMOUNT OF $258,727 Recommendation: Approve SUMMARY On August 21, 2012, the City Council awarded a one year contract to CLS Landscape Management Inc. (CLS) with optional annual contract extensions to perform tree trimming services for the City. CLS is reaching the end of their contract and has submitted a written offer to extend the existing agreement for an additional one year with no increase in pricing. All other conditions of the agreement are to remain in effect. Based on the excellent service provided by CLS, it is recommended that the City Council authorize and direct the City Manager to execute a one year contract extension with CLS Landscape Management Inc. for annual tree trimming services and tree removal and replacement in the amount of $258,727. DISCUSSION The Public Works Services Department is responsible for the care and maintenance of approximately 15,340 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's Urban Forest, the Annual Tree Trimming Grid Program was created to ensure that all City trees would be trimmed once every four years. This preventative maintenance program provides for the general upkeep of the existing tree stock, and allows for minimal tree replacement. Additionally, trees or parts of trees may fall and cause injury to people or damage to property. The Annual Tree Removal and Replacement Program in this year's Capital Improvement Program includes a project in the amount of $25,000 to remove and replace diseased and decaying trees that have reached the end of their life span. Tree Trimming Maintenance and Replacement Contract Extension September 3, 2013 Page 2 of 2 The City of Arcadia has been recognized as "Tree City USA" annually by the Arbor Day Foundation since 1993. This distinction is given to cities that meet criteria for investment of time, money, and labor to protect trees. CLS has done an excellent job providing annual tree trimming services and responding to emergencies. They also take part in City events to educate residents in tree care and the benefits that trees provide to the community. CLS uses 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, which reduces the amount of debris that is sent to the landfill. The use of chippers also ensures that residents and the motoring public are not inconvenienced. FISCAL IMPACT Sufficient funds are available in the Fiscal Year 2013 -14 Operating Budget for annual tree trimming maintenance services in the amount of $272,100. Additionally, $25,000 is budgeted in the Capital Improvement Program Budget for Annual Tree Removal and Replacement Program. RECOMMENDATION It is recommended that the City Council authorize and direct the City Manager to execute a one year contract extension with CLS Landscape Management, Inc. for annual tree trimming maintenance services and tree removal and replacement in the amount of $258,727. Approved. Dominic Lazzar t City Manager