HomeMy WebLinkAboutItem 2f: Contract Extention with CLS Landscape Management for Tree Trimming Maintenance ServicesSUMMARY
DISCUSSION
STAFF REPORT
Public Works Services Department
DATE: August 17, 2010
TO: Mayor and City Council
FROM: Tom Tait, Public Works Services Director 1
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
On October 6, 2009, the City Council awarded a contract extension to CLS Landscape
Management Inc. (CLS) to perform annual tree - trimming maintenance services for the
City. As part of budget cuts, CLS agreed to reduce their contract by $31,900 over the
past two fiscal years. For their cooperation, last year the City Council agreed to
approve a one (1) year contract extension with the possibility of two (2) contract
extensions beginning in Fiscal Year 2010/2011. As a result, this would be the first
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.
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. In
addition to regular tree trimming, the City Council approved the Crown Restoration
Project in the amount of $25,000 three years ago to help alleviate the Toss of large limbs
and preserve the health of large aging trees.
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
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Mayor and City Council
August 17, 2010
Forest in the City. CLS has provided premier customized tree trimming service for the
last six (6) years. They take pride and care in trimming City 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. Additionally the use of chippers ensures that
residents and the motoring public are not inconvenienced. With the combined efforts of
CLS and City crews, this approach to tree trimming continues to improve aesthetics
while minimizing liabilities.
Currently, CLS is the City's contractor that provides tree trimming services to keep up
with the Grid Tree - Trimming Program. CLS has been doing an excellent job providing
regular tree trimming services and responding to emergencies such as fallen limbs and
trees. 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. During mid -year budget cuts, CLS agreed to
reduce their contract by $13,800 beginning March 1, 2009. Subsequently, on October
6, 2009, the City Council approved a one year extension with CLS with an additional
6.67% reduction or savings of $18,100 in contract costs. This is a total contract savings
of $31,900 over the past two fiscal years. Additionally, the City Council agreed to the
possibility of two (2) one (1) year contract extensions beginning in Fiscal Year
2010/2011. Essentially, the City is currently paying the same amount for tree trimming
services as what we paid in Fiscal Year 2005/2006 when CLS was awarded the
contract.
Based on no increase in contract prices and 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 2010/2011 Operating Budget for annual tree
trimming maintenance services in the amount of $253,110. Additionally, $25,000 is
budgeted in the Capital Improvement Project budget for tree crown restoration.
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:z„�,,,,,,
Donald Penman, City Manager
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