HomeMy WebLinkAboutItem 3b: Contract Extension with CLS Landscape Management for Tree Trimminglusnrporu[e~
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DATE: October 6, 2009
STAFF REPORT
Public Works Services Department
TO: Mayor and City Council FROM: Pat Malloy, Assistant City Manager/Public Works Services Direct4r\~11
Prepared by. Tom Tait, Deputy Public Works Services Director
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
Recommendation: Approve
SUMMARY
On September 7, 2004, the City Council awarded a one (1) year contract to CLS
Landscape Management Inc. (CLS) with optional contract extensions to perform tree-
trimming maintenance services for the City. CLS is reaching the end of their fifth
contract term. As part of last year's budget cuts, CLS agreed to reduce their contract
by $13,800 beginning March 1, 2009. For their cooperation, the Public Works Services
Department agreed to recommend a one year extension of the Tree Trimming Contract
to the City Council for their approval. CLS has submitted a written offer to extend the
contract for an additional one (1) year with no increase in cost ($296,100). They have
also offered an additional 6.67% reduction ($18,089) in the contract amount. However,
in doing so, CLS is requesting the opportunity to have two (2) additional one (1) year
extensions.
The City Council has the following options:
Option "A"
One year extension, (the final extension to this contract)
with no change in the contract amount $293,100
-OR-
Option "B"
One year extension with a 6.67% decrease in the contract
Amount with the possibility of two (2) additional extensions $278,110
It is staff's recommendation for the City Council to approve Option B.
Page 1 of 3
Mayor and City Council
October 6, 2009
DISCUSSION
The Public Works Services Department is responsible for the care and maintenance of
approximately 17,000 trees located in City parks, right-of-ways, 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 City would be
trimmed once every four (4) years. This proactive schedule 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, two years ago to
help alleviate the loss 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
Forest in the City. CLS has provided premier customized tree trimming service for the
last five (5) 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
residents and vehicles will not be inconvenienced. With the combined efforts of CLS
and City crews, this approach to tree trimming continues to improve aesthetics while
minimizing liability.
Currently, CLS is the contractor that provides tree trimming services to keep up with the
Grid Tree-Trimming Program. CLS has been doing a good job providing regular
maintenance and responding to emergencies such as fallen large limbs and trees.
More importantly, during these difficult economic times, CLS has worked with the City
and reduced their contract amount by 5% ($13,801) during the mid-year budget review.
Now that they are nearing the end of their current contract extension, CLS has
submitted a written offer to extend the contract for an additional one (1) year with no
increase in cost ($296,100). They have also offered an additional 6.67% reduction
($18,089) in the contract amount. However, in doing so, CLS is requesting the
opportunity to have two (2) additional one (1) year extensions.
The City Council has the following options:
Option "A"
One year extension, (the final extension to this contract)
with no change in the contract amount $293,100
-OR-
Option "B"
One year extension with a 6.67% decrease in the contract
Amount with the possibility of two (2) additional extensions $278,110
Page 2 of 3
Mayor and City Council
October 6, 2009
Based on the excellent level of tree trimming services provided by CLS, staff
recommends that the City Council approve Option "B" and authorize the City Manager
to execute a one year contract extension with 2 additional optional one year extensions
subject to City Council approval with CLS Landscape Management Inc. in the amount of
$278,110.
FISCAL IMPACT
Sufficient funds are available in the 2009-10 Operating Budget for annual tree trimming
maintenance services in the amount of $271,200. Additionally, $25,000 is budgeted in
the Capital Improvement Project budget for tree crown restoration.
RECOMMENDATION
1. Authorize the City Manager to execute a:
One year contract extension with no change in the contract amount of
$293,100
-OR-
One year contract extension with the possibility of two (2) additional
contract extensions in the amount of $278,110
with CLS Landscape Management Inc.
2. Authorize the City Manager and City Clerk to execute a contract extension
in a form approved by the City Attorney.
Approved by: J)a^ d.,x, ~
Donald Penman, City Manager
PM:TT: DT: jb
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