HomeMy WebLinkAboutAgenda Report - April 19, 2006 E-06AGENDA ITEM E*4
�" CITY OF LODI
COUNCIL COMMUNICATION
AGENDA TITLE: Adopt Resolution Authorizing Public Works Street Division to Waive the Bidding
Process and Award to an Existing Professional Services Agreement for Tree
Trimming between City of Brentwood and West Coast Arborists, Inc., for Trimming
of 510 Trees ($25,000) and Authorizing City Manager to Award the Contract
MEETING DATE: April 19,2006
PREPARED BY: Public Works Director
RECOMMENDED ACTION: That the City Council adopt a resolution authorizing Public Works Street
Division to waive the bidding process and award to an existing professional
services agreementfor tree trimming between the City of Brentwood and
West CoastArborists, Inc., for the trimming of 510 trees at an estimated
project cost of $25,000 and authorizing the City Manager to award the contract.
BACKGROUND INFORMATION: The City of Brentwood and West Coast Arborists, Inc., have a professional
services agreement in place which was implemented on March 22, 2005,
and runs through the end of fiscal year 2007108. Specifications were
prepared and competitive bids received by the City of Brentwood for tree
trimming. West Coast Arborists, Inc., met specifications and provided the most competitive bid. Both entities are
agreeable to the City of Lodi's participation. If given approval, the City could take advantage of an exceptional
value which would allow for trimming groups of trees at a cost of $49 per tree. Quotes were received from three
vendors, with the lowest quote being an average cost of $110 per tree. While these quotes were for a smaller
number of trees, the other agency bids were competitive. This agreement would reduce the City's cost by more
than half. We do not believe we would receive lower prices in a separate bid.
Per Lodi Municipal Code §3.20.045, State and Local Agency Contracts, the bidding process may be waived when
it is advantageous for the City, with appropriate approval by City Manager and City Council, to use contracts that
have been awarded by other California public agencies, provided that their award was in compliance with their
formally -adopted bidding or negotiation procedures.
Staff recommends contracting with West Coast Arborists, Inc., through the City of Brentwood professional
services agreement. West Coast Arborists. Inc., is a reputable contractor and has performed work for Lodi in the
past. The cost of this agreement would come from the Trees Operating budget and would have no additional
impact on the General Fund. The estimated project cost will be based on 510 trees, but the City may add or
remove quantities to accommodate need and the limitations of the operating budget.
FISCAL IMPACT Provides for an excellent opportunity to receive an exceptional price for
much -need maintenance. Money is in place in the operating budget. Pending
the outcome of this contract, staff will reevaluate our contracting methods for
future tree maintenance work.
FUNDING AVAILABLE: Funds for this project will come from the 2005106 Street Operating budget.
Ruby Pakfe, Interim Finan ctor
Richard C. Prim , r.
Public Works Di for
Prepared by Curt Juran, Assistant Street Superintendent
:c George M Bradley. Street Superintendent Ray Fye. Tree Operations Supervisor
APPROVED: _/
Blair mg, City Manager
1 COUNCIL. MTreeTrim 2006 doc 4/13/2006
RESOLUTION NO. 2006-68
A RESOLUTION OF THE LODE CITY COUNCIL AUTHORIZING THE
UTILIZATION OF AN EXISTING PROFESSIONAL SERVICES AGREEMENT
FOR TREE TRIMMING BETWEEN THE CITY OF BRENTWOODAND
WEST COAST ARBORISTS, INC., FOR TRIMMING 510 TREES, AND
FURTHER AUTHORIZING THE CITY MANAGER TO AWARD THE
CONTRACT IN AN AMOUNT NOT TO EXCEED $25,000
WHEREAS, pursuant to Lodi Municipal Code §3.20.045, "State and Local Agency
Contracts." the bidding process may be waived when it is advantageous for the City, with
appropriate approval by the City Manager and City Council, to use contracts that have been
awarded by other California public agencies, provided that their award was in compliance with their
formally -adopted bidding or negotiation procedures; and
WHEREAS, the city of Brentwood and West Coast Arborists. Inc., have a professional
services agreement in place, which was implemented on January 3,2006, and runs through the end
of fiscal year 2007-08. Specifications were prepared and competitive bids received by the city of
Brentwood for tree trimming. West Coast Arborists, Inc. met the specifications and provided the
most competitive bid. Both entities are agreeable to the City of Lodi's participation. If given
approval to tag onto the Brentwood agreement, the City could take advantage of an exceptional
value, which would allow for trimming groups of trees at a cost of $49 per tree; and
WHEREAS, quotes were received from three vendors, with the lowest quote being an
average cost of $110 per tree, and utilizing this agreement would reduce the City's cost by more
than half; and
WHEREAS, staff recommends contracting with West Coast Arborists, Inc., through the city
of Brentwood professional services agreement, with the City's estimated project cost to be based on
510 trees, but the City may add or remove quantities to accommodate need and the limitations of
the operating budget.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby authorize
the utilization of an existing professional services agreement for tree trimming between the city of
Brentwood and West CoastArborists, Inc., for trimming 510 trees; and
BE IT FURTHER RESOLVEDthat the Lodi City Council hereby authorizesthe City Manager
to award the contract in an amount not to exceed $25,000.
Dated: April 19.2006
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hereby certify that Resolution No. 2006-68 was passed and adopted by the City Council of
the City of Lodi in a regular meeting held April 19, 2006, by the following vote:
AYES: COUNCIL MEMBERS — Beckman, Hansen, Johnson, Mounce, and
Mayor Hitchcock
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS —None
ABSTAIN: COUNCIL MEMBERS — No
SUSAN J. BLACKSTON
City Clerk
2006-68