HomeMy WebLinkAboutAgenda Report - June 15, 2011 C-06t&
AGENDA ITEM IL s
CITY OF LODI
,. ' COUNCIL COMMUNICATION
im
AGENDA TITLE: Adopt Resolution Authorizing City Manager to Execute Contract and to Negotiate
and Execute Contract Extensions for Tree Trimming for Fiscal Year 2011/12 with
West Coast Arborists, Inc., of Anaheim ($27,525)
MEETING DATE: June 15,2011
PREPARED BY: Public Works Director
RECOMMENDED ACTION: Adopt resolution authorizing City Manager to execute contract and to
negotiate and execute contract extensions for tree trimming for Fiscal
Year 2011/12 with West Coast Arborists, Inc., of Anaheim, in the
amount of $27,525.
BACKGROUND INFORMATION: This project provides for structural pruning, maintenance trimming,
emergency calls and tree removals of City trees at various locations
for FY 2011/12. The objective of this contract is to improve the health
of our urban forest and reduce costs associated with the effort.
While the grid pruning performed over the past several years has been effective, staff has determined a
more aggressive effort is needed on certain trees to maintain their health. This determination has been
reinforced recentlywhen much of the annual tree trimming budgetwas spent on emergency tree and limb
removals due to storm -related damages, thereby reducing the available funding for grid pruning. The
contract will be for one year with two options for renewal if mutually agreeable.
The specifications were approved on March 2, 201 1 _Of the 17 bid packets issued, the City received the
following five bids on March 28, 2011:
Bidder
Location
Bid
West CoastArborists, Inc.
Anaheim
$27,525
Berndt Tree Service
Lodi
$81,665
The Professional Tree Company
Berkeley
$60,985
Jensen Tree Service, Inc.
San Jose
$32,625
A Plus Tree, Inc.
Vallejo
$31,662
FISCAL IMPACT: Regulartree maintenance will reduce claims
resulting from falling trees
and/or limbs upon private property.
FUNDING AVAILABLE: Streets and Drainage operating account (3215036): $27,525
Jordan Ayers . ` -
Deputy City Manager/Internal Services Director
F. Wally Sdhdelin
Public Works Director
Prepared by Curt Juran, Streets and Drainage Superintendent
FWS/CJ/pmf
cc: CharlieSwimley, Deputy Public Works Director—Utilities
Curt Juran, Streets and Drainage Superintendent
APPROVED:
Konradt Bartlam,. City Manager
KAWMCOUNCIU201 1WwardTreeTdmming.doc 6/7/201 1
TREE TRIMMING
2011-2012 CONTRACT
THIS CONTRACT, made by and between the CITY OF LODI, State of California, herein
referred to as "City" and WEST COAST ARBORISTS, INC., herein called "Contractor."
WITNESSETH:
That the parties hereto have mutually covenanted and agreed, and by these presents do
covenant and agree with each other, as follows:
The complete contract consists of the following documents, which are filed in the Public Works
Department, which are incorporated herein by this reference, to -wit:
Notice Inviting Bids
Information to Bidders
General Provisions
Special Provisions
Bid Proposal
Contract
Contract Bond
The July 1992 Edition Standard
Specifications, State of California
Business and Transportation Agency,
Department of Transportation
All of the above documents, sometimes hereinafter referred to as the "Contract Documents," are
intended to cooperate so that any work called for in one and not mentioned in the other is to be
executed the same as if mentioned in all said documents.
ARTICLE I That for and in consideration of the payments and agreements hereinafter
mentioned to be made and performed by the City and under the condition expressed in the
bond bearing even date with these presents and hereunto annexed, the Contractor agrees with
the City, at Contractor's cost and expense, to do all the work and furnish all the materials except
such as are mentioned in the specifications to be furnished by the City, necessary to perform
and complete in a good workmanlike and substantial manner and to the satisfaction of the City
as shown and described in the Contract Documents which are hereby made a part of the
Contract.
ARTICLE 11 The City hereby promises and agrees with the Contractor to employ, and does
hereby employ, the Contractor to provide all services not supplied by the City and to do the work
according to the terms and conditions for the price herein, and hereby contracts to pay the same
as set forth in Section 5.000, of the General Stipulations, in the manner and upon the conditions
above set forth; and the said parties for themselves, their heirs, executors, administrators,
successors and assigns, do hereby agree to the full performance of the covenants herein
contained.
ARTICLE III The Contractor agrees to conform to the provisions of Chapter 1, Part 7,
Division 2 of the Labor Code. The Contractor and any Subcontractor will pay the general
prevailing wage rate and other employer payments for health and welfare, pension, vacation,
travel time, and subsistence pay, apprenticeship or other training programs. The responsibility
for compliance with these Labor Code requirements is on the prime contractor.
K:\W P\COUNCIL\2011 \TreeTrimmingContract,doc I 03/28/2011
ARTICLE IV And the Contractor agrees to receive and accept the following prices as full
compensation for furnishing the work contemplated and embraced in this agreement; also for all
loss or damage arising out of the nature of the work aforesaid or from the action of the
elements, or from any unforeseen difficulties or obstructions which may arise or be encountered
in the prosecution of the work until it's acceptance by the City, and for all risks of every
description connected with the work; also for all expenses incurred by or in consequence of the
suspension or discontinuance of work; and for well and faithfully completing the work, and the
whole thereof, in the manner and according to the Contract Documents and the requirements of
the Engineer under them, to -wit:
Perform the work necessary to complete any or all of the bid items such as structural pruning,
crown raising and/or crown reduction, mistletoe removal, cleaning and light thinning, and palm
tree pruning as specified in the bid summary. All work shall be completed in accordance with
the standards set forth by the International Society of Arboriculture Pruning Standards (Best
Management Practices) and the ANSI A300 Standards. Special projects that are difficult to
access require the need for specialty equipment (i.e., crane), service request pruning, or
pruning to reduce and/or pruning to restore would fall under Crew Rental.
TREE TRIMMING 2011-2012
CONTRACT SUMMARY
CONTRACT ITEM 1. FULL PRUNE BASED ON SERVICE OR SPECIAL REQUESTS
Trees requiring service to rectify a specific problem, such as blocked street lighting or signs,
right-of-way clearance for utility lines, or broken limbs, will be performed as a "Service Request."
13"
-
18"
dbh
Per Tree
$100.00
x 5 Trees
$500.00
19"
-
24"
dbh
Per Tree
$175.00
x 5 Trees
$875.00
25"
-
30"
dbh
Per Tree
$225.00
x 5 Trees
$1,125.00
31"
dbh & over
Per Tree
$225.00
x 5 Trees
$1,125.00
Total Contract Item 1.
$3,625.00
CONTRACT ITEM 2. CLEARANCE PRUNE
Trees will be raised to a standard height established by the City for the purpose of creating
adequate room for utility vehicles, paving equipment, pedestrian traffic, clearance for buildings
and signs in accordance with standards set forth by the International Society of Arboriculture
Pruning Standards (Best Management Practices) and the ANSI A300 Standards under "Pruning
to Raise." Clearance prunes are performed on a street -by -street basis.
Small, Medium & Large trees I Per tree 1 $30.00 X 100 Trees $3,000.00
Total Contract Item 2. 1 $3,000.00
K:\W P\C0 U NC 1 L\2011 \TreeTrimmingContract.doc 2 03/28/2011
CONTRACTITEM 3. PALM TREE TRIMMING
Standard trimming of Palms shall consist of the removal of all dead and live fronds as well as
fruit. The remaining healthy fronds will be situated at an upward thirty degree (30°) angle in
relation to a horizontal plane at the head of the palm tree.
Work shall be in accordance with standards set forth by the International Society of
Arboriculture Pruning Standards (Best Management Practices) and the ANSI A300 Standards.
Trim Date Palm trees Per tree $50.00 X 50 Trees $2,500.00
Trim Fan Palm trees I Per tree 1 $50.00 1 X 50 Trees 1 $2,500.00
Total Contract Item 3. 1 $5,000.00 1
Tree and Stump Removal up
Per dbh inch
$35.00
x 5
$175.00
to 29"
Tree and Stump Removal
Per dbh inch
$55.00
X 5
$275.00
over 30"
Tree Removal only up to 29"
Per dbh inch
$25.00
X 5
$125.00
Tree Removal only over 30"
Per dbh inch
$45.00
X 5
$225.00
dbh
Stump Removal only per
$20.00
X 5
$100.00
diameter inch
Total Contract Item 4.
$900.00
CONTRACT ITEM 5. CREW RENTAL
The standard crew is three (3) men, one chipper truck, one chipper, one aerial tower, and all
necessary hand tools. The crew and equipment can be modified to complete any type of
miscellaneous tasks including special projects that may consist of extraordinary work such as
hanging flags, changing light bulbs, or pruning specific trees requiring immediate attention prior
to their scheduled prune.
Crew Rental I Per hour I $120.00 ( X 50 Hours $6,000.00
Total Contract Item 5. $6,000.00
K:\WP\COUNCIL\201 1\TreeTrimmingContract. doc 3 03/28/2011
CONTRACT ITEM 6. EMERGENCY RESPONSE
Contractor shall respond to emergency calls on a 24-hour basis. Emergency work will begin on-
site within two (2) hours from the time of notification from the City. The crew will do what is
necessary to render the hazardous tree or tree -related condition safe.
Emergency Response
Per hour
$180.00
X 50 Hours
$9,000.00
Total Contract Item 6.
$9,000.00
CONTRACT ITEM 7. SPECIALTY EQUIPMENT
22 — 25 Ton Crane with Certified Operator meeting accreditation as set for in the California
Labor Code, Title 8, Subchapter 7. General Industry Safety Orders, Group 13. Cranes and
Other Hoisting Equipment, Article 98. Operating Rules, $5006.1. Mobile Crane and Tower
Crane -Operator Qualifications and Certification.
22 — 25 Ton Crane with Certified Operator
Per hour
$100.00
95 Foot Tower
Per hour $100.00
Front End Loader
Per hour
$100.00
Dump Truck, 25 Ton Transfer
Per hour
$100.00
CONTRACT ITEM 8. ARBORIST SERVICES
Arborist Services Per hour $100.00
KAWMCOUNCIL\2011\TreeTrimmingContract.doc 4 03/28/2011
TOTAL CONTRACT ITEM SUMMARY
ARTICLE V By my signature hereunder, as Contractor, I certify that I am aware of the
provisions of Section 3700 of the Labor Code, which requires every employer to be insured
against liability for Workers' Compensation or to undertake self-insurance in accordance with
the provisions of that code, and I will comply with such provisions before commencing the
performance of the work of this contract.
ARTICLE VI It is further expressly agreed by and between the parties hereto that, should
there be any conflict between the terms of this instrument and the Bid Proposal of the
Contractor, then this instrument shall control and nothing herein shall be considered as an
acceptance of the said terms of said proposal conflicting herewith.
ARTICLE VII The City is to furnish the necessary rights-of-way and easements and to
establish lines and grades for the work as specified under the Special Provisions. All labor or
materials not mentioned specifically as being done by the City will be supplied by the Contractor
to accomplish the work as outlined in the specifications.
ARTICLE VI II The Contractor agrees to commence work pursuant to this contract within 15
calendar days after the City Manager has executed the contract and to diligently prosecute to
completion within the allotted number of working days.
KAWP\C0UNCIL\2011 \TreeTrimmingContract.doc 5 03/28/2011
BID ITEM
TOTAL BID ITEM
1.
Full Prune Based on Service or Special Requests
$3,625.00
2.
Clearance Prune (Price per tree times 100 trees)
$3,000.00
3.
Palm Tree Trimming
$5,000.00
4.
Tree and Stump Removal
$900.00
5.
Crew Rental (Price per hour times 50)
$6,000.00
6. Emergency Response (Price per hour times)
$9,000.00
TOTAL
(Contract Items Ithrough 6)
$27,525.00
7.
Specialty Equipment (Per hour)
Not to be included in bid tabulation.
$100.00
8. Arborist Services(Per hour)
Not to be included in bid tabulation.
$100.00
ARTICLE V By my signature hereunder, as Contractor, I certify that I am aware of the
provisions of Section 3700 of the Labor Code, which requires every employer to be insured
against liability for Workers' Compensation or to undertake self-insurance in accordance with
the provisions of that code, and I will comply with such provisions before commencing the
performance of the work of this contract.
ARTICLE VI It is further expressly agreed by and between the parties hereto that, should
there be any conflict between the terms of this instrument and the Bid Proposal of the
Contractor, then this instrument shall control and nothing herein shall be considered as an
acceptance of the said terms of said proposal conflicting herewith.
ARTICLE VII The City is to furnish the necessary rights-of-way and easements and to
establish lines and grades for the work as specified under the Special Provisions. All labor or
materials not mentioned specifically as being done by the City will be supplied by the Contractor
to accomplish the work as outlined in the specifications.
ARTICLE VI II The Contractor agrees to commence work pursuant to this contract within 15
calendar days after the City Manager has executed the contract and to diligently prosecute to
completion within the allotted number of working days.
KAWP\C0UNCIL\2011 \TreeTrimmingContract.doc 5 03/28/2011
WHEN SIGNING THIS CONTRACT, THE CONTRACTOR AGREES THAT THE TIME OF
COMPLETION FOR THIS CONTRACT IS REASONABLE AND THE CONTRACTOR AGREES
TO PAY THE CITY LIQUIDATED DAMAGES ASSET FORTH IN SECTION 6-04.03 OF THE
SPECIAL PROVISIONS. CONTRACTOR AGREES THAT THIS AMOUNT MAY BE
DEDUCTED FROM THE AMOUNT DUE THE CONTRACTOR UNDER THE CONTRACT.
IN WITNESS WHEREOF, the parties to these presents have hereunto set their hands the year and
date first written below.
CONTRACTOR
Authorized Signature
Title
TYPE OF ORGANIZATION
(Individual, Partnership or Corporation)
Address
CITY OF LODI
a Municipal corporation
Konradt Bartlam
City Manager
Attest:
Randi Johl, City Clerk
Approved as to Form:
D. Stephen Sc
City Attorney
Dated:
(Affix corporate seal if Corporation)
f
Telephone
KAW P\COUNCIL\2011 \TreeTrimmingContract.doc 6 03/28/2011
RESOLUTION NO. 2011-89
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING
THE CITY MANAGER TO EXECUTE CONTRACT AND TO
NEGOTIATE AND EXECUTE CONTRACT EXTENSIONS FOR
TREE TRIMMING FOR FISCAL YEAR 2011/12
WHEREAS, in answer to notice duly published in accordance with law and the order of
this City Council, sealed bids were received and publicly opened on March 28, 2011, at
11:00 a.m., for tree trimming for fiscal year 2011/12 described in the specifications therefore
approved by the City Council on March 2,2011; and
WHEREAS, said bids have been checked and tabulated and a report thereof filed with
the City Manager as follows:
Bidder Bid
West Coast Arborists, Inc. $27,525
A Plus Tree, Inc. $31,662
Jensen Tree Service, Inc. $32,625
The Professional Tree Company $60,985
Berndt Tree Service $81,665
WHEREAS, staff recommends awarding the contract for tree trimming for fiscal year
2011/12 to the low bidder, West Coast Arborists, Inc., of Anaheim, California, in the amount of
$27,525 and authorizing the City Manager to negotiate and extend the contract twice if in the
best interest of the City.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
authorize the City Manager to execute the contract for tree trimming for fiscal year 2011/12 with
the low bidder, West Coast Arborists, Inc., of Anaheim, California, in the amount of $27,525;
and
BE IT FURTHER RESOLVED that the City Council does hereby authorize the
City Manager to negotiate and execute up to two one-year contract extensions if in the best
interest of the City.
Dated: June 15,2011
hereby certify that Resolution No. 2011-89 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held June 15, 2011, by the following vote:
AYES: COUNCIL MEMBERS — Hansen, Katzakian, Mounce, Nakanishi, and
Mayor Johnson
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
IJOHL
City Clerk
2011-89