HomeMy WebLinkAboutAgenda Report - May 2, 2012 C-10AGENDA ITEM C do � 0
Ah CITY OF LODI
COUNCIL COMMUNICATION
-M
AGENDA TITLE: Adopt Resolution Authorizing City Managerto, Execute Contract for CitywideTree
Survey 2012 with West Coast Arborists, Inc., of Anaheim ($19,275) and
Appropriating Funds ($22,000)
MEETING DATE: May 2, 2012
PREPARED BY: PublicWorks Director
RECOMMENDED ACTION: Adopt resolution authorizing City Managerto execute contract for
citywide tree survey 2012 with West Coast Arborists, Inc., of Anaheim,
in the amount of $19,275, and appropriating funds in the amount of
$22,000.
BACKGROUND INFORMATION: The Public Works Department Street Division manages the City's
urban forest, which includes nearly 10,000 trees located in the public
right-of-way, parks and at City facilities. A properly -managed urban
forest is a valuable asset to our community, not only aesthetically by softening and providing natural
character to City properties, reducing noise, and providing historical value, but also by providing emotional
and psychological benefits to Lodi's citizens. Additionally, a well-maintained urban forest provides
environmental benefits by moderating climate effects and improving air quality. This project includes
updating the existing tree inventory prepared in 2001 to reflectthe size, location, and health of City trees.
This informationwill enable City staff to properly prioritize and budget tree maintenance needs, which
minimizes the risk of injury or damage from failing trees and branches.
Specifications for this project were approved on February 15, 2012. The City received the following three
bids for this project on April 11, 2012. The project estimate for this project was $25,000.
Bidder Location Bid
West Coast Arborists, Inc. Anaheim $19,275
Davey Resource Group Kent, Ohio $39,888
Rumble Tree Company Modesto $53,200
FISCAL IMPACT: An updated tree inventory will enable cost-effective management and
maintenance of the City's urban forest and will reduce liability associated
with failing trees and limbs.
FUNDING AVAILABLE: Requepted ApKopriation: Gas Tax Fund (3215036) - $22,000
Jordan Ayers
Deputy City Manager/internal Services Director
4)0i,(,J ja._41�
F. Wally Vndelin
PublicWorks Director
Prepared by Kathryn E. Garcia, Compliance Engineer
FVVS/KMG/pmf
cc: Deputy PublicWorks Director— Utilities Compliance Engineer
APPROVED:
K:IWPkCOUNCILk2Ol2AwardTreeSurvey.doc Konradt Bartlam, City Manager
4/19/2012
CITY-WIDE TREE SURVEY 2012
CONTRACT PAGE1
CITY OF LODI, CALIFORNIA
THIS CONTRACT, made by and between the CITY OF LODI, State of California, herein
referred to as "City" and WEST COASTARBORISTS, 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
Exhibit A— Standard Plan 140
Exhibit B - Tree Planting Site Plan
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 materials and 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 5-600, "Measurement, Acceptance and Payment," of the
General Provisions, 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 contractor.
R:IGROUPISTREETSITREESICONTRACTS%2012%Tree Survey 2012NContract.doc 04/11/2012
CITY-WIDE TREE SURVEY 2012
CONTRACT
PAGE 2
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 underthem, to -wit:
Perform the work necessary for the planting of 34 trees. Planting includes the tree, stakes, ties
and complete installation which will require, but will not be limited to, removing existing shrubs,
roots, and relocating existing irrigation lines and other incidental and related work in accordance
with these specifications.
CITY-WIDE TREE SURVEY 2012
BID PROPOSAL
BIDITEM1. CITY-WIDE TREE SURVEY
ITEM
QUANTITY
ITEM
UNIT
UNIT COST
TOTAL ITEM
COST
1
6,500
Physical Tree Inventory —within
Per Tree
$ 1.75
$ 11,375.00
City Right -of -Way & Facilities
Site
2
3,400
PhysicalTree Inventory —within
Per Tree
$ 1.75
$ 5,950.00
City Parks
Site
3
1
Use of Tree Management
Annually
$ 1,200.00
$ 1,200.00
Software
4
10
Consulting Arborist Services
Hourly
$ 75.00
$ 750.00
Tr)TAi (,(-j-RTI �t i a 97r, nn
References must be submitted with bid proposal as described in Section 2.1400.
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.
R:\GROUP\STREETS\TREES\CONTRACTS\2012\Tres Survey 2012\Contract.doc 04/11/2012
CITY-WIDE TREE SURVEY 2012
CONTRACT
PAGE 3
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 V11 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 accomplishthe work as outlined in the specifications.
ARTICLE Vill 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:
Sixty (60) Calendar Days after receipt of the Notice to Proceed.
R:\GROUP\STREETS\TREES\CONTRACTS\2012\Tree Survey2012\0ontract,doc 04/11/2012
CITY-WIDE TREE SURVEY 2012
CONTRACT
PAGE 4
WHEN SIGNING THIS CONTRACT, THE CONTRACTOR AGREES THAT THE TIME OF
COMPLETION FOR THIS CONTRACT B REASONABLE AND THE CONTRACTOR AGREES
TO PAY THE CITY LIQUIDATED DAMAGES AS SET 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.
WEST COASTARBORISTS, INC.
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 Schwabau
City Attorney
Dated:
(Affix corporate seal if Corporation)
Telephone
R \GROUP\STREETS\TREES\CONTRACTS\2012\Tree Survey 2012\Contract doc 04fl 1/2012
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Internal Services Dept - Budget Division 15. DATE:
R-111110NONYA� Rebecca Areida-Yadav 04/16/201
FIN *I qw-10 ILYA I =I kl I FIRMA M
Please provide a description of the project, the total cost of the project, as well as justification for the
requested adjustment. If you need more space, use an additional sheet and attach to this form.
lContractfor CitywideTree Surveywith West CoastArborists, Inc.,
If Council has authorized the appropriation adjustment, complete the following:
Meeting Date: , Res No: I Attach copy of resolution to this form�
Department Head Signature:
Deputy City Manager/Internal Services Manager Date
Submit completed form to the Budget Divisionwith any required documentation.
Final approval will be provided in electronic copy format.
FUND # BUS.UNIT# ACCOUNT# ACCOUNT TITLE AMOUNT
A.
SOURCE OF
FINANCING
321 3205 Fund Balance $ 22,000.00
B.
321 3215036 7720 Tree Removal $ 22,000.00
USE OF
FINANCING
Please provide a description of the project, the total cost of the project, as well as justification for the
requested adjustment. If you need more space, use an additional sheet and attach to this form.
lContractfor CitywideTree Surveywith West CoastArborists, Inc.,
If Council has authorized the appropriation adjustment, complete the following:
Meeting Date: , Res No: I Attach copy of resolution to this form�
Department Head Signature:
Deputy City Manager/Internal Services Manager Date
Submit completed form to the Budget Divisionwith any required documentation.
Final approval will be provided in electronic copy format.
RESOLUTION NO. 201249
A RESOLUTION OF THE LODI CITY COUNCIL AWARDING
CONTRACT, AUTHORIZING THE CITY MANAGER TO
EXECUTE CONTRACT FOR CITY-WIDE TREE SURVEY 2012,
AND FURTHER APPROPRIATING FUNDS
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 April 11, 2012, at
11:00 a.m., for City -Wide Tree Survey 2012, described in the specifications therefore approved
by the City Council on February 15, 2012; 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. $ 19,275
Davey Resource Group $ 39,888
Rumble Tree Company $ 53,200
WHEREAS, staff recommends awarding the contract for City -Wide Tree Survey 2012 to
the low bidder, West Coast Arborists, Inc., of Anaheim, California, in the amount of $19,275.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby award
the contract for City -Wide Tree Survey 2012 to the low bidder, West Coast Arborists, Inc., of
Anaheim, California, in the amount of $19,275; and
BE IT FURTHER RESOLVED that the City Manager is hereby authorized to execute the
contract; and
BE IT FURTHER RESOLVED that funds in the amount of $22,000 be appropriated from
the Gas Tax Fund for this project.
Dated: May 2, 2012
I hereby certify that Resolution No. 2012-49 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held May 2, 2012, by the following vote:
AYES: COUNCIL MEMBERS — Hansen, Johnson, Katzakian, and Mayor Mounce
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — Nakanishi
ABSTAIN: COUNCIL MEMBERS— None
City Clerk
2012-49