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HomeMy WebLinkAboutAgenda Report - June 20, 2012 C-17AGENDA ITEM Cw I CITY OF LODI COUNCIL COMMUNICATION AGENDA TITLE: Adopt Resolution Authorizing City Managerto Execute Contract and to Execute Contract Extensions with West Coast Arborist, of Anaheim, for Tree Maintenance for Fiscal Year 2012/13 ($72,900) MEETING DATE: June 20,2012 PREPARED BY: PublicWorks Director RECOMMENDED ACTION: Adopt resolution authorizing City Manager to execute contract and to execute contract extensions with West Coast Arborist, of Anaheim, for tree maintenance for Fiscal Year 2012/13, in the amount of $72,900. BACKGROUND INFORMATION: This project provides for the structural pruning, maintenance trimming, emergency calls, and removal of City trees at various locations throughout the City for Fiscal Year 2012/13. The project includes the removal of 40 Modesto Ash trees and tree spraying. An objective of this contract is to improve the health of our urban forest and reduce liability exposure associated with falling limbs. In addition to the aforementioned work, the contract will secure pricing for other miscellaneous tree work, including maintenance pruning (structural and clearance) and crown reductions, tree planting, tree removals, stump grinding, tree pest control, and emergency call outs. Recently, much of the annual tree trimming budget was spent on tree pruning, tree removals, and emergency responses due to storm - related damage. The contract provides for individual tree pruning, which is more effective than grid pruning, as practiced in the past. The contract will be for one year with two one-year extensions, if mutually agreeable. Staff recommendsthat the City Manager be authorized to negotiate and execute the contract extensions. Specificationsfor this projectwere approved on April 18, 2012. The City receivedthe following three bids for this project on May 23, 2012. The project estimate for the work included in the bid was $135,000. Bidder Location Bid West Coast Arborist Anaheim, CA $72,900.00 Berndt Tree Services Lodi, CA $111,500.00 A -Plus Tree Service Vallejo, CA $131,412.50 * Please note, the bid from A -Plus Tree Service contained a mathematical error; the amount recorded at the bid opening was $133,407.50. Plans and specifications approved for the project included the removal of 39 Raywood Ash trees from Lower Sacramento Road. The replacement planting is just beginning and, therefore, removal of these APPROVED: K;\WP\COUNCIL\2012WwardTreeMaintenance.doc KonradtBartlam, City Manager 6/4/2012 Adopt Resolution Authorizing City Manager to Execute Contract and to Execute Contract Extensions with West Coast Arborist, of Anaheim, for Tree Maintenance for Fiscal Year 2012/13 ($72,900) June 20,2012 Page 2 39 trees will be delayed for at least one year after the replacement planting has been completed. The project estimate for this work is $20,000. Plans and specifications approved for the project included mistletoe pruning along Church Street between Lodi Avenue and Kettleman Lane. This work was removed from the project in order to clarify the requirements of the work. Because the best time for mistletoe pruning is when the trees have few leaves, this work will be separately bid and scheduled for late fall. The project estimate for this work is $45,000. FISCAL IMPACT: Regulartree maintenance improves the health of the City's urban forest and reduces exposure to liability. FUNDING AVAILABLE: Streets and Drainage (3215036). Jordan AVers Deputy City Manager/Internal Services Director Gu.cdv.� F. Wally 04ndelin PublicWorks Director Prepared by Kathryn E. Garcia, Compliance Engineer FWS/KMG/pmf cc: Deputy PublicWorks Director- Utilities Compliance Engineer K:\WP\COUNCIL\2012WwardTreeMaintenance.doc 6/4/2012 TREE MAINTENANCE 2012-2013 CONTRACT PAGE1 THIS CONTRACT, made by and between the CITY OF LODI, State of California, herein referred to as "City" and WEST COAST ARBORIST 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 II 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 5-100, 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-. R:\GROUP\STREETS\TREES\CONTRACTS\2012\Tree Maintainance2012-13\Tree Maintenance Contract2012-13.doc3.1 05/29/2012 TREE MAINTENANCE 2012-2013 CONTRACT PAGE2 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 MAINTENANCE 2012-2013 BID SUMMARY BID 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." DESCRIPTION UNIT DESCRIPTION UNIT COST EST. QTY Small, Medium& Lar a trees TOTAL COST 3,900.00 Up to 6" DBH PerTree $ 35.00 5 $ 175.00 6" -12" DBH Per Tree $ 75.00 5 $ 375.00 1 3 - 18" DBH PerTree $ 200.00 5 $ 1.000.00 19" - 24" DBH Per Tree $ 150.00 5 $ 750.00 25" - 30"" DBH PerTree $ 250.00 5 $ 1,250.00 31" DBH& Over PerTree 1 $ 350.00 5 $ 1,750.00 Sub -total Bid Item 1 $ 5,300.00 BID 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. DESCRIPTION UNIT: UNIT COST EST. QTY TOTAL COST Small, Medium& Lar a trees Per tree $ 39.00 I 100 $ 3,900.00 Sub -total Bid Item 2 $ 3,900.00 TREE MAINTENANCE 2012-2013 CONTRACT BID ITEM 3. PALM TREE TRIMMING PAGE 3 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 DESCRIPTION UNIT UNIT COST EST. QTY TOTAL COST Trim Date Palm trees Per tree $ 59.00 50 $ 2,950.00 Trim Fan Palm trees Per tree 1 $ 59.00 50 $ 2,950.00 Sub -total Bid Item 3 $ 5,900.00 BID ITEM 4. TREE & STUMP REMOVAL City prepares list of trees to be removed, marks trees, notifies homeowners and submits lists to Contractor. Contractor calls U.S.A. and prepares internal work order. Crew removes tree and hauls all debris. Crew grinds stumps to a depth of 18 inches. All holes will be backfilled with clean top soil; as well as having all debris cleaned up and hauled away. D:ES.CRIP`fI..QN > . UNIT :'.. UNIT COST ;EST.'QTY.; :TOTAL COST. Tree Removal and Stump Grinding 100.00 5 $ 500.00 up to 6" DBH Per Tree $ Tree Removai and Stump Grinding PerTree $ 500.00 5 $ 2,500.00 6" - 12" DBH Tree Removal and Stump Grinding 5 $ 2,500.00 13"- 18" DBH Per Tree $ 500.00 Tree Removal and Stump Grinding 15 $ 7,500.00 19" - 24" DBH Per Tree $ 500.00 Tree Removal and Stump Grinding 30 $ 15,000.00 25" - 30"" OBH Per Tree $ 500.00 Tree Removal and Stump Grinding 10 $ 5,000.00 31" DBH & Over Per Tree $ 500.00 Stump Grinding up to 6" DBH PerTree $ 50.00 5 $ 250.00 Stump Grinding 6" - 12" DBH PerTree $ 200.00 5 $ 1,000.00 Stump Grinding 1 3 -18" DBH PerTree $ 200.00 5 $ 1,000.00 ,Stump Grinding 19" - 24" DBH PerTree $ 300.00 5 $ 1,500.00 Stump Grinding 25" - 30"" DBH PerTree $ 300.00 5 $ 1,500.00 Stump Grinding 31" DBH & Over PerTree $ 300.00 5 $ 1,500.00 Sub -total Bid Item 4 $ 39 750.00 R:\GROUP\STREETS\TREES\CONTRACTS\2012\Tree Maintainance 2012AMTree Maintenance Contract 2012-13.doc3.3 05/29/2012 TREE MAINTENANCE 2012-2013 CONTRACT BID ITEM 5. CREW RENTAL PAGE 4 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. DESCRIPTION UNIT UNIT COST EST. QTY TOTAL COST Crew Rental Per hour $ 150.00 50 $ 7500.00 Sub -total Bid Item 5 $ 7,500.00 BID ITEM 6. EMERGENCY RESPONSE Contractor shall respond to emergency calls on a 24-hour basis. Emergencywork 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. DESCRIPTION UNIT UNIT COST EST. QTY I TOTAL COST Emergency Response Per hour 1 $ 180.00 50 1 $ 9,000.00 Sub -total Bid Item 6 $ 9,000.00 BID ITEM 7. TREE PEST CONTROL Contractor shall provide, as requested, pest control services for the control of aphids and elm leaf beetle. Insects shall be controlled by the use of approved insecticides under direction of a State of California licensed Pesticide Applicator. DESCRIPTION UNIT UNIT COST EST. QTY TOTAL COST Up to 30" DBH Per Tree $ 45.00 20 $ 900.00 31" DBH & Over Per Tree $ 65.00 10 $ 650.00 Sub -total Bid Item 7 $ 1.550.00 - - - - - - - -Mppp 7100 - - - - R:\GROUP\STREETS\TREES\CONTRACTS\2012\Tree Maintainance 2012-13\Tree Maintenance Contract 2012-13.doc3.4 05/29/2012 TREE MAINTENANCE 2012-2013 CONTRACT PAGE 5 BID ITEM9. ARBORIST SERVICES* Not included in Bid Tabulation, but must be completed to be considered a responsive bid. TOTAL BID ITEM SUMMARY TOTAL OF BID ITEM 1. SPECIAL REQUESTS FULL PRUNE BASED ON SERVICE OR $ 5,300.00 TOTAL OF BID ITEM 2. CLEARANCE PRUNE $ 3,900.00 TOTAL OF BID ITEM 3. PALM TREE TRIMMING $ 5,900.00 TOTAL OF BID ITEM 4. TREE & STUMP REMOVAL $ 39,750.00 TOTAL OF BID ITEM 5. CREW RENTAL Is 7,500.00 TOTAL OF BID ITEM 6. EMERGENCY RESPONSE 1$ 9,000.00 TOTAL OF BID ITEM 7. TREE PEST CONTROL $ 1,550.00 TOTAL OFBIDITEM 8. CHURCH STREET TREE MAIN-TEPb4N $ TOTAL BI $ 72,900.00 Bid Items 1 throu h 8) BID ITEM 9. ARBORIST SERVICES* (Per hour) 1 $ 95.00 * Not included in Bid Tabulation, but must be completed to be considereda responsive bid. References must be submitted with bid proposal as described in Section 2.1400 R:\GROUP\STREETS\TREES\CONTRACTS\2012\Tree Maintainance 2012-13\Tree Maintenance Contract 2012-13.doc3.5 05/29/2012 TREE MAINTENANCE 2012-2013 CONTRACT PAGE6 ARTICLE V By my signature hereunder, as Contractor, I certify that I am aware of the provisions cf 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 VIII 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. R:\GROUP\STREETS\TREES\CONTRACTS\2012\Tree Maintainance2012-13\Tree Maintenance Contract 2012-13.doc3.6 05/29/2012 TREE MAINTENANCE 2012-2013 CONTRACT PAGE 7 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 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. 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 Schwabauer' City Attorney Dated: (Affix corporate seal if Corporation) Telephone R:\GRCUP\STREETSITREESICCNTRACTS\2012\Tree Maintainance2012-13\Tree Maintenance Contract2012-13.doc3.7 05/29/2012 RESOLUTION NO. 2012-101 A RESOLUTION OF THE LODI CITY COUNCIL AWARDING CONTRACT AND AUTHORIZING THE CITY MANAGER TO EXECUTE CONTRACT FOR TREE MAINTENANCE FOR FISCAL YEAR 2012/13 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 May 23, 2012, at 11:00 a.m., for tree maintenance for fiscal year 2012/13, described in the specifications therefore approved by the City Council on April 18, 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 Arborist $72,900.00 Berndt Tree Services $111,500.00 A -Plus Tree Service $131,412.50* *Corrected total WHEREAS, staff recommends awarding the contract for tree maintenance for fiscal year 2012/13 to the low bidder, West Coast Arborist, of Anaheim, California, in the amount of $72,900; and WHEREAS, the contract provides for two one-year extensions, if mutually agreeable. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby award the contract for tree maintenance for fiscal year 2012/13 to the low bidder, West Coast Arborist, of Anaheim, California, in the amount of $72,900; and BE IT FURTHER RESOLVED that the City Manager is hereby authorized to execute the contract; and BE IT FURTHER RESOLVED that the City Council does hereby authorize the City Manager to negotiate and execute up to two one-year extensions. Dated: June 20, 2012 I hereby certify that Resolution No. 2012-101 was passed and adopted by the City Council of the City of Lodi in a regular meeting held June 20, 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 JOHL City Clerk 2012-101