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    17.    
City Council Regular
Meeting Date: 10/08/2019  

SUBJECT:
MAINTENANCE SERVICES AGREEMENT FOR CITYWIDE URBAN FOREST MANAGEMENT 
RECOMMENDATION:
1.  Adopt a resolution entitled: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHINO HILLS, CALIFORNIA, ADOPTING A BUDGET AMENDMENT FOR FISCAL YEAR 2019-20 INCREASING THE BUDGET IN VARIOUS FUNDS FOR CITYWIDE URBAN FOREST MANAGEMENT BY $122,425.

2.  Authorize the execution of a three-year agreement with two one-year renewal options with West Coast Arborists to provide Citywide Urban Forest Management in an annual not-to-exceed amount of $652,700 and a five-year not-to-exceed amount of $3,263,500.
BACKGROUND/ANALYSIS:
The City currently maintains over 42,000 trees through the contract services of West Coast Arborists, Inc. (WCA), Agreement A2014-049. This agreement was set to expire on June 30, 2019. On June 25, 2019, the City Council approved the execution of Amendment No. 7 to Agreement A2014-049 with WCA to continue their services through September 30, 2019, in the not-to-exceed amount of $205,000.

Due to recent liability claims in neighboring cities, the California Joint Powers Insurance Authority (CJPIA) provided a comprehensive Request for Proposal (RFP) document for tree trimming services in order to reduce liability for its member agencies. Extending the WCA agreement by three months provided staff the opportunity to incorporate the CJPIA language, including increased liability insurance limits, into the City's Urban Forest Management RFP.  

On August 20, 2019, staff distributed the RFP to several known tree service companies and also advertised on the City's website. As the current agreement is based on prices quoted in 2014, staff anticipated increased costs due to labor and insurance requirements over the past five years. Proposals were evaluated on the following criteria:
 
Approach to the work including task breakdown as related to the scope of the work 35%
Proposer’s experience and technical competence, understanding of the project, and subject matter expertise on similar projects of equal complexity 25%
References and the proposer’s willingness to agree to all terms of the Maintenance Services Agreement and available resources to perform the requested services 25%
Cost Factors 15%
 

The City received proposals from the following four reputable tree service companies:
  • Great Scott Tree Services, Inc.
  • Mariposa Landscape, Inc.
  • Tree Pros, Inc.
  • West Coast Arborists, Inc.            
WCA ranked highest based upon the evaluation criteria set forth in the RFP as outlined above. As anticipated, the cost of services submitted from all proposers was significantly higher than the current rates. WCA pricing was consistent with other proposers. City staff met with WCA and negotiated a reduction in the hourly rates for services most frequently used by the City. This company is an industry leader in Southern California and has provided efficient, effective, and responsive tree maintenance services to the City of Chino Hills for over 20 years. 

Staff is requesting a three-year agreement with the option of two one-year renewal options to commence October 9, 2019.      
ENVIRONMENTAL (CEQA) REVIEW:
The proposed project is categorically exempt from the requirements of CEQA pursuant to Title 14 California Code of Regulations 15301 (h) as a Class 1 categorical exemption (Existing Landscape). This project involves maintenance of existing trees and is not anticipated to have any significant impacts with regards to traffic, noise, air quality, or water quality. 
FISCAL IMPACT:
The proposed budget amendment will increase the expenditure budget in the General Fund by $17,195 and $105,230 in various other funds. The end result is a corresponding decrease in the projected ending fund balance of those funds by $122,425 in total. 
REVIEWED BY OTHERS:
This agenda item has been reviewed by the Finance Director.
Attachments
Budget Resolution
Exhibit No. 1 - Budget Amendment
WCA Agreement

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