April 25, 2006

SUBJECT:      Award of Bid No. F0502-57 for Street Tree Structural Pruning Services

REPORT IN BRIEF

Approval is requested for the award of a contract to West Coast Arborists of Anaheim to perform structural pruning of City-owned street trees for the Department of Public Works Trees and Landscape Division.

BACKGROUND

For the past few years, the Street Trees Services Program 218 has supplemented the work of City staff by contracting with a private tree pruning company selected through a competitive bidding process.  Approximately 2,200 trees remain for Contractor-pruning in 2006, representing more than twenty tree varieties in medium and large sizes.  This compares to approximately 600 Contractor-pruned trees the previous year in small, medium and large sizes with bid pricing at less than $50,000.  This year’s unusually high number of trees is the result of short staffing in the Street Trees Services Program due to position vacancies and staff injuries.  The average cost of pruning per tree amounted to $83.33 in the most recent Contractor-pruning contract.  This contract has an average cost per tree of $96.91.  The average price per tree is approximately 16% higher this year because the trees being pruned are larger and contractor operating costs have increased, primarily due to higher gasoline prices.   

DISCUSSION

Bid specifications were prepared by Public Works and Purchasing staff.  The bid was structured into a Base Bid, consisting of eight separate projects and approximately 1,500 trees, and eleven Supplemental Projects, consisting of a total of approximately 700 additional trees, to be awarded if the City received favorable bid prices.  This structure was used to allow for more flexibility on award options, based on the bid prices submitted.  The lower the bid prices, the more work staff can choose to perform under this contract.  This process also allows the City to adjust the award to the amount of funds available in the Street Tree Services Program at the time of contract award.  The funds available change on a weekly basis due to staffing availability and savings that may be realized in the program.  This process has proven to give the City the greatest flexibility while allowing for the most cost efficient use of funds in the Street Tree Services Program. 

Twelve local contractors were directly notified, and the bid package was broadcast through the Onvia DemandStar public procurement network.  Eight contractors requested bid documents.  Sealed bids were publicly opened on March 29, 2006.  Five responsive bids were received.

Staff recommends award of contract to West Coast Arborists, the lowest responsive and responsible bidder, for both the Base Bid and all eleven supplemental projects.

FISCAL IMPACT

Project costs include:

Funds are available in the Department of Public Works Trees and Landscape Division Program 218 operating budget.

RECOMMENDATION

It is recommended that Council award a contract, in substantially the same form as the attached draft Purchase Order and in an amount not to exceed $213,200 to West Coast Arborists for street tree structural pruning services.

Prepared by:

Elaine Wesely

Purchasing Officer

Reviewed by:

Mary J. Bradley

Director, Finance

Reviewed by:

Marvin Rose

Director, Public Works

Approved by:

Amy Chan

City Manager

Attachment

A.  Draft Purchase Order (.pdf)