DATE: March 12, 2019
SUBJECT:
Title
RESOLUTION SELECTING AND AUTHORIZING AN AGREEMENT WITH CALIFORNIA TREE SERVICE, INC. FOR AS NEEDED TREE MAINTENANCE SERVICES FROM JULY 1, 2019 THROUGH JUNE 30, 2024, FOR AN AMOUNT NOT TO EXCEED $1,000,000. ALL FUNDS REQUIRED FOR FUTURE FISCAL YEARS WILL BE BUDGETED IN THE APPROPRIATE FISCAL YEAR, SUBJECT TO BOARD APPROVAL UPON ADOPTION OF EACH FISCAL YEAR’S BUDGET.
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EXECUTIVE SUMMARY:
The District requires as-needed tree maintenance services for arborist services, nest surveys, tree maintenance, tree removal, palm tree skinning, and pruning of approximately 4,700 mature trees at various District facilities and public park locations on District tidelands.
Pursuant to Board of Port Commissioners Policy No. 110, Section II.C, Request for Bids 18-34AC was issued August 7, 2018. Three (3) bids were received and evaluated on September 5, 2018. Staff determined all bids to be responsive. Staff recommends the Board select and authorize an agreement with the lowest, responsive, and acceptable bidder, California Tree Service, Inc. to provide as-needed tree maintenance services from July 1, 2019 through June 30, 2024 in an amount not to exceed $1,000,000.
RECOMMENDATION:
Recommendation
Adopt a resolution selecting and authorizing an agreement with California Tree Service, Inc. for As-Needed Tree Maintenance Services from July 1, 2019 through June 30, 2024, for an amount not to exceed $1,000,000.
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FISCAL IMPACT:
Anticipated funds for FY 2020 will be included in the requested General Services’ As-Needed Maintenance budget, subject to Board approval. Staff estimates an annual cash requirement of approximately $200,000, resulting in a 5-year total cash requirement of $1,000,000.
Funds required for future fiscal years will be budgeted for in the appropriate year subject to Board approval upon adoption of each fiscal year’s budget.
Compass Strategic Goals:
This agenda item supports the following Strategic Goals by ensuring the health, safety and longevity of District trees.
• A Port with a healthy and sustainable bay and its environment.
• A Port that is a safe place to visit, work and play.
DISCUSSION:
The District contracts for as-needed tree maintenance services including arborist services, nest surveys, tree maintenance, tree removal, palm tree skinning, and pruning, which requires specialized tasks and equipment.
As required by BPC Policy 110, Request for Bid No. 18-34AC was solicited through Planet Bids on August 7, 2018. Electronic solicitation notifications were sent to 111 potential service providers, and 15 service providers downloaded the bid package.
On September 5, 2018, the District received three (3) bids. The bids were evaluated, and it was determined that all bids received were responsive and acceptable as summarized below (lowest to highest):
o California Tree Service, Inc. $738,000
o Atlas Environmental Services $952,976
o West Coast Arborists, Inc. $1,161,434
The bid received from California Tree is the lowest, responsive, and acceptable bid. All proposed rates were calculated using the same estimated quantities. District staff is budgeting $200,000 per year based on historical needs and as-needed tree maintenance services as required. The frequency of tree maintenance services fluctuates due to safety requirements, weather, and each tree’s life cycle.
Staff recommends the Board select and authorize an agreement with California Tree Service, Inc. for As-Needed Tree Maintenance Services from July 1, 2019 through June 30, 2024, for an amount not to exceed $1,000,000.
General Counsel’s Comments:
The Office of the General Counsel has reviewed the issues set forth in this agenda and found no legal concerns as presented.
Environmental Review:
The proposed Board action to authorize an agreement with California Tree Service, Inc. for as-needed tree services at various District facilities and public park locations on District tidelands is Categorically Exempt pursuant to California Environmental Quality Act (CEQA) Guidelines Section 15301 (Class 1 - Existing Facilities) and Section 3.a of the District’s Guidelines for Compliance with CEQA because the project in question will involve no expansion of use beyond that previously existing and none of the trees are sensitive species. No further action under CEQA is required.
The proposed action complies with Section 87 of the Port Act, which allows for construction, reconstruction, repair, maintenance, and operation of public buildings public assembly and meeting places, convention centers, parks, playgrounds, bathhouses and bathing facilities, recreation and fishing piers, public recreation facilities, including, but not limited to, public golf courses, and for all works, buildings, facilities, utilities, structures, and appliances incidental, necessary, or convenient for the promotion and accommodation of any of those uses. The Port Act was enacted by the California Legislature and is consistent with the Public Trust Doctrine. Consequently, the proposed action is consistent with the Public Trust Doctrine.
In addition, the proposed Board action is considered “excluded development” pursuant to Section 8.a (Existing Facilities) of the District’s Coastal Development Permit Regulations; therefore, issuance of a Coastal Development Permit is not required.
Equal Opportunity Program:
Due to limited known sub opportunities, no SBE goal was established for this agreement.
PREPARED BY:
Amy Tigri
Management Analyst, General Services
Attachment(s):
Attachment A: 198-2018AC with California Tree Service, Inc.