west coast arborists 09-01-15

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CITY OF CARMEL BY THE SEA

AGENDA BILL

B 1010

September 1 2015

Consent Calendar

TO: Honorable Mayor and Members of the City Council

Douglas J. Schmitz, City Administrator

FROM: Mike Branson, City Forester

SUBJECT: Adopt a Resolution to approve a cooperative purchasing agreement for tree

maintenance and to award a contract to West Coast Arborists, Inc.

AMOUNT OF EXPENDITURE 82,000

AMOUNT BUDGETED

82,000

APPROPRIATION REQUIRED

N/A

RECOMMENDATION

Adopt a resolution approving a cooperative purchasing agreement

for

tree maintenance and authorizing

award of the contract to West Coast Arborists, Inc.

for

a not to exceed amount of 82,000.

SUMMARY

Strategic and structural pruning of public trees and the removal of dead trees are vital components of

the Forest, Parks, and Beach Division's efforts to manage the City's urban forest. A cooperative

purchase agreement based on the competitive bid process and associated contract for tree

maintenance by the City of Monterey to West Coast Arborists, Inc. will provide the City of Carmel-by

the-Sea with an efficient resource for tree pruning and related services. This tree maintenance contract

is a valuable tool

for

maintaining a safe urban forest and as a management tool for mitigating risk for

the City. A resolution authorizing City

staff

to approve the cooperative purchasing agreement and to

award the contract is included as Attachment 1. Supporting documents, including West Coast Arborists'

proposal and contract with the City of Monterey are included as Attachments 2

3

and 4.

PRIOR CITY COUNCIL ACTION

The City Council has authorized similar contracts under cooperative purchase agreements with West

Coast Arborists Inc. based on the City

of

Monterey bid process annually since 2007.

ATTACHMENTS

1. Resolution

2.

WC

Proposal

3. WC Monterey Contract

4.

WC

Monterey Price Schedule 2015

Council Meeting

Da

te: 09/01/201 5

Agenda Item: 14

Page 1


2/8

APPROVED

Douglas

J

Date

8? .,. ;'

Council Meeting Date:

91 112 15

Agenda Item:

i

Page


3/8

CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL

RESOLUTION NO.

2015 _

ATTACHMENT

1

A RESOLUTION OF THE CITY COUNCIL

O

THE CITY OF CARMEL-BY-THE-SEA

AUTHORIZING THE EXECUTION O A CONTRACT WITH WEST COAST ARBORISTS, INC.

FOR TREE MAINTENANCE OF THE CITY OF CARMEL-BY-THE-SEA S URBAN FOREST

WHEREAS, 82,000 has been budgeted n FY 2015-2016 for contract pruning

of

Carmel-by

the-Sea 's urban forest trees; and

WHEREAS, the City s able to utilize a cooperative purchasing agreement, as allowed per

Municipal Code sections 3.12.170 and 3.12.430, because the City of Monterey conducted a

competitive bid process for a like project; and

WHEREAS, West Coast Arborists, Inc. was the low bidder, with its contract with the City of

Monterey awarded

for

FY 2015-16.

NOW , THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF

CARMEL-BY-THE-SEA DOES:

1. Authorize the City Administrator to execute a contract with West Coast Arborists,

Inc., for tree maintenance in an amount not-to-exceed 82,000

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY

THE-SEA this 1st day of SEPTEMBER 2015, by the following roll call vote:

AYES: COUNCIL MEMBERS:

NOES: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS:

ATTEST:

Ashlee Wright, Deputy City Clerk

SIGNED:

Jason Burnett, Mayor

Council Meeting Date : 09/01/2015

Agenda Item: 14

Page 3


4/8

August 18, 2015

City of Carmel-by-the-Sea

ATTN:

ike

Branson City Forester Parks and Beach

P.

O.

Box

55

Carmel-by-the-Sea, CA 93921

RE: Tree Maintenance Agreement - Fiscal Year 2015-2016

Dear

Mr

Branson,

T T C H M E N T ~

www.WCAINC.com

Over the years, West Coast Arborists, Inc. WCA) and the C

ty

of Carmel have forged a very

productive and cohesive working relationship. Today

our

common goal remains the same;

to

preserve the integrity and health of the City s urban forest.

As we begin FY 2015-2016, we propose

to

provide tree maintenance services during this fiscal

year under a piggyback approach on the City of Monterey s current contract. The City of

Monterey just recently awarded a new contract through a formal bidding process. We agree to

offer the same unit prices, terms and conditions

as

Monterey s current contract. Attached to

this letter are our proposed price schedule and Monterey s award letter.

We look forward to continuing the strong relationship built between us, and

to

maintaining

quality urban tree care service. Should you have any questions or require additional

information, please contact me

at

(800) 521-3714.

Sincerely,

t

Vice-President, Marketing

We

st Coast

Arborists

Inc.

2200E

. V

Ic

t 6

urtonStreet

•

Anohci111.CA

92806

• 7

14 991 1900

•

80 0

.52 1.371

·

• F

o>

7i·-l.:;.:;6.3l4.S


5/8

ATTACHMENT 2

PUBL

.I C

WORKS CONTR

.

CT

(FormaiBid)

q1 1

q

_l

r ~

M a . f

n t e : r . t ~ n c e

~ ~ l c e

THIS

AGREEMENT (

0

Agreemenr), Is

made and enle r . l , l ~

v6i9 ;

ir

.

unenforceable, the

rema

ining provisions·will continue in

full

force wrthout'being impaired or

invalidated

in any

way . . .

4.

Con.ractor

agre

_

s ti:Jat ii'J tl:le

p e r f r r : J a l ) c e

of

this·Agreement, it will comply with all applicable:sfate, federal and

local

I a ~ ~ c ~ e ~

r e g u l

~ t i O ) ) S This

:

Agre

.en:(er:t.t

shal_l

be g o v e arid C ) I J S ~ u e d in:acc.ciraan_ee w i t ~ tiJe

laws

ofthe State

of

Califomia

and

the CitY

of Monterey

.

5. In accordance with the provisions

of

.Sections·

1725

:5,

1771

.

1, 1771

.3,

and 1771

.4 of the

Labor Code, this

project is subject to compliance monitoring and enforcement by

the

Department of lndustriai.Relations .A

eoritracto:r or ·

subco.iltractor

shaJI not b_e qualified to bid qr:J, ·be

listSd

in a bid

proposal

(subject

to

. he

r e q u i r e n i e n ~

~ f . s

~ c t i ~ ~ 41.04 of the P1,1bl .c Contract Q C ) d ~ )

O.r

e n g a g ~

ir:t t

t_l

e·per:for(r)alje:e

of

any ·c;Qn,f'cict

fo

r

public work as defined·

by

that chapter of the

Labor

Code,

unless

currently r e g i s ~ ~ r e d

~ n d q ~ a l i f i e d

t_ pe·

rform

public

work

pursuant to Sect

ion

1725

.5

of

the

Labor

Code

. It

is

·

not

.a violation of

this

section for

an

·unregistered

c o n t r a c t o ~

to

s_bm.t a bid t/:lat is authorized by Section 7029.1 of the Business and Professions Code or

by

Sec.t

.qn 10164.

9r :?._0103

.5

of

ll:l:e p u ~ l . i c t r a c t cope, provi.ded the C;orytractor i n ~ i s t e r e d to perf_rm publ.c

work pursuant to-Section 1735.5 ·at the time the c o n t r ~ c t is

awarded

.

6. The foliowing prevails·over the bond· equ irements set for in

the

bid specifications:

The

Contracto·r, at

the

time of

signing and

executing

the contract, shall ex

ecute and fi

le·with the City a performance bond to the satisfaction

and

a-pp

·royal

of

~ i d Ci

ty,

i_n the

a m o t , J I ~

of

one

-hul i:l

.r

ed

t.

housand

d.ollars

($1 00,000) cond

i

tional

upon the

faithful p e r f o r m ~ n c ~ the c ~ n t r ~ ~ t . Th.e

o n t r a . c . t ~ r .

the

m ~

of.

sig

.ning

~ r : t d 9 U ~ i n g

t h ~ ~ n t r ~ . s_hall

execute

and

:

file with

the City a public

works

labor

and

material bond to the satisfaction

and

.

approval of said

City in a sum ·

of

fifty thousand dollars ($5o,o:oo) . The surety shall be an admitted.carrier in California with a

vaJid s1,1rety license

an(j posses a· nir'lir:l:n

rm

r ~ t i

tro:m

A M

GQrr

ipa_y of

A-VII

.

Tt,le

Sure_

y

and/or co

sureties-

must be

listed as an acceptable -surety

on federal

bonds

by

the United States

Department of th

·e

T,reasury ,.

subject.to ihe maximum ·amount shown in the list. If co-sureties are used,

their

bonds shall'be on a

jo

i_nt

a ~ s e y e ~ a l

basis: N o ~ l h s t a n d i n g the

above.

the

C o n t ~ a c t o r may

substitute

adequate securities

for

any

bon

·d

a . U ~ ( j

for'

u:

nder

tt_l,e

p_rovision

·s of

c O : n ~ r a c t

as

~ o r t h

Publ_ic

C o n ~ r a c t

C Q 9 ~

$ e c ~ o

22300.

Alternate

~ c u r i t y s u b s t i t u

i o n s

shall

~ u b m i t t ~ d

to

the Ci'y ·no.lat__r 't.han

t ~ n

(1

g)

d ~ y s

a , f t ~ r

~ i ~ e l i lio_ice tt,lat

a contract has been awarded

to

the Contractor

to

allow processing and e s c r o w a g r ~ m e n t for in lieu e < : ~ , J r i

t y .

The -Contractor shall submit the contract with his signature affixed hereto, required bonds or·altemate ·securit}'

and.evidence ofinsurance that conforms to the-

Contrac

t within fifteen (15) calendar days after

written

nOtice that

a

CO Jtract

has b e e n

a ~ a r d e d to him

. The Contractor

shall

be required to -submitadditional

performance and

p a y ~ e _ ~ t bi?.r:t'

:f f6_r

prC;>je¢t

j V o r ~

orde_rs .r.ilo.re than one-hundred thousarid dollars ($1

oo,o oo .

Additional bonds

sh:aJI

1 b n i i ~ t e d t : ~

f o ~ r t e ~ r : t (14) caleQd.ar days after

e ~ ~ c i l ~ i o r : t

of S:uch ·YiQrk q ~ o ~ r 5 Additional bo.nds

shall be paid a's percent'of cost as

~ e s c r i b e d

in

Part

II of the S p e c i f ~ a ~ i Q ~

'

T00012-CA

(v. 2.1-

5 1 2 ~ 2 0 1 5

Agreement Ag-4851 - Page 1 of 15Q

C o ~ c l l L ~ ~ . , l

Agenda Item: 14

Page 5


6/8

7. The t e r ~ y City ~ n c i l a ~ r d e d t ~ i s contract on

~ u n e

16 2015 by

R e ~ l u t i o n

15·112 C:S_

S. The Agreement

shall consist of this Public Works Contract document·and

the

following Exhibits,.all

of

which are

on file in ttie Office or

the

C.ty l e r ~

nd

are

inCorporated

herein

and

made

a part

r o f

by

reference:

A. Part

1-

Specifications

Part·

ll

•

Schedule

of

Quantifies

and Priees . Part Ill

· General

Provisio·ns .

Pan

•

Special

Prov

i

sions

.

Appendix

A·

Solicitation

tter

and

Award. ApPendix

B • Amendment-o·rSoiicitation

Modification

ol

Cciritract

B.

ccepted ProPosal

C

Performance

Bond

D. Non -CoUusioo Affidavit

E. ·oet arment ·and s u s ~ n s i o n Certification

i= Certification(s}

of

Good Faith Effort

t

Hire Local Residents

G.

Payme11t

L a b ~ r

and.

a t e r i a l s } o n ~

IN WITNESS

WHEREOF

, said Contractor and

said

City have hereunto set

their

handS an on the .day and yeat first

above writt m.

ATTEST

:

Agreement#: Ag-4851 • Page 2 of 150

HensUslar

·

liilt nt

ty

M. ._

T00012 CA v.

2.1 -

512i 20IS)

es.

Council Meeting Date : 09/01/2015

Agenda Item: 14

Page 6


7/8

T T C H M E N T ~ 4

Part II Page 1

ON-CALL TREE MAINTENANCE SERVICE

CITY OF MONTEREY

PROPOSAL SCHEDULE OF QUANTITIES AND PRICES

To the H

on

orab

le

City Council

City of Monterey

City Hall

Monterey, California

The undersigned declares to ha

ve

carefully examined the location of the proposed work, that the Plans

and Specifications as set forth herein have been examined, and hereby proposes to furnish all materials

and equipment and do a

ll

the work required

to

complete

th

e said work in accordance with sa id Plans and

Specifications for the lump sums and unit prices set forth in the following schedule:

Item

No.

1

I

2

r

3

4

5

6

7

8

9

10

11

12

13

14

15

BID SCHEDULE

-

Labor and

quipment

Required

Hourly

Rate

I.S.A. Certified Utility Arborisl

69.00

Certif

ie

d Utility Line Clearance Tree Trimmer

69.00

Certified Utility

Li

ne Clearance Trainee

69.00

NCCCO Certified Crane Operator

69.00

I.S.A. Certified Arboris t

L

69.00

Crew l eader, Foreman, or l eadworker

I

69.00

Tree Climber Trimmer

69.00

Tree Maintenance Worker

69.00

Laborer

39.00

Emergency--After Hou rs, Weekends, or

89.00

Holida_ys-Per Man

iCertified Traffic Control Plan Designer for

39.00

Temporary Traffic Control Plans

I.S.A. Certified Arborist with Tree

Ri

sk

69.00

IAssessment Qualification, also Qual ified for

. Tree Health Diagnosis, Report Writing,

Document Review, etc.

55 .

or

larger Aerial Lift Truck Tree

No Fee - included

5 Yard or larger Brush/Chipper Truck

No Fee - included

95-1 00 ft . Aerial Lift Truck

10.00


Council Meeting Da te: 09/01/2015

Agenda Item: 14

Page 7


8/8

16

17

18

19

2

21

22

23

24

. 25

26

Part II, Page 2

5 Yard or larger Dump Truck

5.00

Skip Loader

10.00

Roll Off Dump Box 10 to 40 Yard Capacity

10.00

Disc Chipper Equivalent to 1800 Vermeer

No Fee - included

Disc Chipper Equ ivalent to BC-1 000

No Fee - included

Vermeer

100+ t Crane, 15 Metric Ton Capacity with

30.00

Bucket Option

Large, Medium, and Small Stump Gnnders

10.00

Irrigation Water Truck, 500 Gal. Minimum

10.00

Mobilization and Demobiliza tion

No Fee - included

Storm Water Compliance

No Fee - included

Traffic Control

No Fee - included

TOTAL BASE BID =TOTAL HOURLY

873 .00

RATE BID AMOUNT ITEMS 1-26 =


Council Meeting Date: 09/01/2015

Agenda Item: 14

Page 8

west coast arborists 09-01-15

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