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REPORT <br />To the Honorable Mayor and City Council <br />From the City Manager <br /> <br />August 24, 2015 <br /> <br />SUBJECT <br />Award of Bid for Street Tree Maintenance Services <br /> <br />RECOMMENDATION <br />By motion, approve and authorize the City Manager to execute a 2015-2016 Agreement <br />with West Coast Arborists, Inc., in the amount of $210,000 and authorize the City <br />Manager to execute up to four (4) consecutive one-year extensions of the Agreement <br />not to exceed $230,000 per year. <br /> <br />BACKGROUND <br />On June 12, 2015 staff mailed out the contract documents and specifications to five tree <br />maintenance contractors and advertised the subject project in the City's newspaper of <br />record. One firm, West Coast Arborists, Inc. submitted a proposal by the deadline of <br />June 30, 2015. <br />ANALYSIS <br />Staff contacted other companies which were sent the contract documents but did not <br />submit a proposal. Their reasons given for not submitting a proposal included that one <br />firm did not possess the kind of equipment required to perform this type of work; one <br />firm was short staffed and not able to respond to the request. The proposal submitted <br />by West Coast Arborists, Inc. is responsive to the Request for Proposals. Staff believes <br />they are able to perform work to tree care industry standards and in compliance with the <br />specifications included in the Request for Proposal. <br /> <br />ALTERNATIVES <br />Direct staff to re-advertise and re-bid the project. Staff does not believe that re-bidding <br />the project would result in substantial savings nor would attract a more qualified bidder. <br /> <br />FISCAL IMPACT <br />There is sufficient funding in the Street Tree Maintenance sub-program of the Public <br />Works Department budget to provide for this work. <br /> <br />ENVIRONMENTAL REVIEW <br />The West Coast Arborists, Inc. Agreement meets the California Environmental Quality <br />Act (CEQA) categorical exemption criteria as set forth in Section 15304, (“Minor <br />6.1.C. - Page 1