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6.1. - Page 2 of 52 ANALYSIS On March 11, 2020, PWS released a Request for Proposal (RFP) for comprehensive street tree maintenance services. The RFP was emailed to potential firms and posted on the City's website and The San Mateo Daily Journal. The proposal submittal deadline was extended due to the shelter -in-place order, and staff had received proposals from seven firms postmarked by April 10, 2020: Arborist Now, Arborwell, Bay Area Tree Specialists, BrightView, The Professional Tree Care Company (Professional), Tope's Tree Service, and West Coast Arborists. Below is a table of the quoted hourly rates per worker by firm and task. * Arborist Now's quoted hourly rates are adjusted to include equipment costs that are included in other firms' rates. Staff evaluated proposals based on several factors, including cost, proposer's qualifications and experience record, and quality of services to be provided. While cost was not the sole determining factor for the City's decision, Professional had the overall lowest hourly rates per worker for almost all tasks described in the RFP. The only exception is stump removal, which is very seldom required, so Professional would be the most advantageous firm in terms of cost. Based on this evaluation of cost and other factors, staff recommends approval of a one-year service agreement with Professional in an amount not to exceed $230,000. Staff also recommends authorizing the City Manager to extend the agreement for two additional, consecutive two-year terms, for an aggregate not -to -exceed amount of $1,150,000, as detailed in the table below. Table #2: Terms mlvmr"�M Firm Full -Time Tree Pruning Tree Removal Tree Planting Small Tree Stump 2 Tree Crew $460,000 3 2 Care Removal Arborist Now $98.40* $98.40* $98.40* $98.95* $98.95* $98.95* Arborwell $140 $140 $140 $140 $140 $140 Bay Area Tree $95 $95 $95 $95 $95 $85 Specialists BrightView $92 $92 $92 $92 $92 $92 Professional $88 $88 $88 $88 $88 $150 Tope's Tree $90 $90 $90 $90 $90 $90 Service West Coast $99 $99 $99 $99 $99 $99 Arborists * Arborist Now's quoted hourly rates are adjusted to include equipment costs that are included in other firms' rates. Staff evaluated proposals based on several factors, including cost, proposer's qualifications and experience record, and quality of services to be provided. While cost was not the sole determining factor for the City's decision, Professional had the overall lowest hourly rates per worker for almost all tasks described in the RFP. The only exception is stump removal, which is very seldom required, so Professional would be the most advantageous firm in terms of cost. Based on this evaluation of cost and other factors, staff recommends approval of a one-year service agreement with Professional in an amount not to exceed $230,000. Staff also recommends authorizing the City Manager to extend the agreement for two additional, consecutive two-year terms, for an aggregate not -to -exceed amount of $1,150,000, as detailed in the table below. Table #2: Terms mlvmr"�M Term Term Length (in years) Amount 1 (Original Agreement) 1 $230,000 2 2 $460,000 3 2 $460,000 Total Contract Amount $1,150,000 Page 2 of 3 City of Redwood City 1017 Middlefield Road, Redwood City, CA. 94063 Tel: 650-780-7000 www.redwoodcity.org 213