TITLE
Recommendation to adopt resolution authorizing City Manager to execute a contract with West Coast Arborists, Inc., of Anaheim, CA (not an MBE, WBE, SBE or Local), for a park tree inventory, on the same terms and conditions afforded to the City of Agoura Hills, for a total amount not to exceed $199,000, for a period of one-year, with the option to renew for one additional one-year period, at the discretion of the City Manager or his designee. (Citywide)
DISCUSSION
City Council approval is requested to enter into an annual contract with West Coast Arborists, Inc. (WCA), for park tree inventory services. The City of Long Beach (City) was awarded an Urban Forestry Grant (Grant) in the amount of $150,000 for a park tree inventory from the State of California, Department of Forestry and Fire Protection (CAL FIRE), funded by the Safe Drinking Water, Water Quality and Supply, Flood Control, River and Coastal Protection Bond Act of 2006 (Proposition 84). In 2008, the City completed an Urban Forest Master Plan (Plan). In an effort to meet the goals and policies identified in the Plan, the next phase involved completing a detailed assessment of the City's overall tree inventory. In 2011, the tree inventory effort began with the completion of a street tree inventory, funded by a Grant award from CAL FIRE. It is now time to complete the City tree inventory by including park trees. The completed park tree inventory will give the City a more comprehensive view of quantitative information about the trees in the parks, such as the overall tree count, locations, species, diameter, condition, and maintenance needs.
City Charter Section 1802 provides an alternative procurement method by permitting the City to purchase or otherwise obtain services, supplies, materials, equipment, and labor with other governmental agencies by purchasing under their contracts on a voluntary and selective basis, when authorized by a Resolution of the City Council.
The Department of Parks, Recreation and Marine, in conjunction with the Department of Financial Management, Purchasing Division, investigated procurement options and learned that the city of Agoura Hills had completed a competitive bid process for a street tree inventory and has a contract with WCA that meets the City's needs.
The entire park tree inventory project is estimated to cost $202,000, including $199,000 in services from WCA. The Grant award of $150,000 has a required match of $50,000. The Department of Technology Services will provide $3,000 in in-kind services, and $49,000 will be provided by the Office of Sustainability.
This matter was reviewed by Deputy City Attorney Gary J. Anderson on February 4,2014, and by Budget Management Officer Victoria Bell on March 14, 2014.
TIMING CONSIDERATIONS
City Council action is requested on April 1, 2014, in order to ensure that the contract is in place to meet the time requirements of the Grant.
FISCAL IMPACT
WCA will provide services in an annual amount not to exceed $199,000. The Grant award in the amount of $150,000 is budgeted in the General Grants Fund (SR 120) in the Parks, Recreation and Marine Department (PR), and $49,000 is budgeted in the Development Services Fund (EF 337) for the Office of Sustainability. The recommended action will result in a positive impact on jobs. The award of this contract will provide continued support to our local economy by allowing the vendor to maintain its local workforce consisting of eight full-time positions filled by employees who reside in Long Beach.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
GEORGE CHAPJIAN
DIRECTOR OF PARKS, RECREATION AND MARINE
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
APPROVED:
PATRICK H. WEST
CITY MANAGER
BODY
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LONG BEACH AUTHORIZING THE CITY MANAGER TO ACQUIRE PARK TREE INVENTORY SERVICES THROUGH THE CONTRACT BETWEEN THE CITY OF AGOURA HILLS AND WEST COAST ARBORISTS, INC.