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Home My WebLink About1994-06-28 - AGENDA REPORTS - TREE MAINTENANCE CONTRACTAGENDA REPORT City Manager Item to be presented Rick Putnam CONSENT CALENDAR DATE: June 28, 1994 SUBJECT: Renew Tree Maintenance Contract DEPARTMENT: Parks, Recreation, and Community Services BACKGROUND On November 1, 1993, an eight-month street, park, and facility tree maintenance contract was awarded to Golden Bear Arborists, Inc. for a total cost of $111,466. The contract provides three full-time staff plus equipment to maintain our ever escalating number of street, park, and facility trees. The contract term ends as of June 30, 1994; however, provisions in the contract allow for renewal. The Urban Forestry Section is proposing to renew the contract between Golden Bear Arborists, Inc. and the City for the 1994-95 fiscal year. The proposed renewal includes one additional tree trimmer and one additional groundsperson to the present crew, and increases the equipment availability to include a combination bucket and chipper box truck. The proposed renewal represents a 66 percent increase in personnel and equipment, and an increase in production by 150 percent. The negotiated cost to renew the contract for one year, with additional personnel and equipment, is $270,190, plus an emergency after -hour contingency of $9,810, for a grand total of $280,000. This price negotiation represents a reduced figure from the original bid for the cost of the two personnel and extra equipment. The cost according to the original bid schedule for the aforementioned is $95 per hour for two men and a combo truck; the negotiated price is $60 per hour for two men and a combo truck. This represents a 37 percent decrease from the present contract bid schedule for additional personnel and equipment. Funds forthis project in the amount of $280,000 have been budgeted in general fund account 01-9230-227. RECOMMENDATION That the City Council approve the renewal of the contract between the City and Golden Bear Arborists, Inc. for one year, in the amount of $280,000. ATTACHMENTS Council Agenda Report of October 12, 1993. Golden Bear Arborists, Inc. Bid Schedule Renewal Request Letter from City of Santa Clarita to Golden Bear Arborists, Inc. Renewal Request Response Letter from Golden Bear Arborists, Inc. Contract Renewal Provision REPrRgrM d'sJm !t ._ . $len 42... AGENDA REPORT CONSENT CALENDAR DATE: October 12, 1993 Ile l ,� City Manager Approval / Item to be presen d Rids Putna el SUBJECT: AWARD OF CONTRACT FOR STREET AND PARK TREE TRIM DEPARTMENT: PARKS, RECREATION, AND COMMUNITY SERVICES BACKGROUND On September 22, 1993, the Parks, Recreation, and Community Services Department successfully opened bids for the comprehensive street and park tree trim contract_ The contract will provide equipment and personnel to perform scheduled tree maintenance and emergency services over the next eight months beginning November 1, 1993. The contract may be renewed if mutually agreed upon by the City and contractor for two additional one-year periods. Invitations for bids were advertised in The Signal and daily local newspapers in addition to the Dodge Green Sheet report. A total of five (5) bid packets were purchased by four out -of -City contractors and one local contractor. Two local contractors, Commercial Tree Care and Tip Top Tree Service, were personally contacted in regards to bidding this project. Both Commercial Tree Care and Tip Top Tree Service declined to bid. Three of the five interested contractors from outside the City submitted bids on the project. A total of three bids were received and opened as follows: Davey Tree - Los Angeles, CA $ 136,710.00 - Arbor Tree Surgery - Paso Robles, CA $ 96,985.00 Golden Bear Arbonsts, Inc. - Monrovia, CA $ 96,927.20 The estimated project cost is $120,000.00. Funds for this project have been budgeted in general fund account #01-9230-227. Golden Bear Arbodsts' bid proposal of $96,927.20, with a 15% contingency of $14,539.00 to cover extra work and emergency services, falls within the project budget. RECOMMENDATION That the City Council award the contract to Golden Bear Arborists, Inc. in the amount of $96,927.20, and that an additional $14,539.00 be approved should any change orders become necessary. courocn.gr.. b APPROVED SID SCHEDULE - FOR CITY OF SANTA CLARITA COMPREHENSIVE STREET AND PARK TREE TRIM NOVEMBER 1, 1993 THROUGH JUNE 30, 1994 PROJECT NO. PR -93.9401 SANTA CLARITA, CALIFORNIA Total Bid Amount in Figures S 56,927.20 Total Bid Amount In Words nriErr-six_7Fom m stat: H=Rm Tium-um Am M1200 t10AARi A Extra work and after -hour rates as stipulated In Section 3.10 . EXTRA WORK PERSONNEL AND EOUIPMENT PERSONNEL Certified Arborlat Certified Tree Worker ✓Journeyman Trimmer Apprentice Trimmer / Groundsperaon Tractor/Ciamloader Operator Truck Driver EQUIPMENT ✓Aerial Tower/Bucket Truck PIek.Up Trude Stump Grinder Clamloader/Tractor Large Capacity Dump Truck Chipper Truck with Chipper Stump Grinder Root Pruner B Normal Work Hours 45.00 per hour 40.00 per hour 40.00 per hour 20.00 per hour 35.00 per hour 15.00p or hour 15.00 per hour 20.00 6.00 20.oa 5.00 5.00 :5.00 :.00 16.00 .8 - After Hours 90.00 per hour eo-00 per hour 80.00 per hour 20.00 per hour 70.00 per hour 30.00 per hour 30.00 per hour per hour per hour per hour per hour per hour per hour per hour per hour City of Santa Clarita 23920 Valencia Blvd. Suite 300 City of Santa Clarita Califomia 91355-2196 June 1, 1994 Phone (805) 259-2489 Fax (805) 259.8125 Mr. Brad Boyajian Golden Bear Arborist, Inc. 146 E. Railroad Avenue Monrovia, CA 91016 Dear Mr. Boyajian: The contract between the terminates June 30, 1994 negotiate a renewal of said City of Santa Clarita and Golden Bear Arborist, Inc. However, the City of Santa Clarita would like to contract for one additional year. The City of Santa Clarita's proposal is to renew the contract for a total of $280,000 beginning July 1 1994 and ending June 30, 1995. The proposed cost breakdown is as follows: Existing 3 -man crew and equipment: $ 145,390 Additional 2 -man crew (1 trimmer & 1 groundsperson) and combination bucket & chipper box truck with chipper: $ 124,800 After -hour emergency service: $ 9,810 Total $ 280,000 The requested renewal of the contract reflects our confidence in Golden Bear Arborist, Inc. to continue providing the City of Santa Clarita with outstanding service. Thank you for a job well done in fiscal year 1993/1994. Please respond no later than June 7, 1994. If you have any questions, please call me at (805) 286-4024. Sincerely, ayMiramontez Parks Supervisor/Arborist RLM:cac urbanrorlbearcan[rlm PRINTED ON RECYCLED PAPER Golden Beer Arborists. Inc. June 3, 1994 Mr. Ray Miramontez City of Santa Clarita 23920 Valencia Blvd Suite 300 Santa Clarita, CA 91355 Dear Mr. Miramontez, 146 East Railroad Avenue Monrovia, CA 91016 (818) 359-6647 FAX:: (818) 357-5260 I am in receipt of your letter dated June 1, 1994 offering to renew our contract for an additional year. I have reviewed the numbers and agree that all is in order. Golden Bear would be happy to extend, pursuant to the terms and conditions stated in your letter. Please forward the appropriate paperwork to us for execution as soon as possible to insure that their will be no interruption of service. Kindest personal regards, GOLDEN BEAR ARBORISTS, INC., by, Brad Boyajian President ARTICLE IX Term This Agreement shall be effective for a period beginning on November 1, 1993 and ending on June 30, 1994, unless sooner terminated. The Contract may be extended for an additional two- year period as stipulated in Article IX RENEWAL. Modification/Term ination No modification, amendment or other change in this Agreement or any provision hereof shall be effective for any purpose unless specifically set forth in writing and signed by duly authorized representatives of the parties hereto. This Contract may be terminated without cause by either party giving the other party thirty (30) days advance written notice. Any reduction of services shall require thirty (30) days advance written notice unless otherwise agreed in writing between CONTRACTOR and CITY. Non -Effect Waiver Contractor's or City's failure to insist upon the performance of any or all of the terms, covenants, or conditions of this Contract, or failure to exercise any rights or remedies hereunder, shall not be construed as a waiver or relinquishment of the future performance of any such terms, covenants, or conditions, or of future exercise of such rights.or remedies, unless otherwise provided for herein. Attorneys' Fees In the event any action (including arbitration) is filed in connection with the enforcement of interpretation of this Contract, the unsuccessful party in said action shall pay , among other sums that either party may be called on to pay a reasonable sum for the successful party's attorneys' fees and costs. Severability In the event that any one or more of the provisions contained in this Contract shall for any reason be held to be unenforceable in any respect by a court of competent jurisdiction, such holding shall not affect any other provisions of this Contract, and the Contract shall then be construed as if such unenforceable provisions are not a part hereof. Goveming Law This Contract shall be construed and interpreted and the legal relations created thereby shall be determined in accordance with the laws of the State of California. -12- r Renewal At the option of the City, and if mutually agreeable to the City and Contractor, the Contract for this / work may be extended over two additional one-year periods. The extension shall be based on V the term, conditions and bid prices of the initial contract and may be increased or decreased annually by a percentage to be arrived at by negotiation between City and Contractor. Further, any extension may be subject to different terms than the original contract based on change circumstances, City Budget, or the City's evaluation of the Contractor's performance. IN WITNESS WHEREOF the parties for themselves, their heirs, executors, administrators, successors, and assigns do hereby agree to the full performance of the covenants herein contained and have caused this Contract Agreement to be executed by setting hereunto their names, titles, hands and seals this 20TH day of OCTOBER 119 93 M CONTRACTOR: 61XOEn BEAR ARBORISTS, Inc. PRESIOM (Title) ` Contractor's License No. 416776 Class C -61/D-49 i C-27 CITY Business License No. Federal Tax Identification No. 95-3618731 Subscribed and sw m to is day of OCTOBER 1993 NOTARY PUBLIC CITY: (Mayor/City MfiJager of the City of Santa Cladta) Attested City Clerk of the City of Santa Clarita Date = %� Approved as to form(aJ� City Attorney of the City of Santa Clarita Date 3 -13-