Staff Report
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City of La Palma Agenda Item No. 13 MEETING DATE: June 2, 2020 TO: CITY COUNCIL FROM: CITY MANAGER SUBMITTED BY: Mike Belknap, Community Services Director AGENDA TITLE: Award of Contract to West Coast Arborists, Inc., for Median Island Tree Removals and Parkway Tree Removal/Replacement ______________________________________________________________________ RECOMMENDED ACTION: It is recommended that the City Council approve Award of Contract to West Coast Arborists, Inc., for Median Island Tree Removals and Parkway Tree Removal/Replacement, City Project No. ST- 359. SUMMARY: A component of the Arterial Street Median Project included 51 trees to be removed due to their current health or structural conditions that are unhealthy with root issues, decay, and damage, per the arborist’s recommendation during the median design process. As this project is on hold per the City Council direction at their May 4, 2020, meeting, staff issued an RFP for these tree removals along with removal and replacement of parkway trees on La Palma Avenue. As staff has indicated previously, removal of these trees will mitigate potential liability issues for the City. The removal process will include cutting down the tree, stump grinding, and removal of roots larger than three inches in diameter within ten feet of the tree trunk, disposal, and adding soil material to the fill the stump ground depression. The 51 trees to be removed include: Total Tree Species Removed 5 Pine (Podocarpus) 30 Eucalyptus 11 Canary Pine 5 Golden Rain (Koelreutaria) To help offset the loss of median trees in the City’s urban forest, the RFP also includes parkway tree removal and replacement along La Palma Avenue. This includes removing a total of 49 dead trees, removal of root balls from 38 empty tree wells where the trees have already been removed, and converting the existing surface tree well irrigation to a deep watering system. The 87 liquid amber trees were impacted by a leaf scorch blight caused by the insect glassy wing sharpshooter, which occurred a few years ago as treatment was not effective. Agenda Item 13 Page 1 of 2 The City’s new Tree Policy adopted last year was utilized to select the new 24” box trees being planted which diversifies the tree pallet should a future blight occur: Total Tree Species to be Planted 22 Australian Willow (Geijera Parviflora) 22 Crape Myrtle (Lagerstroemia Indica) 22 Marina Strawberry Tree (Arbutus “Marina”) 21 African Fern Pine (Podocarpus Henkelii) On May 14, 2020, the City received five (5) bids and opened, as follows: BIDDING CONTRACTORS Total Cost 1. West Coast Arborists, Inc. – $ 159,515 Anaheim, CA 2. S.C. Yamamoto Inc. – La Habra, CA $ 195,000 3. Marina Landscape, Inc. – $ 195,620 Orange, CA 4. Colts Landscape, Inc. – $ 386,850 Garden Grove, CA 5. Green Giant Landscape, Inc. $ 430,600 Chino, CA West Coast Arborists, Inc. have been a longtime contractor with the City of La Palma. Their work product and response time has been excellent. FISCAL IMPACT: The Median Island Tree Removals and Parkway Tree Removal/Replacement, City Project No. ST-359 is included in the FY 2020-21 Capital Improvement Budget (Account Numbers 035-900- 8134-00000 Capital Outlay Reserve - $160,000). APPROVED: __________________ Department Director Financial Consultant City Manager Attachments: 1. West Coast Arborists, Inc. Agreement Agenda Item 13 Page 2 of 2 AGREEMENT THIS AGREEMENT, made and entered into this 2nd day of June, 2020, by and between the CITY OF LA PALMA, CALIFORNIA, hereinafter referred to as the "City," and West Coast Arborists, Inc., hereinafter referred to as the "Contractor". WITNESSETH: That the parties hereto do mutually agree as follows: ARTICLE I: For and in consideration of the payments and agreements hereinafter mentioned to be made and performed by said City, said Contractor agrees with said City to construct the work under the City's specification entitled “Median Island Tree Removals and Parkway Tree Removal/Replacement, City Project No. ST-359”, and to perform and complete in a good and workmanlike manner all the work pertaining thereto shown on the drawings and described in the specifications thereof, to furnish at his or her own proper cost and expense all tools, equipment, labor and materials necessary thereof, except such material and equipment as in said specifications are expressly stipulated to be furnished by said City, and to do everything required by this Agreement and the said Specifications and Drawings. ARTICLE II: For furnishing all said materials and labor, furnishing and removing all plant, temporary works or structures, tools and equipment and doing all the work contemplated and embraced in this Agreement, also for all loss and damage arising out of the nature of the work aforesaid, or from the action of the elements, or from any unforeseen difficulties which may arise from or be encountered in the prosecution of the work until its acceptance by said City, and for all risks of every description connected with the work; also for all expenses incurred by or in consequence of the suspension of discontinuance of work, except such as in the said specifications are expressly stipulated to be borne by said City, and for well and faithfully completing the work the whole thereof, in the manner shown and described in the said Specifications and Drawings and in accordance with the requirements of the City Engineer, said City will pay and said Contractor shall receive in full compensation thereof the prices named in the Bidding Sheets of the Proposal hereto attached. ARTICLE III: No work, services, material or equipment shall be performed or furnished under this Agreement unless and until a Notice to Proceed has been given to the Contractor by the City, and all bonds and certificates of insurance have been furnished to, and approved by, the City. ARTICLE IV: All work to be done under this contract shall be completed within the time period set forth in the Notice Inviting Sealed Bids, beginning on the date stipulated in the written Notice to Proceed issued by the City Engineer. ARTICLE V: The City hereby promises and agrees with said Contractor to employ and does hereby employ said Contractor to do the work according to the terms and conditions herein contained and referred to for the price aforesaid, and hereby contracts to pay the same, at the time, in the manner and upon the conditions set forth in this Agreement; and the said parties for themselves, their heirs, executors, administrators, successors and assigns, do hereby agree to the full performance of the covenants herein contained. ARTICLE VI: The Contract Documents consist of the Notice Inviting Sealed Bids, the Instructions to Bidders, the Proposal, the Bid Bond, the Information Required of Bidders, 1 this Agreement, the Faithful Performance Bond, the Labor and Material Bond, the Workers’ Compensation Certificate, the General Provisions, the Special Provisions, the Technical Provisions, the Specifications and the Drawings mentioned therein, and all addenda issued by the City with respect to the foregoing prior to the opening of bids. Each and every Contract Document in its entirety, including but not limited to General Provisions Section 41, are hereby incorporated in and made part of this Agreement as truly as if fully set forth herein. IN WITNESS WHEREOF: The parties hereto have caused this contract to be executed the day and year first above written. CITY OF LA PALMA, CALIFORNIA By _____________________________________ Peter L. Kim Mayor ATTEST: _______________________________ Kimberly Kenney, CMC City Clerk WEST COAST ARBORISTS, INC. By __________________________________ _____________________________________ Title By __________________________________ _____________________________________ Title 2 Nuvis Landscape Architecture July 2, 2018 La Palma Median Tree Evaluations Summary There are two hundred eleven (211) trees in the specified La Palma medians. One hundred sixty-six (166) have been recommended for removal due to their intolerance to necessary root pruning or current defects. Assignment and Scope I was asked by Nuvis Landscape Architecture to provide an Arborist Assessment Report evaluating the trees in the City of La Palma, CA, medians. The medians will be redesigned and re-landscaped as part of future Median Improvement Projects. Part of these projects is to invert the medians for more retention of irrigation water. This will necessitate some trees having to be removed as they would not survive the grade reduction. Additionally, there may be some trees in a condition that is currently or is becoming a hazardous situation. I have been asked to provide a Professional Arboricultural opinion on the following: 1. Provide a written report on the tree conditions in specified medians for this project. 2. Report to include recommended tree removals for trees not expected to survive the root removal during grade reduction. 3. Additional trees that are in a condition that warrants removal at this time. 4. Trees that are likely to survive regrading, and do not at this time have any observed defects warranting removal. The medians to be evaluated are in La Palma Ave. from Denni St. to Valley View St.; Moody St. from Moody Creek to Coyote Creek; Orangethorpe Ave. from Coyote Creek to Valley View St.; and Valley View St. from 183rd. St to Orangethorpe Ave. Limits of the Assignment This report is specific to its Scope and does not address additional landscape design issues that may warrant tree removal or retention. The final decision on these matters belongs to the City of La Palma, CA. The Tree Assessment was performed by driving and walking by the trees. It is a limited visual ground inspection. No climbing occurred, and no aerial lift was utilized. No boring, sounding, or root crown exposure was performed. This report documents the health and structural stability condition on the date given. 1 V & E Tree Service, Inc. Nuvis Landscape Architecture July 2, 2018 La Palma Median Tree Evaluations Arborists are tree specialists who use their experience, knowledge, training and education to examine trees, recommend measures to enhance the beauty and health of trees, and attempt to reduce the risk of living near trees.