CITY COUNCIL: Resolution Authorizing Establishment of Cooperative Purchasing Agreement for Grid Pruning Project & Awarding Project to West Coast Arborists, Inc.

Meeting Date: September 13, 2011
Prepared by: Mike Branson

City Council
Agenda Item Summary

Name: Consideration of a Resolution authorizing the establishment of a cooperative purchasing agreement for a grid pruning project and awarding the project contract to West Coast Arborists, Inc. in an amount not to exceed $36,979.

Description: Grid pruning, which involves safety and structural pruning of public trees, is a Forest, Parks and Beach Department project for FY 2011-2012 in the amount of $36,979. A cooperative purchase agreement based on the competitive bid process and awarded contract for tree maintenance by the City of Monterey to West Coast Arborists, Inc. will provide the City of Carmel with an efficient resource for tree pruning and related services.

Overall Cost:
City Funds: $36,979 (Account 01-78053, Contractual Services)
Grant Funds: N/A

Staff Recommendation: Adopt the Resolution.

Important Considerations: West Coast Arborists, Inc. has worked for Carmel and other local cities including Monterey, Salinas, Pacific Grove, and Soledad. The rates and terms that WCA offers Carmel are based on the City of Monterey’s “Tree Maintenance Open End Contract” currently in effect. Cooperative purchase agreements and contract awards for public works projects are allowed under Sections 3.12.170 and 3.12.430 of the Municipal Code.

Decision Record: The City Council has authorized a similar contract under a cooperative purchase agreement with West Coast Arborists Inc. for several years (see Resolutions 2010-66; 2009-58; 2008-51; 2007-50)

Reviewed by:

____________________________________ ________________
John Goss, Interim City Administrator Date

CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION 2011-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA AUTHORIZING THE ESTABLISHMENT OF A COOPERATIVE PURCHASING AGREEMENT FOR A GRID PRUNING PROJECT AND AWARD OF A CONTRACT WITH WEST COAST ARBORISTS, INC. IN AN AMOUNT NOT TO EXCEED $36,979

WHEREAS, $36,979 has been budgeted for grid pruning of urban forest trees; and

WHEREAS, the City is able to take advantage of a cooperative purchasing agreement, as allowed per Municipal Code sections 3.12.170 and 3.12.430, because the City of Monterey conducted a competitive bid process for a like project; and

WHEREAS, West Coast Arborists, Inc. was the low bidder and its contract has been renewed for FY 2011-12.

NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA DOES:

1. Authorize the City Administrator to execute a contract with West Coast
Arborists, Inc., for tree maintenance in an amount not to exceed $36,979 from Account 01-78053 (Contractual Services).

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA this 13th day of September 2011, by the following roll call vote:

AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:

SIGNED,

___________________________
SUE McCLOUD, MAYOR

ATTEST:

________________________________
Heidi Burch, City Clerk

Tree Care Professionals Serving Communities Care A bout Trees www.WCAJNC.com
August 25,2011
City of Carmel-by-the-Sea
ATTN: Mike Branson, City Forester, Parks and Beach
P.O. Box SS
Carmel-by-the-Sea, CA93921
RE: TREE MAINTENANCE AGREEMENT FOR FY 2011-12
Dear Mr. Branson,
We sincerely appreciate the work you and your staff has provided during this past year to help
make this venture a success for the residents of Carmel. Since 2002, we have worked with the
City to develop a "team effort" approach in the care of the Cities' urban forest.
In 2010, the City of Carmel piggybacked on to the City of Monterey's formal competitive bid.
The City of Monterey recently agreed to extend our contract for FY2011-2012 with no increase
in price. The purpose of this letter is to confirm our interest in continuing the current
Agreement with Carmel under the same conditions, and with ria increase in price, for Fiscal
Year 2011-2012 •.We recognize that municipalities remain challenged by substantialredudions
in revenue and increased operating costs. By not increasing the price, we can help to ease the
current financial strain, promote contractor stability and guarantee residents with quality tree
care & customer service.
We look forward to continuing the strong relationship built between us, and to maintaining
quality urban tree care service. Should you have any questions or requireacldjtionaJ
information, please contact me at (800) 521-3714.
Sincerely,

Victor M. Gonzalez
Vice-President, Director of Marketing