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Page 1 of 3 <br />Item #7 <br /> CITY COUNCIL AGENDA REPORT <br /> <br />October 1, 2024 <br />Public Works - Operations Division <br /> <br />TITLE: APPROVE AN APPROXIMATELY THREE-YEAR MAINTENANCE SERVICES <br />AGREEMENT TO THE LOWEST RESPONSIVE AND RESPONSIBLE BIDDER, <br />BEST QUALITY TREE SERVICE, FOR MEDIAN MULCH REPLENISHMENT IN <br />THE NOT-TO-EXCEED CONTRACT AMOUNT OF $304,152, INCLUSIVE OF A 15 <br />PERCENT CONTINGENCY PER YEAR, WITH THE OPTION TO EXTEND TWO <br />ADDITIONAL ONE-YEAR EXTENSIONS WITH SATISFACTORY PERFORMANCE <br /> <br />SUMMARY <br />One of the City's methods to control weeds throughout all City-owned medians is to install <br />mulch, a natural product that not only limits weed growth but also helps to conserve water. The <br />project will be initiated each fall or spring, and the contractor will have a designated timeframe <br />to complete the work. The last agreement expired on June 30, 2023. On August 16, 2024, a <br />Request for Bid (RFB) was formally advertised for the services of experienced, licensed <br />contractors to perform mulch replenishment by posting a legal publication and posting the <br />notification on the City's website. The lowest responsive bid provided by Best Quality Tree <br />Service was found to be qualified to perform the required services. <br /> <br />RECOMMENDATION <br />1. Approve an approximately three-year agreement with Best Quality Tree Service from <br />November 1, 2024, to June 30, 2027, in the not-to-exceed amount of $304,152, <br />inclusive of a 15 percent contingency per year. <br />2. Authorize the City Manager to exercise optional two additional one-year contract <br />extensions provided upon satisfactory performance at the end of the three-year term <br />contract. <br /> <br /> <br />BACKGROUND <br />The City maintains approximately 85 acres of street median landscaping, accounting for nearly <br />40 percent of the total medians maintained in the city. Regularly applying mulch to the City- <br />owned medians is a best management practice that helps suppress weeds, conserves soil <br />moisture, improves plant health, and provides an aesthetically pleasing look to the City’s <br />landscaped medians. The City’s tree maintenance contractor generates the mulch for this <br />project; this longstanding practice keeps the mulch generated from tree trimming in the city, <br />reduces emissions associated with hauling this material away for processing, and helps control <br />costs by not needing to purchase mulch. Contracting out this routine maintenance work <br />effectively controls costs, allowing Parks Division staff to concentrate on higher-skilled <br />maintenance activities such as irrigation system inspections and repairs, pruning, field <br />renovations, and planting. <br /> <br /> <br />Page 37 of 90