HomeMy WebLinkAbout- - Tree Maintenance Contracting Attach. 1 - 11/15/2011ATTACHMENT
CITY OF COSTA MESA
DEPARTMENT OF FINANCE
INTEROFFICE MEMORANDUM
TO: THOMAS R. HATCH, CHIEF EXECUTIVE OFFICER
FROM: BOBBY YOUNG, FINANCE & I.T. DIRECTOR
DATE: NOVEMBER 4, 2011
SUBJECT: TREE MAINTENANCE CONTRACTING COMMITTEE
Council Policy 100-6, provides guidelines for evaluating the potential contracting of on-going City
services on a long-term or permanent basis. As set forth in the policy, a committee should be formed
and comprised of three segments: Project Responsibility, Department Representative and Employee
Representative. The committee is tasked with:
- hearing a presentation from department representatives and asking questions about the specific
proposal under consideration,
- working together to outline how to evaluate a comparable City effort to provide the same or
similar service,
- having the project facilitator draft analysis addressing the available alternatives for service
delivery as outlined by the committee,
- determining if outside comparative data would be useful.
On October 3, 2011 the Tree Maintenance Contracting Committee met to discuss the duties and
responsibilities of the Tree Maintenance program and determine "the available alternatives for service
delivery". After hearing a presentation about the draft RFP by department staff and asking questions,
the Committee determined alternatives for the Tree Maintenance program.
On October 13, 2011 the Committee met to further discuss and clarify the draft RFP and
alternatives/options.
On October 24, 2011 the Committee met to finalize and approve the draft RFP and alternatives/options.
The following are alternatives for the Dispatch Operations program with analysis included.
1. Retain existing service level at existing cost.
Currently about 95% of the tree maintenance work is contracted out to private companies, this
work includes tree trimming every 3-5 years and root pruning. The remaining work: small
planting and removals, watering of medians, minor tree pruning, customer service responses are
completed by park maintenance personnel. Currently, the Maintenance Services Manager serves
as the city arborist.
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ATTACHMENT
2. Contract all services with a private entity(s).
The City could contract out all work to a private entity, the current contract work and work
provided by in house staff. However, the Committee recognizes the City may still require a
contract administrator to ensure work is properly supervised and completed and that customer
service levels are met in accordance with the contract.
3. Contract with another public entity.
The Committee recognizes many other cities currently contract out tree maintenance work to
private companies, similar to much of the work for the City of Costa Mesa, and did not find an
example of other agencies who have merged services. City staff could contact other agencies to
determine if this is a more viable option than the Committee was able to determine.
4. Reduce existing service level at a reduced cost.
The Committee recognizes the City could reduce the scope of work/tree trim cycle from a 3-5
year cycle to a 5-7 year cycle and reduce the quantity of root pruning to reduce costs. However,
the Committee does not know how these changes will effect the current tree inventory.
Therefore, the Public Services Department should address the potential effect of these changes.
As directed under Council Policy 100-6, the above is an analysis addressing the available alternatives for
service delivery as outlined by the Tree Maintenance Contracting Committee. Attached is a drafted
Request For Proposal (RFP) prepared by Public Services Department staff, reviewed and approved by
the Committee, should you desire to present it to City Council.
The Tree Maintenance Contract Committee is available should you have any questions or request more
information.
Bobby Young
Finance and I.T. Director
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ATTACHMENT
Tree Maintenance Comparative Data
November 2011
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Does City
personnel
If contract staff is
What computer
provide tree
used, what firms
How many employees, both full
What is your annual
system do you have
What compliance
maintenance
provide this
and part time provide services
department budget for tree
to manage the
reports do you
Respondent
Representative
services?
service?
or supervise contract staff?
mainteance services?
work?
generate?
City of Fountain Valley
Tom Eynon
Only Emergencies
United Pacific
1 full time staff. Varies for contract
$240,000
Arbor Pro but not yet
none
that are small
Services
staff
operational
City of Orange
Dave Statton
Contract
West Coast
3 full time, one part time
I
$180,000
I
Orangelandscape.wc
none
Arborist
ainc.com
November 2011
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