HomeMy WebLinkAbout- - Tree Maintenance Attachment 2 - 11/15/2011ATTACHMENT
Department of Public Services
INTER OFFICE MEMORANDUM
TO: Tom Hatch, Chief Executive Officer
FROM:Ernesto Munoz, Interim Director, Public Services Department
DATE: 7 November 9, 2011
SUBJECT: Analysis of Alternatives Proposed by the Tree Maintenance
Contracting Committee
The Public Services Department has reviewed the alternatives for contracting Tree
Maintenance Services as outlined in the November 4, 2011 memorandum from the
Contracting Committee. The following analysis is provided on each of the four
alternatives as requested.
Alternative 1: Retain existing service levels 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 including small planting and removals, watering of medians, minor
tree pruning, and customer service responses is completed by park maintenance
personnel. Currently, the Maintenance Services Manager serves as the City
Arborist.
Pros: Retaining the existing Tree Maintenance Contract ensures that all
services currently provided by West Coast Arborist, including value
added services beyond the requirements of the contract, will continue
to be provided at the current price. Customer service responses,
evaluation of tree removal requests, storm response, tree planting,
removal of smaller trees, and support for the Parks and Recreation
Commission are not currently contracted, but would continue under
this alternative.
Cons; Retaining the existing organizational structure will not allow for the
evaluation of proposals, which may offer alternative, innovative
technologies or pricing that is more beneficial to the City. Retaining
service levels through the existing organizational structure will require
continued staff support and will not yield a potential reduction of
salaries and pension liabilities.
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Alternative 2: Contract all services with a private entity.
The City could contract out all work to a private entity, including 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.
Pros: Service levels may be maintained by contracting all the functions. This
alternative may reduce permanent staffing costs, and would allow the
City to reduce or increase levels of service as needed or upon contract
expiration to meet budgetary constraints.
Cons: This alternative will necessitate appropriate qualified staff to manage
and oversee the contract, which may reduce its cost effectiveness. In
addition, this may reduce responsiveness to customer complaints
unless specifically negotiated into the contract. This alternative will
eliminate support for Parks and Recreation Commission reports and
presentations, unless these services are specifically negotiated into the
contract.
Alternative 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.
The Committee did not find an example of other agencies that have merged
services. City staff could contact other agencies to determine if this is a more viable
option.
Pros: Service levels may be maintained by contracting all the functions under
this service with another public entity. This alternative may reduce
permanent staffing costs, and will allow the City to reduce or increase
levels of service as needed or upon contract expiration to meet
budgetary constraints.
Cons: This alternative will necessitate appropriate qualified staff to manage
and oversee the contract, which may reduce its cost effectiveness. In
addition, this may reduce responsiveness to customer complaints
unless specifically negotiated into the contract. This alternative will
eliminate support for Parks and Recreation Commission reports and
presentations, unless specifically negotiated into the contract.
Alternative 4: Reduce existing service levels at a reduced cost.
The Committee recognizes the City could reduce the scope of work/tree trimming
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
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changes will affect the current tree inventory. Therefore, the Public Services
Department should address the potential effect of these changes.
Pros: Overall budgeted costs for this service area will be reduced through a
reduction in services; primarily the lengthening of the interval between
the trimming of City parkway and park trees, and the reduction of root
pruning performed. This would yield annual savings.
Cons: Reducing the level of service in this area will increase the likelihood of
having to perform 'customer service trimming' to satisfy residents at a
higher cost per trim than more efficient grid trimming. Customer
complaints would likely increase requiring more staff time to track and
resolve the complaints. Increasing the trimming interval may result in
an increase in limb and/or tree failure, due to a longer time span
between inspections and hazard reduction/corrective pruning. Service
reduction may result in an increase in claims related to limb and tree
failure that result in damage to private property. Decreasing the
quantity of root pruning will also increase the City's liability associated
with damaged parkway concrete improvements.
c Tamara Letourneau, Interim Assistant CEO
Peter Naghavi, Interim Assistant CEO
Bobby Young, Finance/IT Director
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