AGENDA ITEM
TO: HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM: CARLO TOMAINO
CITY MANAGER
BY: THOMAS BEKELE
PUBLIC WORKS DIRECTOR
SUBJECT:
title
PROPOSED PUBLIC WORKS CONTRACT WITH SDC ENGINEERING INCORPORATED FOR CITYWIDE STREET TREE PLANTING
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Summary:
The City initiated a Citywide Street Tree Planting Project to enhance the urban landscape and promote environmental sustainability. On April 5, 2024, the City posted a Notice Inviting Bids (NIB) for the FY 2023-2024 Citywide Street Tree Planting Project. Staff determined SDC Engineering to be the lowest responsive and responsible bidder after conducting reference checks on the company’s listed projects and verified that SDC Engineering is licensed to perform the work under this contract.
The City Council will consider entering into a Public Works Contract with SDC Engineering Incorporation, (SDC), for the Citywide Street Tree Planting Project. This project consists of planting 200 trees at various locations throughout the City, adhering to the latest planting guidelines and recommendations in the Street Tree Master Plan. The scope of work includes tree watering and maintenance for a term of six months after planting is completed.
Strategic Plan Goal(s):
Goal No. 4 Infrastructure: Maintain and improve the City’s physical infrastructure, water system and recreational spaces.
recommendation
Recommendations:
1. Authorize the City Manager to enter into a Public Works Contract with SDC Engineering Incorporated, for a term of six months, not-to-exceed contract of $120,137.58, in a form approved by the City Attorney.
2. Authorize the Public Works Director to approve a maximum 30-calendar day extension to accommodate changes or unforeseen conditions.
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Fiscal Impact:
The City’s annual Capital Improvement Project budget for the Citywide Street Tree Planting Project (90.24010) is $200,000 and there is sufficient budget for this contract proposal of $120,137.58.
Background:
On February 28, 2023, the City Council adopted the 2023 Street Tree Master Plan (STMP), Street Tree Policy, and amended the Street Tree Ordinance. The key component updates of the 2023 Street Tree Master Plan are summarized below:
• An updated tree inventory of the existing vacant tree well sites.
• Extensive community outreach during the development of the 2023 Street Master Plan revealed resident interest in more street trees planted throughout the City.
• An updated street tree palette and a comprehensive procedure for selecting street tree types at each location. Factors considered when selecting trees for the new palette included root damage potential, native species, climate-adapted species, maintenance costs, and trees with low-to-medium water needs.
• Guidelines for planting and watering new trees.
• Updated planting and maintenance guidelines that include updated required tree spacing to existing utilities within the City right-of-way.
The Street Tree Planting Ordinance, Section 12.05.040 of the Signal Hill Municipal Code, was amended to incorporate the Street Tree Master Plan updates. Additionally, the 2023 Street Tree Policy update (Section 4.6 of the STMP) includes a five-year budget plan for new tree planting efforts to achieve a 100% street tree stocking level.
In January 2024, the Public Works Department entered into a contract agreement (through an informal bid process) with the Conservation Corps of Long Beach (CCLB) to provide site survey evaluation for 285 existing vacant tree wells in quadrants one and four of the City. The scope of work included evaluating each existing well site to verify its suitability for a new tree in accordance with the latest tree guidelines. Following the site survey, 200 existing tree well locations met the STMP restrictions, including proper proximity to existing utilities such as fire hydrants, meters, light poles, and power poles. CCLB was also required to use the STMP to guide the selection of the most suitable tree for each location. To provide further input and guidance, the Public Works Department requested professional landscape architect services (SWA Group) confirm the suitability of the selected trees and to provide renderings of selected streets within quadrants one and four, illustrating existing streets and with the newly proposed selected trees.
As previously mentioned, the tree type for each vacant tree well location followed the latest street tree guidelines, considering factors such as appropriate tree type size according to the parkway width, interference with existing buildings and powerlines, water needs, root damage potential and overall aesthetics with existing street trees. The survey investigation and evaluation by CCLB and SWA Group concluded the following trees were the most suitable for planting on the selected street sections as shown on Exhibit A-1.
• Arbutus Marina
• Washington Filiferra
• Geijera parviflora
• Lophostemon confertus
• Agonis flexuosa
• Chitalpa tashkentensis
• Heteromeles arbutifolia
• Prunus ilicifolia
• Koelreuteria paniculate
• Callistemon viminalis
• Lagerstroemia indica
• Cercis occidentalis
• Chilopsis linearis
The objective of the FY 2023-2024 Citywide Street Tree Planting Project is to procure planting services of 200 - 24” box trees at existing vacant tree wells in the street sections shown in Exhibit A-1. This project includes the following scope of work:
• Contractor to tag trees prior to nursery delivery (trees to be procured by the City).
• The contractor shall be responsible for providing notification to residents prior to commencement of the work.
• Tree planting shall comply with the latest City’s Street Tree Planting Standard.
• The contractor shall maintain, and water all planted trees for a period of six months after planting completion.
Analysis:
On April 5, 2024, the City posted a Notice Inviting Bids (NIB) for the FY 2023-2024 Citywide Street Tree Planting Project at the following locations:
• Planetbids via the City’s online portal.
• City’s website.
• Public notice locations identified in Signal Hill Municipal Code Section 1.08.010.
Fourteen prospective bidders were notified of the bid opportunity through Planetbids and seven prospective bidders downloaded the contract documents. Bids were due to the City on April 26, 2024, at 2:00 pm. As shown below, the City received the four (4) bids by due date:
During the evaluation of bids, staff determined Rolling Green Incorporated as the lowest bid; however, the low bid is non-responsive because the bid amount is a clerical error when compared the scope of work and the City’s estimate of costs. Given that the bid is non-responsive, the bid may be withdrawn. Additionally, the Rolling Green Incorporated bid was also found to be non-responsive for failing to submit the original bid bond copy requirement by the bid deadline, as specified in the Notice Inviting Bids and contract documents. In summary, the bid submitted by Rolling Green Incorporated is non-responsive due to the amount proposed and the lack of a bid bond.
SDC Engineering, the second lowest bidder, submitted all required documents, including a hard copy of the bid bond, before the bid closing date and time. The contractor properly submitted all necessary items and documents. Staff determined SDC Engineering to be the lowest responsive and responsible bidder after conducting reference checks on the company’s listed projects and verified that SDC Engineering is licensed to perform the work under this contract. Staff recommends awarding the contract to SDC Engineering for $120,137.58.
Pending the City Council’s approval, staff would issue a Notice to Proceed and begin coordinating with the contractor. If approved, the construction is estimated to start in June, with the planting phase expected to be completed by July 1, 2024. Tree watering and maintenance will continue for a period of six months after the planting is completed.
Reviewed for Fiscal Impact:
_________________________
Sharon del Rosario
Attachments:
A. Contract with SDC Engineering
B. Exhibit A-1