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File #: 2021-0975   
Type: Consent Calendar Item Status: Agenda Ready
File created: 9/2/2021 In control: Transportation and Public Works
On agenda: 10/5/2021 Final action:
Title: Award of Contract for 2021 Hazard Tree Removal Project - Santa Rosa Rural Cemetery (Project W22702)
Department or Agency Name(s): Transportation and Public Works
Attachments: 1. Summary Report
Date Action ByActionResultAction DetailsMeeting DetailsVideo
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To: Board of Supervisors

Department or Agency Name(s): Department of Transportation and Public Works

Staff Name and Phone Number: Johannes J. Hoevertsz, 707-565-2231

Vote Requirement: Majority

Supervisorial District(s): Countywide

 

Title:

Title

Award of Contract for 2021 Hazard Tree Removal Project - Santa Rosa Rural Cemetery (Project W22702)

End

 

Recommended Action:

Recommended action

A)                     Approve Specifications for the 2021 Hazard Tree Removal Project - Santa Rosa Rural Cemetery (Project W22702).

B)                     Award contract to lowest responsive and responsible bidder, Kingsborough Atlas Tree Surgery, in the amount of $231,180 and authorize Chair to execute the contract.

C)                     Approve a construction contingency for the project in the amount of $69,354.

D)                     Delegate authority to the Transportation and Public Works Director to approve plans and specifications and award contracts for hazardous tree and vegetation removal projects and operations with not to exceed amounts of $100,000 annually per supervisorial district.

end

 

Executive Summary:

The Department of Transportation and Public Works (TPW) is recommending the approval of specifications for the 2021 Hazard Tree Removal Project - Santa Rosa Rural Cemetery and award of the contract to the lowest responsive and responsible bidder. As part of this project, staff is recommending a 30% construction contingency of $69,354 to account for unforeseen circumstances that cannot be predetermined prior to the start of the project.

 

TPW is also recommending approval to delegate authority to the TPW Director to approve plans and specifications, and award contracts for hazardous tree removal and vegetation removal projects and operations for up to $100,000 per supervisorial district each year. Approval of this request will allow TPW to work with Board members to expeditiously address smaller scale priority projects in high fire risk areas.

 

Discussion:

The County of Sonoma is responsible for vegetation management of its active cemetery within the Santa Rosa Rural Cemetery Complex. The preponderance of trees on the rural cemetery property are oaks, however there are a number of eucalyptus trees that have been identified as a potential fire hazard.

The County has worked with the Rural Cemetery neighbors, volunteers, and contracted with an arborist to prepare to remove a grove of eucalyptus trees from the property. Tasmanian blue gum eucalyptus (Eucalyptus globulus) are considered a non-native invasive species and were introduced into California in the 1850’s. These trees shed bark, leaves and twigs, which create potential fuels in addition to the volatile compounds in eucalyptus foliage if not removed.

Following the Sonoma County 2017 wildfires, the County has prioritized vegetation management and worked to coordinate the response of multiple County departments responsible for lands management; General Services Department, Regional Parks, Transportation and Public Works, the Department of Emergency Management, Sonoma Water, the Agricultural and Open Space District, University of California Extension, and Sonoma County fire districts.

The included contract will accomplish the removal of approximately 110 trees and hauling of the wood offsite. Contingency for the project is intended to cover the many unknowns in working around the cemetery, access, and restoration of the area.

The project was advertised for bidding on August 10, 2021. 

Bids were opened: September 1, 2021

Bids were received and deemed responsive as follows:

Kingsborough Atlas Tree Surgery, Inc.                     $231,180.00

West Coast Arborists, Inc.                                                               $328,900.00

The Professional Tree Care Company                                          $389,000.00

Bay Area Tree Specialists                                                               $537,950.00

P31 Enterprises, Inc.                                                                                    $799,732.90

Mountain F. Enterprises, Inc.                                                               $1,345,000.00

The Engineer's Estimate was $345,000.00

In accordance with Public Contract Code Section 20128, the contract shall be awarded to the lowest responsible bidder. The low bidder for this work is Kingsborough Atlas Tree Surgery, Inc. The Department recommends awarding the contract to Kingsborough Atlas Tree Surgery, Inc.

The total estimated cost of construction is $300,534.00 including 30% for construction contingency. Funding for this project was approved during the FY 2021-22 budget, and will be sourced from PG&E Settlement Funds. The Board approved a total of $439,700 for all costs associated with this project.

The proposed project is categorically exempt under CEQA, including pursuant to Section 15301 of the State CEQA Guidelines. The activity proposed involves maintenance, repair, and minor alteration of an existing public facility with no expansion of use and specifically involves the maintenance of existing landscaping and vegetative fuel management to reduce the risk of fire from a small stand of highly flammable, non-native Eucalyptus trees to the immediately adjacent and surrounding residential areas.

Hazardous Tree Removal Program Update

During FY 2021-22 Budget Hearings the Board allocated $2.5 million from available PG&E Settlement funds and Permit Sonoma Fire Prevention funds to establish a countywide Hazardous Tree Removal fund. The allocation included funding for the Santa Rosa Rural Cemetery project before your Board today $439,700, and the 8th Street East, Sonoma eucalyptus tree removal project $500,000. The remaining balance of $1.56 million in the fund is available for priority tree removal projects as approved by the Board.

 

The Department of Transportation and Public Works proposes to work with the Board and communities countywide to identify and prioritize the next hazardous trees removal sites. High risk fire areas around the wildland urban interface that threaten both people and property due to the proximity of flammable vegetation will be evaluated and prioritized. 

 

Understanding that smaller scale priority projects may arise throughout the year that would otherwise require two to three months process to obtain required Board approvals, and  provide the ability to expedite execution of smaller projects as identified by Board members, the Department proposes approval of delegated authority to the TPW Director to approve specifications and award contracts for hazardous tree and vegetation removal projects for up to $100,000 per supervisorial district each year. 

 

Prior Board Actions:

Fiscal Year 2021-22 Budget Hearings

 

Fiscal Summary

 Expenditures

FY 21-22 Adopted

FY22-23 Projected

FY 23-24 Projected

Budgeted Expenses

$300,534.00

 

 

Additional Appropriation Requested

 

 

 

Total Expenditures

$300,534.00

 

 

Funding Sources

 

 

 

General Fund/WA GF

$300,534.00

 

 

State/Federal

 

 

 

Fees/Other

 

 

 

Use of Fund Balance

 

 

 

Contingencies

 

 

 

Total Sources

$300,534.00

 

 

 

Narrative Explanation of Fiscal Impacts:

The Board appropriated $439,700 of PG&E Settlement Funds (10137-16022100) in the 2021-2022 County Budget for this project, as part of the budget hearings. Additional costs will include staff time, right of way costs, and related equipment necessary to complete the project.

 

Should the Board approve delegated authority to the TPW Director to award contracts for hazardous tree and vegetation removal projects for up to $100,000 annually per district, staff will request additional appropriations during First Quarter Consolidated Budget Adjustments. 

 

Narrative Explanation of Staffing Impacts (If Required):

None.

 

Attachments:

None.

 

Related Items “On File” with the Clerk of the Board:

Location Map

Bid Book

Special Provisions