HomeMy WebLinkAboutCC Resolution 14355 (Routine & Emergency Tree Services)RESOLUTION NO. 14355
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
AUTHORIZING THE CITY MANAGER TO EXTEND THE EXISTING CONTRACT
WITH KINGSBOROUGH ATLAS TREE SURGERY INC. FOR ROUTINE AND
EMERGENCY TREE SERVICES, FOR A SUBSEQUENT TWO YEAR TERM
BEGINNING JULY, 1 2017, IN AN ANNUAL AMOUNT NOT TO EXCEED $150,000
WHEREAS, the Parks Division of the Public Works Department requires routine and
emergency tree services to maintain the City's 50,000 trees; and
WHEREAS, in 2016, the City, pursuant to due and legal notice published in the manner
provided by law, invited sealed bids for the required routine and emergency services tree work,
and Kingsborough Atlas Tree Surgery Inc. ("Kingsborough") submitted the lowest and best bid
and was awarded the contract; and
WHEREAS, the City and Kingsborough entered into that certain "Routine and
Emergency Tree Services Agreement 2016-17", dated June 20, 2016 ("Agreement"), under which
Kingsborough assumed the obligation to perform routine and emergency tree services for a one-
year term commencing July 1, 2016 and ending June 30, 2017, for an amount not to exceed
$150,000; and
WHEREAS, Kingsborough has performed satisfactory routine tree maintenance for the
City as required under the Agreement; and
WHEREAS, pursuant to Section 3(c) of the Agreement, the parties wish to extend the
Agreement on the same terms and conditions for an additional two-year period terminating on
June 30, 2019; and
WHEREAS, all other terms and conditions of the Agreement shall remain unchanged
and in full force and effect for the term of this Agreement, as amended; and
WHEREAS, there are sufficient authorized resources in the Department of Public
Works Fiscal Year 2017-18 operating budget to support a contract to perform this work.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
RESOLVES as follows:
1. The City Manager is hereby authorized and directed to execute an amendment to the
current Agreement with Kingsborough Atlas Tree Surgery Inc., in a form approved
by the City Attorney, to extend the Agreement for an additional two years on the
same terms and conditions.
2. Funds from the Parks Division's annual allocation for contractual services totaling
$150,000 have already been appropriated for these services.
3. The Public Works Director is hereby authorized to take any and all such actions and
make changes as may be necessary to accomplish the purpose of this resolution.
I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing
Resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of
said City held on Monday, the 19th day of June 2017 by the following vote, to wit:
AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
CtA C � /:Z" -V ,
ESTHER C. BEIRNE, City Clerk
File No.: 01.01.02.01.42
2
AMENDMENT TO ROUTINE AND EMERGENCY TREE SERVICES AGREEMENT
This Amendment to Routine and Emergency Tree Services Agreement 2016-17 is made and
entered into this t 9-ruday of June, 2017, by and between the CITY OF SAN RAFAEL ("CITY") and
Kingsborough Atlas Tree Surgery, Inc. ("CONTRACTOR").
RECITALS
WHEREAS, the Parks Division of the Public Works Department requires routine and
emergency tree services to maintain the CITY's 50,000 trees; and
WHEREAS, in 2016, the CITY, pursuant to due and legal notice published in the manner
provided by law, invited sealed bids for the required routine and emergency services tree work, and
CONTRACTOR submitted the lowest and best bid and was awarded the contract; and
WHEREAS, the parties entered into that certain "Routine and Emergency Tree Services
Agreement 2016-17", dated June 20, 2016 ("Agreement"), under which CONTRACTOR assumed the
obligation to perform routine and emergency tree services for a one-year term commencing July 1,
2016 and ending June 30, 2017, for an amount not to exceed $150,000; and
WHEREAS, the CONTRACTOR has performed satisfactory routine tree maintenance for the
CITY as required under the Agreement; and
WHEREAS, pursuant to Section 3(c) of the Agreement, the parties wish to extend the
Agreement on the same terms and conditions for an additional two-year period terminating on June 30,
2019;
AMENDMENT TO AGREEMENT
NOW THEREFORE, the parties agree as follows:
The Title of the Agreement is amended to read:
"Routine and Emergency Tree Services"
2. Section 3 of the Agreement, "Time of Completion", is amended to read:
"(a) The work to be performed under this Contract shall be performed in compliance
with the "Response to Time Requirements" specified in Exhibit 1.
(b) The term of this contract shall commence on the date of this contract and shall
terminate on June 30, 2019.
(c) This contract can be further extended once for a period not to exceed two (2) years
upon authorization by City Council."
All other terms and conditions of the Agreement shall remain unchanged and in full force
and effect for the term of this Agreement as amended.
IN WITNESS WHEREOF, the parties have executed this Amendment as of the day, month and
year first hereinabove written.
CITY OF SAN RAFAEL:
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Jim Schtz, ity Manages
ATTEST:
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Esther C. Beirne, City Clerk
APPROVED AS TO FORM:
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Robert F. Epstein, City Att rney
KINGSBOROUGH ATLAS TREE SURGERY,
Printed Name:
Title:
C
CONTRACT ROUTING FORM
INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below.
TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER:`:
Contracting Department: Public Works
Project Manager: Talia Smith
Extension: 3354
Contractor Name: Kingsborough Atlas Tree Surgery
Contractor's Contact: Jamie Eisenhauer
Contact's Email: Jamie@atlas-tree.com
❑ FPPC: Check if Contractor/Consultant must file Form 700
Step
RESPONSIBLE
DESCRIPTION
COMPLETED
REVIEWER
DEPARTMENT
Date of Council approval
DATE
Check/Initial
1
Project Manager
a. Email PINS Introductory Notice to Contractor
Click here to
❑
5
Project Manager
Forward signed original agreements to City
enter a date.
b. Email contract (in Word) & attachments to City
6/9/2017
6
City Attorney
Atty c/o Laraine.Gittens@cityofsanrafael.org
-111,311-7
®TS
2
City Attorney
a. Review, revise, and comment on draft agreement
6/12/2017
7
City Attorney
and return to Project Manager
Click here to
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b. Confirm insurance requirements, create Job on
enter a date.
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8
City Manager/ Mayor
PINS, send PINS insurance notice to contractor
/ (H /[7
❑
3
Project Manager
Forward three (3) originals of final agreement to
6/19/2017
®TS
contractor for their signature
/ 9�� 7•
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4
Project Manager
When necessary, * contractor -signed agreement
❑ N/A
agendized for Council approval
*PSA > $20,000; or Purchase > $35,000; or
Or
NTS
Public Works Contract > $125,000
6/19/2017
Date of Council approval
PRINT
CONTINUE ROUTING PROCESS WITH HARD COPY
5
Project Manager
Forward signed original agreements to City
7/11/17
Attorney with printed copy of this routing form
6
City Attorney
Review and approve hard copy of signed
-111,311-7
kj�-
agreement
7
City Attorney
Review and approve insurance in PINS, and bonds
7%13)1-7
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(for Public Works Contracts)
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8
City Manager/ Mayor
Agreement executed by Council authorized official
/ (H /[7
9
City Clerk
Attest signatures, retains original agreement and
forwards copies to Project Manager
/ 9�� 7•
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