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CC - Item 5G - Tree Maintenance Serviecs - Award of Contract to West Coast Arborists, Inc.
ROSEMEAD CITY COUNCIL STAFF REPORT TO: THE HONORABLE MAYOR AND CITY COUNCIL FROM: BEN KIM, CITY MANAGER DATE: SEPTEMBER 10, 2024 SUBJECT: TREE MAINTENANCE SERVICES—AWARD OF CONTRACT TO WEST COAST ARBORISTS, INC. ��ilu lu /_�:�•1 The City's existing contract for tree maintenance services with West Coast Arborist Inc. (WCA) will expire on September 10, 2024. The scope of work for this contract includes annual tree trimming, service request trimming, tree removal and replacement, emergency response and the maintenance of a GIS based tree inventory. The new contract will include a 3 -year grid trim cycle and as needed services as requested by the City. A Request for Proposals (RFP) was posted to the City's P1anetBids vendor portal on July 3, 2024. Eight proposals were received on July 24, 2024. Staff reviewed the proposals for completeness, understanding of scope of work, quality of support facilities, experience and cost. Based on staff review it is recommending that the City Council authorize the City Manager to execute an agreement between the City of Rosemead and West Coast Arborists, Inc. for Tree Maintenance Services for an initial 34 -month contract term in the amount of $223,000 per fiscal year through June 30, 2027, with the option for up to two one-year extensions. BACKGROUND The City has approximately 6,172 trees within the public right-of-way, parks and other city facilities with approximately 200 different species of trees throughout the City. There are an estimated 2,450 vacant sites where trees can be planted. Our tree population is divided into 3 grids with approximately 2,057 trees per grid. For safety purposes, the grids are to be trimmed every three years to minimize our liability. WCA has provided tree maintenance services to the city for eight years. In addition to the tree maintenance services provided by WCA, the contractor provides management and maintenance of a tree inventory that is critical in providing service history and information for each city tree. The inventory and service history assists staff in providing timely responses to service requests, insurance claims, and allows us to schedule removal and replacements as necessary. AGENDA ITEM 5.G City Council Meeting September 10, 2024 Page 2 of 5 ANALYSIS On July 3, 2024, staff posted an RFP to the City's P1anetBids vendor portal. On July 24, 2024, the City received eight proposals and the results were as follows: Rank Contractor Location Evaluation Scores 1 West Coast Arborists, Inc. Anaheim, CA 98 2 United Pacific Services South Gate, CA 91 3 Great Scott Tree Stanton, CA 90 4 Mariposa. Irwindale, CA 89 5 North Star Downey, CA 86 6 Rolling Green San Bernardino, CA 80 7 SDG dba Four Seasons Landscaping Van Nuys, CA 79 8 Tiger Tree Services El Monte, CA 71 Note: Each of the proposals received is available for review with the City Clerk's Ojjice As provided for in the City's RFP, the proposals were reviewed based on the elements below and given points as indicated. ❑ Completeness of the RFP and compliance with the required format — 25 Pts ❑ Project understanding and approach — 15 Pts ❑ Experience and qualifications of the personnel and firm — 30 Pts ❑ Experience in local area and project requirements and process — 20 Pts ❑ Quality of Goods and Support Facilities — 10 Pts Based on a review of all the proposals, staff recommends that WCA be awarded the contract as they were determined to have scored the highest based on the factors above. WCA has 52 years of experience and has successfully provided tree maintenance services in over 350 cities throughout California and Arizona. They employ 95 Certified Arborists and over 155 Certified Tree Workers as recognized by the International Society of Arboriculture. WCA also has three vehicle/equipment yards within 14 miles of Rosemead allowing for quick response time in the event of an emergency call for service. During the term of their existing contract, WCA has exceeded staff expectations during emergency calls for service. Additionally, the city is granted direct access and offered training to use WCA's tree management software program to view the City's tree inventory. Access to the tree management software assists City staff in reviewing work histories and facilitates the creation of work orders. Moreover, WCA has a modern fleet consisting of 1,600 pieces of equipment that are inspected daily and overseen by an in-house fleet maintenance program of 50 full-time mechanics. WCA currently provides tree maintenance services to many of our neighboring cities including Alhambra, Arcadia, Monterey Park, Temple City, and Montebello. Grid trimming is the main category of service performed as part of this contract. The proposed unit prices for grid trimming in the 8 proposals received ranged between $60.00 to $90.00 per tree. Protest Letter and Objection Letter City Council Meeting September 10, 2024 Page 3 of 5 The City received a protest letter (Attachment D) from Great Scott Tree Service, Inc.'s (GSTS) dated August 13, 2024. In the letter GSTS indicated that the WCA proposal should be rejected because WCA stated in its proposal that they had no negative history to report. The letter was provided to WCA for review and response. City staff have reviewed the protest letter and responses from WCA (Attachment E) as well as undertaken an analysis. Staff considers WCA's proposal satisfactory and based on the RFP factors, WCA is the highest reviewed proposer. The City prepared a written response (Attachment F) to GSTS describing why staff will not be changing its recommendation which contains further information on staff s consideration of the protest. The City received an objection letter from Terry Noriega, President of Mariposa Landscaping, Inc., dated August 13, 2024. In the letter (Attachment G) Mr. Noriega requested that the City reconsider the award of contract to WCA discussing issues related to pricing. The City reviewed the letter and responded that the award of the contract is not based on lowest price as it is not a public works project subject to the lowest bid award requirement, but instead the metrics provided in the City's RFP. Based on those metrics, WCA was the highest reviewed proposer. The City prepared a written response (Attachment H) to Mr. Noriega indicating why staff will not be changing its recommendation. The City received a public comment from Karlo Gaspar dated August 25, 2024. In the public comment (Attachment I) the resident strongly objected to the staff recommendation to award the tree maintenance service contract to WCA due the factors related to cost and competition. Proposed Contract Terms Maintenance services in the proposed contract includes grid tree trimming for approximately 2057 trees per grid for an estimated annual amount of $173,000.00. While the cost of preventative maintenance is a known cost, the cost of emergency services and tree removals are unpredictable and vary from year to year but have ranged from $30,000 to $50,000 within the last three contract years. Staff is therefore recommending $50,000.00 for tree removals, tree planting, emergency response, inspections, consulting arborist reports and a variety of other services for a total annual contract amount of $223,000. The City's current contract will terminate on September 10, 2024, which does not align with the City's fiscal budget period. Therefore, City staff is proposing the Council award a 34 -month contract to allow for a term that aligns with the City's fiscal calendar which ends on June 30 of each year. The proposed initial 34 -month contract term will also prohibit any price increase until after June 30, 2027. Following the initial term of the contract, the parties may by mutual, written consent, extend the term of the agreement for up to two one-year extensions. STAFF RECOMMENDATION Staff recommends that the City Council: 1. Authorize the City Manager to execute a thirty-four (34) month contract with West Coast City Council Meeting September 10, 2024 Page 4 of 5 Arborists, Inc. in the amount of $223,000 per fiscal year through June 30, 2027, with the option for up to two one-year extensions and authorizes the City Manager to determine whether to enter into any agreements to extend the term for each of the two one-year extensions. STRATEGIC PLAN IMPACT None. FISCAL IMPACT Funding for Tree Maintenance Services is available within the adopted Fiscal Year 2024-25 Budget including $110,000 in Gas Tax Funds and $140,000 in Street Light District Funds. ENVIRONMENTAL REVIEW The proposed project which is for tree maintenance services is categorically exempt from the requirements of the California Environmental Quality Act (CEQA) pursuant to Title 14 California Code of Regulations § 15301 (h) (Existing Facilities) as a Class 1 categorical exemption. PUBLIC NOTICE PROCESS This item has been noticed through the regular agenda notification process. Prepared by: Aim anielle Garcia Public Works Fiscal and Project Manager Submitted by: ft ILA Albert Leung Interim City Engineer Attachment A: Services Agreement (West Coast Arborists) Attachment B: Request for Proposal No. 2024-24 Attachment C: West Coast Arborists, Inc. Proposal Attachment D: Protest Letter from Great Scott Tree Service Attachment E: WCA Responses to Protest Letter Attachment F: City Response to Great Scott Tree Service City Council Meeting September 10, 2024 Page 5 of 5 Attachment G: Objection Letter from Terry Noriega Attachment H: City Response to Terry Noriega Attachment I: Public Comment from Karlo Gaspar Attachment J: Response from Great Scott Services Letter Dated September 5, 2024 Attachment A Service Agreement CITY OF ROSEMEAD AGREEMENT FOR SERVICES TREE MAINTENANCE SERVICES (WEST COAST ARBORISTS, INC.) PARTIES AND DATE. This Agreement is made and entered into this day of , 20_ by and between the City of Rosemead, a municipal corporation of the State of California, located at 8838 E. Valley Blvd., Rosemead, California 91770, ("City") and West Coast Arborists, Inc. a corporation with its principal place of business at 2200 E. Via Burton Street, Anaheim, CA 92806 (hereinafter referred to as "Contractor"). City and Contractor are sometimes individually referred to as 'Party" and collectively as `Parties" in this Agreement. RECITALS. 2.1 Contractor. Contractor desires to perform and assume responsibility for the provision of certain maintenance services required by the City on the terms and conditions set forth in this Agreement. Contractor represents that it is experienced in providing Tree Maintenance services to public clients, that it and its employees or subcontractors have all necessary licenses and permits to perform the Services in the State of California, and that is familiar with the plans of City. 2.2 Project. City desires to engage Contractor to render such services for the Tree Maintenance ('Project') as set forth in this Agreement. 3. TERMS. 3.1 Scope of Services and Term. 3.1.1 General Scope of Services. Contractor promises and agrees to furnish to the Owner all labor, materials, tools, equipment, services, and incidental and WEST COAST ARBORISTS, INC. customary work necessary to fully and adequately supply the professional Tree Maintenance maintenance services necessary for the Project ("Services"). The Services are more particularly described in Exhibit "A" attached hereto and incorporated herein by reference. All Services shall be subject to, and performed in accordance with, this Agreement, the exhibits attached hereto and incorporated herein by reference, and all applicable local, state and federal laws, rules and regulations. 3.1.2 Term. The term of this Agreement shall be from September 11, 2024 to June 30, 2027 unless earlier terminated as provided herein. Contractor shall complete the Services within the term of this Agreement, and shall meet any other established schedules and deadlines. The Parties may, by mutual, written consent, extend the term of this Agreement if necessary to complete the Services. 3.2 Responsibilities of Contractor. 3.2.1 Control and Payment of Subordinates; Independent Contractor. The Services shall be performed by Contractor or under its supervision. Contractor will determine the means, methods and details of performing the Services subject to the requirements of this Agreement. City retains Contractor on an independent contractor basis and not as an employee. Contractor retains the right to perform similar or different services for others during the term of this Agreement. Any additional personnel performing the Services under this Agreement on behalf of Contractor shall also not be employees of City and shall at all times be under Contractor's exclusive direction and control. Contractor shall pay all wages, salaries, and other amounts due such personnel in connection with their performance of Services under this Agreement and as required by law. Contractor shall be responsible for all reports and obligations respecting such additional personnel, including, but not limited to: social security taxes, income tax withholding, unemployment insurance, disability insurance, and workers' compensation insurance. 3.2.2 Schedule of Services. Contractor shall perform the Services expeditiously, within the term of this Agreement, and in accordance with the Schedule of Services set forth in Exhibit "B" attached hereto and incorporated herein by reference. Contractor represents that it has the professional and technical personnel required to perform the Services in conformance with such conditions. In order to facilitate Contractor's conformance with the Schedule, City shall respond to Contractor's submittals in a timely manner. Upon request of City, Contractor shall provide a more detailed schedule of anticipated performance to meet the Schedule of Services. 3.2.3 Conformance to Applicable Requirements. All work prepared by Contractor shall be subject to the approval of City. 3.2.4 City's Representative. The City hereby designates Director of Public Works or his or her designee, to act as its representative for the performance of this Agreement ("City's Representative"). City's Representative shall have the power to act on behalf of the City for all purposes under this Contract. Contractor shall not accept Uw WEST COAST ARBORISTS, INC. direction or orders from any person other than the City's Representative or his or her designee. 3.2.5 Contractor's Representative. Contractor hereby designates Gonzalo Regalado or his or her designee, to act as its representative for the performance of this Agreement ("Contractor's Representative"). Contractor's Representative shall have full authority to represent and act on behalf of the Contractor for all purposes under this Agreement. The Contractor's Representative shall supervise and direct the Services, using his/her best skill and attention, and shall be responsible for all means, methods, techniques, sequences and procedures and for the satisfactory coordination of all portions of the Services under this Agreement. 3.2.6 Coordination of Services. Contractor agrees to work closely with City staff in the performance of Services and shall be available to City's staff, consultants and other staff at all reasonable times. 3.2.7 Standard of Care; Performance of Employees. Contractor shall perform all Services under this Agreement in a skillful and competent manner, consistent with the standards generally recognized as being employed by professionals in the same discipline in the State of California. Contractor represents and maintains that it is skilled in the professional calling necessary to perform the Services. Contractor warrants that all employees and subcontractors shall have sufficient skill and experience to perform the Services assigned to them. Finally, Contractor represents that it, its employees and subcontractors have all licenses, permits, qualifications and approvals of whatever nature that are legally required to perform the Services, including a City Business License, and that such licenses and approvals shall be maintained throughout the term of this Agreement. As provided for in the indemnification provisions of this Agreement, Contractor shall perform, at its own cost and expense and without reimbursement from the City, any services necessary to correct errors or omissions which are caused by the Contractor's failure to comply with the standard of care provided for herein. Any employee of the Contractor or its sub -contractors who is determined by the City to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project, a threat to the safety of persons or property, or any employee who fails or refuses to perform the Services in a manner acceptable to the City, shall be promptly removed from the Project by the Contractor and shall not be re-employed to perform any of the Services or to work on the Project. 3.2.8 Laws and Regulations. Contractor shall keep itself fully informed of and in compliance with all local, state and federal laws, rules and regulations in any manner affecting the performance of the Project or the Services, including all Cal/OSHA requirements, and shall give all notices required by law. Contractor shall be liable for all violations of such laws and regulations in connection with Services. If the Contractor performs any work knowing it to be contrary to such laws, rules and regulations and without giving written notice to the City, Contractor shall be solely responsible for all costs arising therefrom. Contractor shall defend, indemnify and hold City, its officials, directors, officers, employees and agents free and harmless, pursuant to the indemnification EV WEST COAST ARBORISTS, INC. provisions of this Agreement, from any claim or liability arising out of any failure or alleged failure to comply with such laws, rules or regulations. 3.2.9 Insurance. 3.2.9.1 Time for Compliance. Contractor shall maintain prior to the beginning of and for the direction of this Agreement insurance coverage as specified in Exhibit D attached to and part of this agreement. 3.2.10 Safety. Contractor shall execute and maintain its work so as to avoid injury or damage to any person or property. In carrying out its Services, the Contractor shall at all times be in compliance with all applicable local, state and federal laws, rules and regulations, and shall exercise all necessary precautions for the safety of employees appropriate to the nature of the work and the conditions under which the work is to be performed. Safety precautions as applicable shall include, but shall not be limited to: (A) adequate life protection and life saving equipment and procedures; (B) instructions in accident prevention for all employees and subcontractors, such as safe walkways, scaffolds, fall protection ladders, bridges, gang planks, confined space procedures, trenching and shoring, equipment and other safety devices, equipment and wearing apparel as are necessary or lawfully required to prevent accidents or injuries; and (C) adequate facilities for the proper inspection and maintenance of all safety measures. 3.2.11 Prevailing Wages. Contractor is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 1600, et seq., ("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the performance of other requirements on "public works" and "maintenance" projects. If the Services are being performed as part of an applicable "public works" or "maintenance" project, as defined by the Prevailing Wage Laws, and if the total compensation is $1,000 or more, Contractor agrees to fully comply with such Prevailing Wage Laws. City shall provide Contractor with a copy of the prevailing rates of per diem wages in effect at the commencement of this Agreement. Contractor shall make copies of the prevailing rates of per diem wages for each craft, classification or type of worker needed to execute the Services available to interested parties upon request, and shall post copies at the Contractor's principal place of business and at the project site. Contractor shall defend, indemnify and hold the City, its elected officials, officers, employees and agents free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. 3.2.12 Bonds. 3.2.12.1 Performance Bond. If specifically requested by City in Exhibit "B" attached hereto and incorporated herein by reference, Contractor shall execute and provide to City concurrently with this Agreement a Performance Bond in the amount of the total, not -to -exceed compensation indicated in this Agreement, and in a form provided or approved by the City. If such bond is required, no payment will be made to Contractor until it has been received and approved by the City. I_ . WEST COAST ARBORISTS, INC. 3.2.12.2 Payment Bond. If required by law or otherwise specifically requested by City in Exhibit "B" attached hereto and incorporated herein by reference, Contractor shall execute and provide to City concurrently with this Agreement a Payment Bond in the amount of the total, not -to -exceed compensation indicated in this Agreement, and in a form provided or approved by the City. If such bond is required, no payment will be made to Contractor until it has been received and approved by the City. 3.2.12.3 Bond Provisions. Should, in City's sole opinion, any bond become insufficient or any surety be found to be unsatisfactory, Contractor shall renew or replace the affected bond within 10 days of receiving notice from City. In the event the surety or Contractor intends to reduce or cancel any required bond, at least thirty (30) days prior written notice shall be given to the City, and Contractor shall post acceptable replacement bonds at least ten (10) days prior to expiration of the original bonds. No further payments shall be deemed due or will be made under this Agreement until any replacement bonds required by this Section are accepted by the City. To the extent, if any, that the total compensation is increased in accordance with the Agreement, the Contractor shall, upon request of the City, cause the amount of the bonds to be increased accordingly and shall promptly deliver satisfactory evidence of such increase to the City. To the extent available, the bonds shall further provide that no change or alteration of the Agreement (including, without limitation, an increase in the total compensation, as referred to above), extensions of time, or modifications of the time, terms, or conditions of payment to the Contractor, will release the surety. If the Contractor fails to furnish any required bond, the City may terminate this Agreement for cause. 3.2.12.4 Surety Qualifications. Only bonds executed by an admitted surety insurer, as defined in Code of Civil Procedure Section 995.120, shall be accepted. The surety must be a California -admitted surety with a current A.M. Best's rating no less than A:VIII and satisfactory to the City. If a California -admitted surety insurer issuing bonds does not meet these requirements, the insurer will be considered qualified if it is in conformance with Section 995.660 of the California Code of Civil Procedure, and proof of such is provided to the City. 3.3 Fees and Payments. 3.3.1 Compensation. Contractor shall receive compensation, including authorized reimbursements, for all Services rendered under this Agreement at the rates set forth in Exhibit C attached hereto and incorporated herein by reference. The total compensation shall not exceed Two Hundred Twenty Three Thousand Dollars ($223,000) without advance written approval of City's project manager. Extra Work may be authorized, as described below, and if authorized, will be compensated at the rates and manner set forth in this Agreement. 3.3.2 Payment of Compensation. Contractor shall submit to City a monthly itemized statement which indicates work completed and hours of Services rendered by Contractor. The statement shall describe the amount of Services and supplies provided A-5 WEST COAST ARBORISTS, INC. since the initial commencement date, or since the start of the subsequent billing periods, as appropriate, through the date of the statement. City shall, within 45 days of receiving such statement, review the statement and pay all approved charges thereon. 3.3.3 Reimbursement for Expenses. Contractor shall not be reimbursed for any expenses unless authorized in writing by City. 3.3.4 Extra Work. At any time during the term of this Agreement, City may request that Contractor perform Extra Work. As used herein, "Extra Work" means any work which is determined by City to be necessary for the proper completion of the Project, but which the parties did not reasonably anticipate would be necessary at the execution of this Agreement. Contractor shall not perform, nor be compensated for, Extra Work without written authorization from City's Representative. 3.3.5 Prevailing Wages. Contractor is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., ("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the performance of other requirements on "public works" and "maintenance" projects. If the Services are being performed as part of an applicable "public works" or "maintenance" project, as defined by the Prevailing Wage Laws, and if the total compensation is $1,000 or more, Contractor agrees to fully comply with such Prevailing Wage Laws. City shall provide Contractor with a copy of the prevailing rates of per diem wages in effect at the commencement of this Agreement. Contractor shall make copies of the prevailing rates of per diem wages for each craft, classification or type of worker needed to execute the Services available to interested parties upon request, and shall post copies at the Contractor's principal place of business and at the project site. Contractor shall defend, indemnify and hold the City, its elected officials, officers, employees and agents free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. 3.4 Accounting Records. 3.4.1 Maintenance and Inspection. Contractor shall maintain complete and accurate records with respect to all costs and expenses incurred under this Agreement. All such records shall be clearly identifiable. Contractor shall allow a representative of City during normal business hours to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement. Contractor shall allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement. 3.5 General Provisions. 3.5.1 Termination of Agreement. 3.5.1.1 Grounds for Termination. City may, by written notice WEST COAST ARBORISTS, INC. to Contractor, terminate the whole or any part of this Agreement at any time and without cause by giving written notice to Contractor of such termination, and specifying the effective date thereof, at least seven (7) days before the effective date of such termination. Upon termination, Contractor shall be compensated only for those services which have been adequately rendered to City, and Contractor shall be entitled to no further compensation. Contractor may not terminate this Agreement except for cause. 3.5.1.2 Effect of Termination. If this Agreement is terminated as provided herein, City may require Contractor to provide all finished or unfinished Documents and Data and other information of any kind prepared by Contractor in connection with the performance of Services under this Agreement. Contractor shall be required to provide such document and other information within fifteen (15) days of the request. 3.5.1.3 Additional Services. In the event this Agreement is terminated in whole or in part as provided herein, City may procure, upon such terms and in such manner as it may determine appropriate, services similar to those terminated. 3.5.2 Delivery of Notices. All notices permitted or required under this Agreement shall be given to the respective parties at the following address, or at such other address as the respective parties may provide in writing for this purpose: CONTRACTOR: West Coast Arborists, Inc. 2200 E. Via Burton Street Anaheim, CA 92806 Attn: Gonzalo Regalado CITY: City of Rosemead 8838 E. Valley Boulevard Rosemead, CA 91770 Attn: Director or Public Works Such notice shall be deemed made when personally delivered or when mailed, forty-eight (48) hours after deposit in the U.S. Mail, first class postage prepaid and addressed to the party at its applicable address. Actual notice shall be deemed adequate notice on the date actual notice occurred, regardless of the method of service. 3.5.3 Cooperation; Further Acts. The Parties shall fully cooperate with one another, and shall take any additional acts or sign any additional documents as may be necessary, appropriate or convenient to attain the purposes of this Agreement. 3.5.4 Attorney's Fees. If either party commences an action against the other party, either legal, administrative or otherwise, arising out of or in connection with this Agreement, the prevailing party in such litigation shall be entitled to have and recover A-7 WEST COAST ARBORISTS, INC. from the losing party reasonable attorney's fees and all other costs of such action. 3.5.5 Indemnification. Contractor shall defend, indemnify and hold the City, its officials, officers, employees, volunteers and agents free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury, in law or equity, to property or persons, including wrongful death, in any manner arising out of or incident to any alleged acts, omissions or willful misconduct of Contractor, its officials, officers, employees, agents, consultants and contractors arising out of or in connection with the performance of the Services, the Project or this Agreement, including without limitation the payment of all consequential damages and attorneys fees and other related costs and expenses. Contractor shall defend, at Contractor's own cost, expense and risk, any and all such aforesaid suits, actions or other legal proceedings of every kind that may be brought or instituted against City, its directors, officials, officers, employees, agents or volunteers. Contractor shall pay and satisfy any judgment, award or decree that may be rendered against City or its directors, officials, officers, employees, agents or volunteers, in any such suit, action or other legal proceeding. Contractor shall reimburse City and its directors, officials, officers, employees, agents and/or volunteers, for any and all legal expenses and costs incurred by each of them in connection therewith or in enforcing the indemnity herein provided. Contractor's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by the City, its directors, officials officers, employees, agents or volunteers. 3.5.6 Entire Agreement. This Agreement contains the entire Agreement of the parties with respect to the subject matter hereof, and supersedes all prior negotiations, understandings or agreements. This Agreement may only be modified by a writing signed by both parties. 3.5.7 Governing Law. This Agreement shall be governed by the laws of the State of California. Venue shall be in Los Angeles County. 3.5.8 Time of Essence. Time is of the essence for each and every provision of this Agreement. 3.5.9 City's Right to Employ Other Contractors. City reserves right to employ other contractors in connection with this Project. 3.5.10 Successors and Assigns. This Agreement shall be binding on the successors and assigns of the parties. 3.5.11 Assignment or Transfer. Contractor shall not assign, hypothecate, or transfer, either directly or by operation of law, this Agreement or any interest herein without the prior written consent of the City. Any attempt to do so shall be null and void, and any assignees, hypothecates or transferees shall acquire no right or interest by reason of such attempted assignment, hypothecation or transfer. 3.5.12 Construction; References; Captions. Since the Parties or their WEST COAST ARBORISTS, INC. agents have participated fully in the preparation of this Agreement, the language of this Agreement shall be construed simply, according to its fair meaning, and not strictly for or against any Party. Any term referencing time, days or period for performance shall be deemed calendar days and not work days. All references to Contractor include all personnel, employees, agents, and subcontractors of Contractor, except as otherwise specified in this Agreement. All references to City include its elected officials, officers, employees, agents, and volunteers except as otherwise specified in this Agreement. The captions of the various articles and paragraphs are for convenience and ease of reference only, and do not define, limit, augment, or describe the scope, content, or intent of this Agreement. 3.5.13 Amendment; Modification. No supplement, modification, or amendment of this Agreement shall be binding unless executed in writing and signed by both Parties. 3.5.14 Waiver. No waiver of any default shall constitute a waiver of any other default or breach, whether of the same or other covenant or condition. No waiver, benefit, privilege, or service voluntarily given or performed by a Party shall give the other Party any contractual rights by custom, estoppel, or otherwise. 3.5.15 No Third Party Beneficiaries. There are no intended third party beneficiaries of any right or obligation assumed by the Parties. 3.5.16 Invalidity; Severability. If any portion of this Agreement is declared invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect. 3.5.17 Prohibited Interests. Contractor maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Contractor, to solicit or secure this Agreement. Further, Contractor warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Contractor, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no member, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom. 3.5.18 Equal Opportunity Employment. Contractor represents that it is an equal opportunity employer and it shall not discriminate against any subcontractor, employee or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex or age. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination. Contractor shall also comply with all relevant provisions of City's Minority Business Enterprise program, Affirmative Action WEST COAST ARBORISTS, INC. Plan or other related programs or guidelines currently in effect or hereinafter enacted. 3.5.19 Labor Certification. By its signature hereunder, Contractor certifies that it is aware of the provisions of Section 3700 of the California Labor Code which require every employer to be insured against liability for Worker's Compensation or to undertake self-insurance in accordance with the provisions of that Code, and agrees to comply with such provisions before commencing the performance of the Services. 3.5.20 Authority to Enter Agreement. Contractor has all requisite power and authority to conduct its business and to execute, deliver, and perform the Agreement. Each Party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and bind each respective Party. 3.5.21 Counterparts. This Agreement may be signed in counterparts, each of which shall constitute an original. 3.6 Subcontracting. 3.6.1 Prior Approval Required. Contractor shall not subcontract any portion of the work required by this Agreement, except as expressly stated herein, without prior written approval of City. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. [signatures on next page] A-10 WEST COAST ARBORISTS, INC. CITY OF ROSEMEAD WEST COAST ARBORISTS, INC. Ben Kim, City Manager Attest: Ericka Hernandez City Clerk Approved as to Form: Rachel Richman, City Attorney A-11 IIn Name: [If Corporation, TWO SIGNATURES, President OR Vice President AND Secretary, AND CORPORATE SEAL OF CONTRACTOR REQUIRED] am Name: Title: WEST COAST ARBORISTS, INC. EXHIBIT A SCOPE OF MAINTENANCE SERVICES [insert scope] A-12 WEST COAST ARBORISTS; INC. EXHIBIT B SCHEDULE OF MAINTENANCE SERVICES [insert schedule] I:1il WEST COAST ARBORISTS, INC. ON: 11:311to] COMPENSATION [insert rates & authorized reimbursable expenses] C-1 WEST COAST ARBORISTS, INC. EXHIBIT D INSURANCE REQUIREMENTS Prior to the beginning of and throughout the duration of the Work, Contractor will maintain insurance in conformance with the requirements set forth below. Contractor will use existing coverage to comply with these requirements. If that existing coverage does not meet the requirements set forth here, Contractor agrees to amend, supplement or endorse the existing coverage to do so. Contractor acknowledges that the insurance coverage and policy limits set forth in this section constitute the minimum amount of coverage required. Any insurance proceeds available to City in excess of the limits and coverage required in this agreement and which is applicable to a given loss, will be available to City. Contractor shall provide the following types and amounts of insurance: Commercial General Liability Insurance: Contractor shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO "insured contract" language will not be accepted. Business Auto Coverage on ISO Business Auto Coverage form CA 00 01 including symbol 1 (Any Auto) or the exact equivalent. Limits are subject to review, but in no event to be less that $1,000,000 combined single limit per accident. If Contractor owns no vehicles, this requirement may be satisfied by a non -owned auto endorsement to the general liability policy described above. If Contractor or Contractor employees will use personal autos in any way on this project, Contractor shall provide evidence of personal auto liability coverage for each such person. Workers Compensation on a state -approved policy form providing statutory benefits as required by law with employer's liability limits no less than $1,000,000 per accident or disease. Contractor shall submit to Agency, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of Agency, its officers, agents, employees and volunteers. Excess or Umbrella Liability Insurance (Over Primary) if used to meet limit requirements, shall provide coverage at least as broad as specified for the underlying coverages. Contractor shall obtain and maintain an umbrella or excess liability insurance policy with limits that will provide bodily injury, personal injury and property damage liability coverage at least as broad as the primary coverages set forth above, including commercial general liability, automobile liability, and employer's liability. Such policy or policies shall include the following terms and conditions: • A drop down feature requiring the policy to respond if any primary insurance that would otherwise have applied proves to be uncollectible in whole or in part for any D-1 WEST COAST ARBORISTS, INC. reason; • Pay on behalf of wording as opposed to reimbursement; • Concurrency of effective dates with primary policies; and • Policies shall "follow form" to the underlying primary policies. • Insureds under primary policies shall also be insureds under the umbrella or excess policies. Professional Liability or Errors and Omissions Insurance as appropriate shall be written on a policy form coverage specifically designed to protect against acts, errors or omissions of the Contractor and "Covered Professional Services" as designated in the policy must specifically include work performed under this agreement. The policy limit shall be no less than $1,000,000 per claim and in the aggregate. The policy must "pay on behalf of the insured and must include a provision establishing the insurer's duty to defend. The policy retroactive date shall be on or before the effective date of this agreement. Requirements not limiting: Requirements of specific coverage features or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. If the Consultant maintains higher limits than the minimums shown above, the Agency requires and shall be entitled to coverage for the higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the Agency. Acceptable insurers: All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance or is on the List of Approved Surplus Line Insurers in the State of California, with an assigned policyholders' Rating of A- (or higher) and Financial Size Category Class VII (or larger) in accordance with the latest edition of Best's Key Rating Guide, unless otherwise approved by the Agency's Risk Manager. General conditions pertaining to provision of insurance coverage by Contractor. Contractor and City agree to the following with respect to insurance provided by Contractor: 1. Contractor agrees to have its insurer endorse the third -party general liability coverage required herein to include as additional insureds City, its officials, employees and agents, using standard ISO endorsement No. CG 2010. Contractor also agrees to require all contractors, and subcontractors to do likewise. 2. No liability insurance coverage provided to comply with this Agreement shall prohibit Contractor, or Contractor's employees, or agents, from waiving the right of subrogation prior to a loss. Contractor agrees to waive subrogation rights against City regardless of the applicability of any insurance proceeds, and to require all contractors and subcontractors to do likewise. D-2 WEST COAST ARBORISTS, INC. 3. All insurance coverage and limits provided by Contractor and available or applicable to this agreement are intended to apply to the full extent of the policies. Nothing contained in this Agreement or any other agreement relating to the City or its operations limits the application of such insurance coverage. 4. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to City and approved of in writing. 5. No liability policy shall contain any provision or definition that would serve to eliminate so-called "third party action over" claims, including any exclusion for bodily injury to an employee of the insured or of any contractor or subcontractor. 6. All coverage types and limits required are subject to approval, modification and additional requirements by the City, as the need arises. Contractor shall not make any reductions in scope of coverage (e.g. elimination of contractual liability or reduction of discovery period) that may affect City's protection without City's prior written consent. 7. Proof of compliance with these insurance requirements, consisting of certificates of insurance evidencing all of the coverages required and an additional insured endorsement to Contractor's general liability policy, shall be delivered to City at or prior to the execution of this Agreement. In the event such proof of any insurance is not delivered as required, or in the event such insurance is canceled at any time and no replacement coverage is provided, City has the right, but not the duty, to obtain any insurance it deems necessary to protect its interests under this or any other agreement and to pay the premium. Any premium so paid by City shall be charged to and promptly paid by Contractor or deducted from sums due Contractor, at City option. 8. Certificate(s) are to reflect that the insurer will provide 30 days notice to City of any cancellation of coverage. Contractor agrees to require its insurer to modify such certificates to delete any exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, or that any party will "endeavor" (as opposed to being required) to comply with the requirements of the certificate. 9. It is acknowledged by the parties of this agreement that all insurance coverage required to be provided by Contractor or any subcontractor, is intended to apply first and on a primary, noncontributing basis in relation to any other insurance or self-insurance available to City. 10. Contractor agrees to ensure that subcontractors, and any other party involved with the project who is brought onto or involved in the project by Contractor, provide the same minimum insurance coverage required of Contractor. Contractor agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. D-3 WEST COAST ARBORISTS, INC. Contractor agrees that upon request, all agreements with subcontractors and others engaged in the project will be submitted to City for review. 11. Contractor agrees not to self -insure or to use any self-insured retentions or deductibles on any portion of the insurance required herein and further agrees that it will not allow any contractor, subcontractor, Architect, Engineer or other entity or person in any way involved in the performance of work on the project contemplated by this agreement to self -insure its obligations to City. If Contractor's existing coverage includes a deductible or self-insured retention, the deductible or self- insured retention must be declared to the City. At that time the City shall review options with the Contractor, which may include reduction or elimination of the deductible or self-insured retention, substitution of other coverage, or other solutions. 12. The City reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the Contractor ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the Contractor, the City will negotiate additional compensation proportional to the increased benefit to City. 13. For purposes of applying insurance coverage only, this Agreement will be deemed to have been executed immediately upon any party hereto taking any steps that can be deemed to be in furtherance of or towards performance of this Agreement. 14. Contractor acknowledges and agrees that any actual or alleged failure on the part of City to inform Contractor of non-compliance with any insurance requirement in no way imposes any additional obligations on City nor does it waive any rights hereunder in this or any other regard. 15.Contractor will renew the required coverage annually as long as City, or its employees or agents face an exposure from operations of any type pursuant to this agreement. This obligation applies whether or not the agreement is canceled or terminated for any reason. Termination of this obligation is not effective until City executes a written statement to that effect. 16. Contractor shall provide proof that policies of insurance required herein expiring during the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage. Proof that such coverage has been ordered shall be submitted prior to expiration. A coverage binder or letter from Contractor's insurance agent to this effect is acceptable. A certificate of insurance and/or additional insured endorsement as required in these specifications applicable to the renewing or new coverage must be provided to City within five days of the expiration of the coverages. 17.The provisions of any workers' compensation or similar act will not limit the obligations of Contractor under this agreement. Contractor expressly agrees not to use any statutory immunity defenses under such laws with respect to City, its employees, officials and agents. WEST COAST ARBORISTS, INC. 18. Requirements of specific coverage features or limits contained in this section are not intended as limitations on coverage, limits or other requirements nor as a waiver of any coverage normally provided by any given policy. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be limiting or all-inclusive. 19.These insurance requirements are intended to be separate and distinct from any other provision in this agreement and are intended by the parties here to be interpreted as such. 20.The requirements in this Section supersede all other sections and provisions of this Agreement to the extent that any other section or provision conflicts with or impairs the provisions of this Section. 21. Contractor agrees to be responsible for ensuring that no contract used by any party involved in any way with the project reserves the right to charge City or Contractor for the cost of additional insurance coverage required by this agreement. Any such provisions are to be deleted with reference to City. It is not the intent of City to reimburse any third party for the cost of complying with these requirements. There shall be no recourse against City for payment of premiums or other amounts with respect thereto. Contractor agrees to provide immediate notice to City of any claim or loss against Contractor arising out of the work performed under this agreement. City assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve City. D-5 FAr rUMM 1.11' 1 Request for Proposal No. 2024-24 CITY OF ROSEMEAD REQUEST FOR PROPOSALS NO. 2024-24 TREE MAINTENANCE SERVICES SUBMITTALS: Electronic proposal submittal through the City of Rosemead Vendor Portal hosted by PlanetBids at: https:Hpbsystem.planetbids.com/portal/54150/portal-home Proposals shall be submitted through the PlanetBids Vendor Portal no later than July 24, 2024, at 10:30 am CONTACT PERSON: Chris Camacho City of Rosemead 8838 E. Valley Boulevard Rosemead, California 91770 (626) 569-2260, ccamacho@cityofrosemead.org TO PARTICIPATE IN THIS REQUEST FOR PROPOSAL, PROPOSER'S MUST CREATE AN ACCOUNT ON PLANETBIDS OR LOG IN TO AN EXISTING ACCOUNT. PROPOSALS MUST BE RECEIVED ELECTRONICALLY VIA PLANETBIDS. PROPOSALS RECEIVED AFTER THE TIME AND DATE STATED ABOVE SHALL NOT BE CONSIDERED. Please direct any questions or concerns regarding this RFP on the City's PlanetBids Vendor Portal no later than July 15, 2024, at 5:00 pm. Answers to submitted questions will be posted on Planetbids. This RFP is posted on the City's website and Vendor Portal Hosted by PlanetBids at: https://pbsystem. planetbids. com/portal/54150/portal-home Please review the requirements of the RFP and submit your proposal by the date specified. Issued by: Danielle Garcia, Public Works Fiscal and Project Manager City of Rosemead RFP No. 2024-24 Page 1 CITY OF ROSEMEAD REQUEST FOR PROPOSALS FOR TREE MAINTENANCE SERVICES RFP NO. 2024-24 A. OBJECTIVE The City of Rosemead is soliciting proposals from qualified firms to provide annual services for the maintenance, removal and replacement of trees, as needed, within the City's Urban Forest. The City has approximately 6,200 street and park trees that comprise its inventory. The City of Rosemead is currently on a four-year grid pruning cycle. The City is interested in potentially changing to a three-year grid pruning cycle. The term of an agreement following this bidding process shall be three (3) years effective for the calendar year commencing on September 11, 2024, and terminating June 30, 2027, unless sooner terminated, as provided therein. The contract may be extended by the City for two (2) optional, one-year extensions. B. BACKGROUND OF THE CITY The City of Rosemead is an urban suburb located in the San Gabriel Valley, 10 miles east of downtown Los Angeles. It is bounded on the north by the cities of Temple City and San Gabriel, on the west by Monterey Park, Alhambra, and the unincorporated Los Angeles County community of South San Gabriel, on the south by Montebello, plus by EI Monte and South EI Monte on the east. The City is 5.2 square miles in size. Rosemead is a working-class suburb with a diverse population base. According to the 2020 Census, the City had a population of 51,185. C. SCOPE OF SERVICES Please see "Exhibit A" for the detailed scope of work for the requested Tree Maintenance Services. D. PROPOSAL SUBMISSION The proposal shall be submitted in the following format: 1. A cover letter summarizing the proposal. 2. A statement of qualifications. 3. Three (3) references. 4. Your company's project approach. 5. Cost Proposal — provide a cost for all line items. The Cost Proposal form provided must be utilized. RFP No. 2024-24 Page 2 6. Hourly rates - please provide an hourly rate schedule for all personnel expected to perform work under this contract Electronic proposals will be accepted as follows: Electronic proposal submittal through the City of Rosemead Vendor Portal hosted by PlanetBids at: https://pbsystem.planetbids.com/portal/54150/portal-home Proposal submittal due date is: July 24, 2024, at 10:30 AM. Late Proposals will not be accepted. E. CONTRACTOR SELECTION SCHEDULE Release of Request for Proposals: Deadline to Submit Questions: Response to Questions: Proposals Due: Tentative City Council Award: First Day of Contract Service: July 3, 2024 July 15, 2024 July 17, 2024 July 24, 2024 August 13, 2024 September 11, 2024 F. STANDARD CITY CONTRACT AND INSURANCE REQUIREMENTS City's Standard Services Agreement is provided as Exhibit B. Please review and provide any comments you have. City does not guarantee that any revisions to contract will be accepted. G. EVALUATION PROCESS & CONTRACTOR SELECTION METHODOLOGY The City will evaluate the Proposals submitted and select the most qualified contractor. In evaluating the Proposals, the City may consider the following factors: • Completeness of the RFP and compliance with the required format — 25 Pts • Project understanding and approach — 15 Pts • Experience and qualifications of the personnel and firm — 30 Pts • Experience in local area and project requirements and process — 20 Pts • Quality of Goods and Support Facilities — 10 Pts RFP No. 2024-24 Page 3 During the evaluation process, the City may also contact listed references (or request additional references), and include the feedback received in the evaluation factors listed above as applicable. Minimum Qualifications and Reference Contact Information a. Contractor's License/Registrations The Contractor shall be a D I R registered contractor when the bid proposal is submitted. It is highly desirable that the Contractor possess a Class C-49 (Tree and Palm Contractor) and Class C-27 (Landscaping Contractor) License that is valid, current, and in good standing with the California State Contractor Licensing Board. A copy of the contractor's license number and date of expiration shall be included in the submitted Proposal. b. Qualified Personnel The Contactor shall assign a competent and qualified supervisor, who shall be a current ISA -certified Tree worker or Arborist, to be on the job site at all times work is being performed. The Contractor ensures that they, their employees and the subcontractors have all necessary licenses required for the adequate performance of the work outlined by the RFP/contract. c. Company Background Provide a minimum of three (3) references from other municipal, city, or county governmental agencies for which the Contractor is currently providing the services described in this Solicitation must be provided. Provide an additional two (2) references for which the Contractor previously provided the services described in this Solicitation within the last five (5) years. All listed references shall be a municipal, city, or county governmental agency. d. Negative History The Contractor shall include in its Proposal a complete disclosure of any alleged significant prior or on-going contract failures, any civil or criminal litigation or investigation pending which involves the Contractor or in which the Contractor has been judged guilty or liable within the last five (5) years. If there is no negative history to disclose, the firm shall affirmatively state in its Proposal there is no negative history to report. Failure to comply with the terms of this provision may disqualify any proposal. The City reserves the right to reject any proposal based upon the firm's prior documented history with the City or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failures to meet contract milestones or other contractual failures. RFP No, 2024-24 Page 4 H. PROPOSAL SUBMITTAL FORMAT Proposal shall be submitted in the format specified below: Cover Letter: Provide an executive summary of your proposal Table of Contents: Provide contents of proposal with page number references for each proposal section listed below. Section 1. Approach, and Scope of Work: Provide your understanding of the project, scope of work, and describe your approach in providing services. Section 2. Project Team, Key Personnel and Resumes: Provide an organization chart showing the names and responsibilities of key personnel and subconsultants. Provide resumes of all key personnel identified in the organization chart. Section 3. Company Qualifications: Provide qualifications of your firm, emphasize similar services provided, and local experience. Section 4. References: Provide 3 Public Agency references for similar projects. Section 5. Standard City Contract and Insurance Requirements: Proposers shall review the attached Standard City Contract and Insurance Requirements and provide a statement that they will comply with all aspects of the Agreement or provide any comments that they would like the City to consider. Section 6. Addenda Acknowledgement: If any Addenda is issued by the City, they shall be acknowledged in this section. Cost Proposal: Contractor must provide a fixed fee for each item listed on the City provided Cost Proposal forms. The City provided form must be utilized. CONTRACT AWARD PROCEDURES Recommendation of Award It is the City's intent to award a single contract to the contractor that can best meet the requirements of the Request for Proposals document. The City reserves the right to award a contract to multiple contractors or a single contractor or to make no award, whichever is in the best interest of the City. Negotiation After selection by City, the successful Contractor will meet with City to review its Proposal, to reconfirm that the Proposal conforms to all minimum requirements established herein, to clarify any items contained herein, and to determine if the Contractor is aware of any ambiguities, inconsistencies, conflicts, errors or omissions in this RFP. RFP No. 2024-24 Page 5 If the final negotiation of the Contract, with the highest ranked Contractor, is not successful, the City reserves the right to terminate the negotiations and begin negotiations with the next highest ranked Contractor. This right shall be continued until a satisfactory Contract can be negotiated or until the City elects to reject all Proposals. J. CITY'S RESERVATION OF RIGHTS City reserves the right to determine, in its sole discretion, whether any aspect of a Proposal satisfactorily meets the criteria established in the RFP and the right to seek clarification or additional information from any Contractor submitting a Proposal. City also reserves the right to modify any documents at any time prior to receiving Proposals and to reject any or all Proposals; to extend the submission due date for the Proposals; to modify, amend, reissue or rewrite this RFP. In the event the RFP is withdrawn by City or if City does not proceed for any reason, City shall have no liability to any Contractor or any other entity for any costs or expenses incurred in connection with the preparation and submittal of a Proposal. The City reserves the right to hold discussions and/or negotiations with any of the Contractors in furtherance of the City's evaluation of any Proposal and execution of a contract with a Contractor. The City will hold these discussions and/or negotiations in a fair and impartial manner and will not communicate any confidential information from Contractor. In the event that any questions arise from such discussions and/or negotiations that require clarification to or modification of the design criteria or performance requirements, the City will issue an addendum to all Contractors. The City reserves the right to waive any informality or irregularity in a Proposal submitted. A Proposal may be considered non-responsive if: • Significant elements requested in the RFP are not provided. • The Proposal fails to meet all mandatory program and performance requirements of the RFP. • The Proposal is conditional, incomplete, or if it contains alterations of form, additions not called for, or other irregularities that may constitute a material change to the Proposal. All Proposals submitted by Contractors and any other correspondence in connection therewith will become the exclusive property of the City and will become public records under the California Public Records Act (Government Code Section 6250 et seq.). The City will have no liability to any Contractor or other party as a result of any public disclosure of any Proposal or the Contract. K. PROTEST PROCEDURES This section sets forth the protest remedies available with respect to the RFP. Each prospective consultant, by submitting its Proposal, expressly recognizes the limitation on its rights to protest contained herein, and expressly waives all other rights and remedies. Each prospective consultant agrees that the decision on any protest, as provided herein, will be final and binding on the protestant. RFP No. 2024-24 Page 6 All protests and related statements described in this section shall be submitted to: City of Rosemead -City Hall 8838 E. Valley Blvd. Rosemead, CA 91770 Attn: Ericka Hernandez, City Clerk L. PRE -CONTRACTUAL EXPENSES RESPONDING TO THE RFP PREPARATION The City is not liable for any pre -contractual expenses incurred by any proposer or by any selected consultant. Each proposer shall protect, defend, indemnify, and hold harmless the City from any and all liability, claims, or expenses whosever incurred by, or on behalf of, the entity participating in the preparation of its response to this RFP. Pre -contractual expenses are defined as expenses incurred by proposers and the selected consultant, if any, in: • Preparing and submitting information in response to this RFP • Negotiations with the City on any matter related to this procurement • Costs associated with interviews, meetings, travel or presentations • All other expenses incurred by a proposer/consultant prior to the date of award and a formal notice to proceed. The City reserves the right to amend, withdraw and cancel the RFP. The City reserves the right to reject all responses to this request at any time prior to contract execution, or only award a partial. M. WAGES PAID TO CONTRACTOR'S WORKERS Pursuant to California Labor Code Article 2, Wages, Section 1770 et seq., the work described herein is a "public work" as defined by this Article of the Labor Code and requires payment of prevailing wages pursuant to Labor Code Section 1771. Contractors are advised to familiarize themselves with this provision and with Departmental of Industrial Relations opinions and interpretations relative to traffic signal maintenance. Failure to comply with the Labor Code may result in imposition of statutory penalties enumerated in Labor Code Section 1775. I-,%ifcTd:ldll41111&13 Exhibit A — Scope of Services Exhibit B — Services Agreement Template and Insurance Requirements Exhibit C — Cost Proposal RFP No. 2024-24 Page 7 EXHIBIT "A" SCOPE OF SERVICES RFP No. 2024-24 TREE MAINTENANCE SERVICES SECTION I — CONTRACTOR RESPONSIBILITIES The Contractor will be required to perform and complete the proposed tree maintenance work in a thorough and professional manner, and to provide labor, tools, equipment, materials and supplies necessary to complete all the work in a timely manner that will meet the City's requirements. Contractor may be required to perform the following tree maintenance activities at various sites throughout the City to the satisfaction of the Public Works Director, Public Works Manager or designee. �11197:0 The Contractor will provide the City access to a record-keeping system consisting of an Internet -based software program that allows the City to maintain information about its tree population, including the description of each tree by species, height, diameter, work history, and tree and planting site location. The City will provide the most up-to-date GPS inventory data to the Contractor upon award of contract. The tree inventory software program shall be an Internet -driven tracking program. Online Inventory should include a mobile application or full access via a mobile device as part of the online database. A dedicated mobile app native to both iOS and Android devices is preferred. The program shall have the capability to produce detailed listings of tree and site information, work histories, service requests, summary reports, and pictures of City tree species. The Contractor shall provide software support to the City for the entire term of the contract. The Contractor shall provide the City with recommendations for tree maintenance, recommended planting locations, and recommended removals. Attributes to be collected by field personnel may include address, street name, facility, species, diameter, crown, height, recommended maintenance, overhead utilities, parkway size and type, location type, tree health concerns, and root intrusions. This data must remain available to the City after the expiration of the Contract. Optional GPS Tree Inventory Upon request, Contractor shall provide the City with Global Positioning System (GPS) coordinates for each tree inventoried. The address information contained in inventory can be linked directly to a Geographical Information System (GIS) program, such as ArcView. Using a handheld computer and a backpack GPS receiver, the inventory collector will identify the trees by their global coordinates of longitude and latitude within one meter of their location. By collecting the data using the GPS system, the City can consolidate the tree data with other various GPS coded programs in the City. At the end of the project, the City will receive a complete listing of all sites inventoried, both in hard copy and on the software, which will enable City to connect the inventory to the City's GIS program and create various frequency reports. 1 FW:cn 3rglr_vl SCOPE OF SERVICES RFP No. 2024-24 TREE MAINTENANCE SERVICES B. TREE PRUNING Tree pruning per pre -designed districts, grids or prune routes are on a set cycle to include all trees. Pruning includes structural pruning, crown raising, and crown cleaning in accordance with the standards set forth by the International Society of Arboriculture Pruning Standards (Best Management Practices) and the ANSI A300 Standards. Special projects that are difficult to access, require the need for specialty equipment (i.e., 95 -foot tower), service request pruning, or pruning to reduce and/or pruning to restore would fall under Crew Rental with prior approval from the Public Works Director, Public Works Manager or his designee. Contractor shall provide all equipment, labor and materials necessary for the pruning of trees throughout the City in accordance with the specifications herein. 2. Contractor shall comply with Standards of CAL OSHA and the American National Standard Institute, Z133 Safety Requirements. 3. Contractor shall notify the resident 48 hours in advance of scheduled pruning. 4. Contractor shall provide and post "No Parking" signs 48 hours in advance of the work. Such signs will be string tied to trees. 5. Contractor shall endeavor to maintain good public relations at all times. The work shall be conducted in a manner that will cause the least possible interference and annoyance to the public. Work shall be performed by competent tree maintenance operations employees and supervised by an experienced English language speaker. The Contractor shall be responsible to see that private property and vehicles at work locations are not endangered or damaged during the course of work. 6. Contractor shall exercise precautions as necessary when working adjacent to aerial and subterranean utilities. In the event that aerial utility wires present a hazard to the Contractor's personnel or others near the work site, work is to immediately cease and the appropriate utility company notified. Work shall then commence in accordance with instructions from the utility company. In the event that work causes excavation, the City is responsible for properly marking the location and the Contractor is responsible for appropriate notification of Underground Service Alert (USA) at least three (3) days before pruning. 7. No location or site will be provided for the parking of vehicles and/or staging of materials. Vehicles and materials may not be stored in the Public Right of Way. 8. No hooks, gaffs, spurs or climbers will be used for anything other than removals. Final pruning cuts shall be made without leaving stubs. Cuts shall be made in a manner to promote fast callous growth. Fa cn:319KIN SCOPE OF SERVICES RFP No. 2024-24 TREE MAINTENANCE SERVICES 10. When pruning trees with fungus, disease, or fire blight infected limbs or fronds, all pruning tools shall be cleaned after each cut with alcohol or bleach. Such disease conditions shall be reported to City. 11.The specific techniques employed shall be consistent with industry practice for the size and species of tree being trimmed. All dead, broken, damaged, diseased or insect -infested limbs shall be removed at the trunk or main branch. All cuts shall be made sufficiently close, one-half inch ('/z"), to the parent stem so that healing can readily start under normal conditions. All limbs two inches (2") or greater shall be undercut to prevent splitting. The remaining limbs and branches shall not be split or broken at the cut. All crossed or rubbing limbs shall be removed unless removal will result in large gaps in the general outline of the tree. 12. Cut laterals to preserve the natural form of the tree, leaving the head open enough for the branching system to show and permitting the dead material to be easily cleaned out and light to show through the head. Tree foliage shall be reduced by at least 15 percent but no more than 30 percent. 13.Trim to remove dead wood or weak, diseased, insect -infested, broken, low or crossing limbs. Branches with an extremely narrow angle of attachment should normally be removed. 14. Small limbs, including suckers and waterspouts, shall be cut close to the trunk or branch from which they arise. 15. Heading cuts and/or topping will not be allowed under any circumstances. Heading, rounding over or stubbing shall not be an accepted practice for reducing the size or the framework of any tree. tiZ60�a:11104II0W Root pruning shall be performed upon request by the Public Works Director, Public Works Manager or designee. Root pruning will be performed no closer than 24 inches (24") from base of tree and no deeper than 12 inches (12"). Contractor shall provide all equipment, labor and materials necessary for the root pruning of trees throughout the City in accordance with the specifications herein. No location or site will be provided for the parking of vehicles and/or staging of materials. Vehicles and materials may not be stored in the Public Right of Way. D. TREE PRUNING FOR TRAFFIC CLEARANCE Tree pruning for traffic clearance shall provide clearance of at least 14 feet (14') and no greater than 16 feet (16') above finish grade for moving vehicles within the traveled roadway, in accordance with the standards set forth by the International Society of 3 EXHIBIT "A" SCOPE OF SERVICES RFP No. 2024-24 TREE MAINTENANCE SERVICES Arboriculture Pruning Standards (Best Management Practices) and the ANSI A300 Standards under "Pruning to Raise." Clearance trims are performed on a grid system or on a street -by -street basis. Clearance for adjacent structures and their connecting utility lines (service drops), shall be determined by the Public Works Director, Public Works Manager or designee and conform to the following: Contractor shall provide all equipment, labor and materials necessary for the pruning of trees throughout the City in accordance with the specifications herein. 2. The minimum clearance under trees within the street right-of-way shall be 14 feet (14') over the traveled road, and nine feet (9') over the curb line and the sidewalk side of the tree. When pruning the bottom branches, care shall be given to obtain a balanced appearance when viewed from across the street immediately opposite the tree. 3. Cut to laterals to preserve the natural form of the tree. Remove lateral branches at their point of origin, or shorten the length of a branch by cutting to a lateral which is large enough to assume leadership. 4. When cutting back, avoid cutting back to small suckers. Remove smaller limbs and twigs in such a manner as to leave the foliage pattern evenly distributed. 5. No location or site will be provided for the parking of vehicles and/or staging of materials. Vehicles and materials may not be stored in the Public Right of Way. E. PRUNING PALM TREES Palm tree pruning shall consist of the removal of all dead fronds, fruit clusters and other vegetation from the trunks of all palms in a manner selected by the Contractor and approved by the Public Works Director, Public Works Manager or designee, and in accordance the following: Contractor shall provide all equipment, labor and materials necessary for the pruning of trees throughout the City in accordance with the specifications herein. 2. The use of climbing spurs or spike shoes for the purpose of climbing palm trees is prohibited, unless specifically approved by the Public Works Director, Public Works Manager or designee. The Contractor shall be required to use an aerial tower with sufficient height to reach the crown for the purpose of pruning Palm trees. 3. Palm Skinning (additional service). Dead fronds and parts thereof including stubs can be removed along the entire length of the trunk of each palm, leaving a clean unsheathed appearance slicked from the ground to approximately 24 inches to 36 inches (24" to 36") from the base of the green fronds at the top of the tree. The frond stubs (cut close to trunk) can be left in place within a span of at least 18 inches (18") but no greater than 36 inches (36"). El EXHIBIT "A" SCOPE OF SERVICES RFP No. 2024-24 TREE MAINTENANCE SERVICES 4. No location or site will be provided for the parking of vehicles and/or staging of materials. Vehicles and materials may not be stored in the Public Right of Way. TREE REMOVALS City prepares lists of trees to be removed, marks trees, notifies homeowners and submits lists to the Contractor. Removals shall be completed within ten (10) days of notice. Contractor calls Underground Service Alert (USA) and prepares internal work order. Contractor will be responsible for marking all USA for all assignments. Contractor removes tree and hauls all debris. Contractor shall grind stumps to a depth of 18 inches (18"). All holes will be backfilled, and all debris cleaned up and hauled away. Special projects that are difficult to access with equipment or that require the need for a crane or an aerial tower over 75 feet (75') would fall under Crew Rental rates with prior approval from the Public Works Director, Public Works Manager or his designee. The Public Works Director, Public Works Manager or designee shall make the final determination to remove or provide public noticing for removal at a later date. Removals shall be conducted in good, workmanlike manner in accordance with the standards of the arboricultural profession. Contractor shall provide all equipment, labor and materials necessary for the removal of trees throughout the City in accordance with the specifications herein. 2. All wood from removed trees is the property of the City and shall be disposed of at the direction of the Public Works Director, Public Works Manager or designee. No wood shall be left along the public right-of-way unless approved by the Public Works Director, Public Works Manager or designee. All tree parts are to be loaded into transport vehicles or containers. The vehicles or containers must have the front, sides and rear solid and the top shall be tarped or otherwise tightly enclosed. The transporting of tree parts must be made so that no debris escapes during the transport. Branches, suckers, bark and other tree parts that are chipped are to be covered while transported and hauled to the disposal site. 3. The City is responsible for marking trees so they are easily identifiable by Underground Service Alert and the Contractor. The Contractor shall be required to call Underground Service Alert at least three (3) days before stumps are to be ground. All tree stumps must be removed to at least 18 inches (18") below the lowest soil level adjacent to the stump, or until deep roots are no longer encountered. The Contractor shall grind the stump a minimum distance of one and one-half feet (1'/�) on either side of the outer circumference of the stump, or until surface roots are no longer encountered. 4. Stumps should be cut low enough to the ground where routing can be done safely. This may be accomplished by cutting the stump at the time of grinding or at the time of tree removal, except for infrastructure conflicts. Holes created by stump and root grinding must be filled the same day. The resultant chips from routing may be used to fill the hole to two inches (2") above normal ground level. All excess routing chip debris will be removed and loaded into the transport vehicle 5 EXHIBIT "A" SCOPE OF SERVICES RFP No. 2024-24 TREE MAINTENANCE SERVICES for disposal. Any damaged paved surfaces shall be restored to their original condition. 5. No location or site will be provided for the parking of vehicles and/or staging of materials. Vehicles and materials may not be stored in the Public Right of Way. G. TREE PLANTING Planting includes the tree, stakes, ties and complete installation and watering for 90 calendar days. Watering is to be logged and included in invoicing. Planting lists should be compiled by the Public Works Director, Public Works Manager or designee and submitted monthly or as needed. Contractor will guarantee the quality of the tree stock and the workmanship. Contractor shall provide all equipment, labor and materials necessary for the planting of trees throughout the City in accordance with the specifications herein. The City shall be responsible for marking locations and the Contractor will notify Underground Service Alert (USA) prior to planting. 3. All trees shall be of good nursery stock that adheres to the American Standard for Nursery Stock as described in the ANSI Z60.1-1996 Standards. Trees shall be free from pests, diseases and structural defects. 4. All new plantings shall have a one-year warranty. 5. Planting pit shall be dug twice the width and the same depth of the root ball. Before placing the tree in the planting pit, Contractor shall examine the root ball for injured roots and the canopy for broken branches. Damaged roots should be cleanly cut off at a point just in front of the break. Broken branches should be cut out of the canopy to ensure that the branch collar is not damaged. 6. Tree shall be placed in the planting pit with its original growing level (the trunk flare) at the same height of the surrounding finish grade. In grass -covered parkways, the top of the root ball shall be level or slightly higher than the surrounding soil. In a concrete tree well, the root ball shall be three inches (3") below the level of the finished surface of the concrete. 7. Backfill material should be native soil. Eliminate all air pockets while backfilling the planting pit by watering the soil. 8. Trees that are planted in parkways shall have a four inch to six inch (4" to 6") high water retention basin built around the tree capable of holding at least ten (10) gallons of water. In a concrete tree well, soil should be raked against the edge of the concrete to create a sloping basin. Immediately after planting, the tree shall be watered thoroughly by filling the water retention basin twice. 11 EXHIBIT "A" SCOPE OF SERVICES RFP No. 2024-24 TREE MAINTENANCE SERVICES 9. All trees shall be staked with two (2) wooded lodge poles and two (2) ties per pole. Minimum size of lodge poles shall be ten feet (10') long, with a one and one-half inch (1'/z") diameter. Tree ties shall be placed at one-third (1/3) and two-thirds (2/3) of the trunk height. Stakes shall not penetrate the root ball and shall be driven into the ground approximately 24 inches to 30 inches (24" to 30") below grade. 10. No location or site will be provided for the parking of vehicles and/or staging of materials. Vehicles and materials may not be stored in the Public Right of Way. 11.Trunk protectors such as Arbor-Gards or an approved equal shall be placed at the base of the trunk of all new trees immediately after planting. 12.In some cases, root barriers may be required. The City will make this determination. Should a root barrier be required, the Contractor will install a mechanical barrier that redirects root growth downward, eliminating the surface rooting that damages expensive hardscapes and creates a hazard. The barrier shall be 12 inches (12") in depth and at a length determined by the City. Root barriers are not included in the unit prices. 13. Clean up all trash and any soil or dirt spilled on any paved surface at the end of each working day. H. LINE CLEARANCE PRUNING Contractor may be required to perform utility line clearance in conjunction with routine or non -routine pruning activities. Contractor shall be required to furnish all supervision, labor, equipment and materials necessary to accomplish the work in accordance with the contract. The Contractor has the responsibility for compliance with safety and health standards of the California Occupational Safety and Health Act (OSHA) and all applicable rules, regulations and orders. The manager overseeing the project should be a Certified Utility Specialist, and the persons completing the work should be Line Clearance Treeworkers. The competency of Contractor's personnel shall be maintained through regular training. All persons performing tree work on City trees in or around primary electrical lines shall be trained to do so in accordance the "Electrical Safety Orders" of the State of California. 1. Contractor shall provide all equipment, labor and materials necessary for the line clearance pruning of trees throughout the City in accordance with the specifications herein. I ZV=11VG\1:11:11Ito Watering is performed by the contractor for 90 days after planting of new tree. 1. Contractor shall provide all equipment, labor and materials necessary for the watering of trees throughout the City in accordance with the specifications herein. EXHIBIT "A" SCOPE OF SERVICES RFP No. 2024-24 TREE MAINTENANCE SERVICES 2. Contractor shall provide watering logs in invoicing. J. SMALL TREE CARE The City requires an active approach to the care of its young and newly planted trees. Contractor shall provide all equipment, labor and materials necessary for the maintenance care of small trees throughout the City in accordance with the specifications herein. The Contractor shall be required to perform basic maintenance that will include, but not be limited to, tree well adjustments and watering, removal of weeds from tree wells, structural pruning, and re -staking when necessary. K. TRAFFIC CONTROL Contractor shall conform to all City traffic safety requirements and operating rules at all times while this contract is in effect. The Contractor will utilize the California Manual of Uniform Traffic Control Devices (CAMUTCD) as reference. Contractor is responsible for all traffic control per CAMUTCD on all roadways including major arterials. Contractor will be responsible for supplying and using all safety equipment necessary to close or delineate traffic lanes to through traffic. This includes high -visibility arrow board(s), as necessary. Prior to use, the City must approve all traffic safety equipment. Illuminated arrow boards, sign stands, delineators and/or cones shall be used to identify the work site for vehicular and pedestrian safety. L. PUBLIC NOTIFICATION OF TREE PRUNING OPERATIONS Contractor shall be required to notify residents and/or businesses of scheduled tree pruning operations at least 48 hours prior to the work being performed. Notification shall be made in the form of door hangers. Contractor will be responsible for supplying materials necessary for the public notification of tree pruning operations. City approved "No Parking" signs shall be posted on individual trees scheduled for pruning 48 hours prior to the work being performed. Such signs shall be string tied to the tree. No signs shall be attached to a tree with staples, tacks, nails or any other puncture devise. M. CLEAN UP Contractor shall clean all job sites when work is complete, including raking of leaves, twigs, etc. from the lawns and parkways, sweeping of sidewalks and streets, and cleaning of gutters. Contractor will be responsible for supplying all equipment, labor and materials necessary to clean all job sites when work is complete. Each day's scheduled work shall be completed and cleaned up, and under no circumstances shall any brush, leaves, debris or equipment be left on the street overnight. EXHIBIT "A" SCOPE OF SERVICES RFP No. 2024-24 TREE MAINTENANCE SERVICES The Public Works Director, Public Works Manager or designee shall be the sole judge as to the adequacy of the clean up. N. DISPOSAL OF DEBRIS All tree branches produced as a result of the Contractor's operations under this contract will be reduced, reused, recycled and/or transformed as follows: 1. Greenwaste Recycling: Greenwaste may be transported to an off-site facility for grinding into mulch and the disposal tonnage reports shall be documented and provided to the Public Works Director, Public Works Manager or designee on a monthly basis. 2. Wood Chips: Wood chips generated from pruning operations or tree removals within the City may be dumped at a City designated site, if requested, or at the direction of the Public Works Director, Public Works Manager or designee. O. REQUEST TRIMMING Trees requiring immediate attention prior to their regularly scheduled grid or annual trim to rectify a specific problem such as blocked street lighting or signs, right-of-way clearance for utility lines, or broken limbs, may be performed under the request trimming rate. Request trimmings should be completed within two weeks of request. P. CREW RENTAL The standard crew is three men, one chipper and truck, one aerial tower, and all necessary hand tools. The crew and equipment can be modified to complete any type of miscellaneous task including special projects that may consist of extraordinary work such as hanging flags or changing light bulbs. Q. EMERGENCY RESPONSE The Contractor shall be required to provide emergency on-call response for damaged trees as a result of storms or other reasons. Emergency calls may occur at any given time. The Contractor will be provided with locations and the work to be done at each location via telephone from a City -authorized representative. Emergency work shall begin within two (2) hours of the initial telephone call. Contractor shall be required to provide a 24-hour emergency telephone number or the names of at least ten (10) contact individuals upon award of contract. Should the contact persons or their telephone numbers change during the course of the contract, those changes shall be submitted to the City within two (2) working days. Contractor shall be required to provide all necessary equipment, labor and materials and traffic control during the course of emergency work throughout the City in accordance P EXHIBIT "A" SCOPE OF SERVICES RFP No. 2024-24 TREE MAINTENANCE SERVICES with the specifications herein. Should the work involve any high voltage power lines or any utility lines, the Contractor shall be required to notify the responsible utility company. 10 EXHIBIT "A" SCOPE OF SERVICES RFP No. 2024-24 TREE MAINTENANCE SERVICES SECTION II -ADDITIONAL CONDITIONS A. ARBORIST CERTIFICATION An ISA Certified Tree worker or Arborist shall be onsite at all times while work is being performed. B. EQUIPMENT AND LABOR Contractor shall use and furnish, at his own expense, all labor, equipment and materials necessary for the satisfactory performance of the work set forth in these specifications. All trimming equipment is to be kept in proper adjustment and blades are to be maintained in a sharp manner. The machinery and equipment used by the Contractor shall be clean and well maintained at all times. The equipment shall be subject to inspection and approval by the Public Works Director, Public Works Manager or designee. All motorized equipment shall conform to all current local, state and federal laws and regulations including, but not limited to, laws, regulations and standards pertaining to noise and exhaust emissions. Specialty equipment will be approved on an as -needed basis by the Public Works Director, Public Works Manager or designee. Vehicles utilized by employees in the performance of work shall be registered and insured. Employees of the Contractor shall not drive personal vehicles to any sites to perform work under the contract. Failure to comply shall result in a deduction of One Hundred Dollars ($100.00) per vehicle per day. Vehicles shall be in conformance with the latest South Coast Air Quality Management District requirements for low emissions/alternative fuel use. Upon approval of any new regulations, the Contractor shall be prepared to meet the requirements of the new rule. All Contractor vehicles shall be required to have identification bearing the company name and telephone number while performing work under the contract. The vehicles shall be painted, free of body damage and clean. Failure to comply shall result in a deduction of One Hundred Dollars ($100.00) per vehicle per day. C. DAMAGE TO PROPERTY Property or facilities damaged or altered in any way during the performance of the work by the Contractor shall be reported by the Contractor in writing to the Public Works Director, Public Works Manager or designee, and such property or facility shall be promptly restored to its original condition. "Property" includes irrigation items, and any damage to such items shall be promptly reported to the City. D. SCHEDULE OF WORK AND HOURS OF OPERATION The Contractor's schedule shall be approved by the Public Works Director, Public Works Manager or designee. Work shall be performed Monday through Friday between the hours of 7:00 a.m. and 3:30 p.m. with cleanup completed no later than 4:30 p.m. There will be NO work done on weekends or holidays without the written permission of the Public Works Director, Public Works Manager or designee. Contractor shall provide and make 11 EXHIBIT "A" SCOPE OF SERVICES RFP No. 2024-24 TREE MAINTENANCE SERVICES available 24-hour emergency services, and provide the City with a contact name and emergency telephone number for response outside of normal business hours. Annual Schedule At the beginning of each fiscal year the Public Works Manager and/or designee shall meet to discuss the approved budget and tree work. The annual goals and objectives shall be discussed, and a schedule established. Performance During Inclement Weather When periods of inclement weather hinder normal operation, the Contractor shall adjust his work force in order to accomplish those activities that are not affected by weather. The prime factors in assigning work shall be the safety of the work force and safety of the public, damage to City property/trees, in that order. All safety foul weather gear for all the workers shall be provided by the contractor when working in inclement weather. Failure to adjust the work force to show good progress on the work shall result in deduction of payments to reflect only the work actually accomplished. When the contractor makes adjustments to the work force, the City shall be notified by 9:00 a.m. of the same day as to the adjustment and work tasks. Minimum manpower required: During inclement weather periods the minimum manpower required shall be a Supervisor, Foreman, and tree worker/grounds person. Holiday Schedule The contractor shall provide services on an as -needed basis. Upon the request of the City, if work is required on City Holidays, the work shall be considered "emergency" and billed as such. Contractor shall complete all regularly scheduled work prior to each holiday. City Holidays: - New Years Day - President's Day - Memorial Day - Independence Day - Labor Day - Veterans Day - Thanksgiving Day - Christmas Day E. COST ADJUSTMENT The contractor may apply for a cost adjustment after the three-year term. For the rate adjustment to be considered by the City, the Contractor shall be in full compliance with all the performance standards established by the contract. Any and all adjustments for contract renewal periods shall be provided no later than ninety (90) days prior to the end of the contract period. Any such proposed price adjustment shall not exceed IFA EXHIBIT "A" SCOPE OF SERVICES RFP No. 2024-24 TREE MAINTENANCE SERVICES the Bureau of Labor Statistics Consumer Price Index (CPI) for Los Angeles- Rive rside- Orange County, All Items not seasonally adjusted. F. HAZARDOUS CONDITIONS AND VANDALISM The Contractor shall immediately correct or report to the Public Works Director, Public Works Manager or designee any and all problems or conditions which may tend to create unsafe or hazardous conditions within the public areas maintained by the Contractor. The Contractor shall be liable for any claim arising from failure to correct or report said conditions. When specifications are in conflict with safety concerns, the Public Works Director, Public Works Manager or designee will make a final determination. G. CITY PARKS AND FACILITIES Trees within the City's parks and facilities may be maintained, removed and/or planted using unit pricing, however, no guarantee of exclusivity is implied. H. CONTRACTOR ATTIRE Contractor's personnel shall be in uniforms with the Contractor's name and logo clearly identified. INSPECTION The Public Works Director, Public Works or designee shall at all times have access to the work and shall be furnished with every reasonable facility necessary to fully observe the progress, workmanship, and character of materials and equipment used and employed in the work. The inspection of the work shall not relieve the Contractor of any of his obligations under this Agreement. Defective work shall be made good notwithstanding the fact that such defective work may have been previously overlooked by the Public Works Director, Public Works Manager or designee and accepted for payment. I. GRID PRUNING The City is currently on a four year grid pruning cycle. The City is interested in potentially changing to a three year grid pruning cycle and is requesting that prospective bidders provide a cost for both scenarios/options. 13 Ci ♦ SAN BERNAF J COLUMBIA ST NST - HELLMQN FjV1 pprrpp • w ' w >a�T • li t~q-�• Q� Z EMERSON PL�� W ¢f• •fit •��Mi�{���I� Z •• s • 9 • GRAND AV • ems: L/ Grid 4 1- J M/gS�Oj•RP17 ST r WELLSS�w RO E'T ;' w SCOTT'ST Q�p 4oj/j ST .It M •► �+ r VALLEY BLW out • • *00 • =STEELE STS STEELE ♦ • M m Q A • + GUESS ST GUESS ST�••�� V� •�+•I•�A• RALPH STA:bj• f w ¢ DE ADA LENA ST • +imz w z J Q •MARSHALLS N d r N • w w u~i c-- GLENDON WY ••�sj�11 �7 �,. �• •� ... E RAMONA T' OLNEY SI'."._ -- NOFRWY SUP RR• • -i • ; Q ,., Grid 3 L A • - W>W:z•3 o m Grid 2 NJ Y SD O 5 7 rt+vqs°� �•�• Q J d NEWMAR ' N z > FERJ4 AV P • zO • 2 a • 0 w %_ AV� • • w ♦q• ~ w g, • > • z JA HIGHCLIF,EST ; a • Q�.� FY 26-27 - Grid 4 •. ii z w z GRAVES AV �- -_ ❑ � z • Legend 0 0.25 0.5 0 FY 23-24 - Grid 1 0 FY 24-25 - Grid2 FY 25-26 - Grid3 FY 26-27 - Grid 4 J RUSH Si•� • 1 Miles � � I • PoM�NP� ------ Rosemead Streets Rosemead City Boundary - Grid 1 f N W E s South San Gabriel rii o Arroyo 0 Resurrection Do," cemetery D Te: O m Ins. Mcnm" 60- Town Co- 0.5 Montebello 1 Town Souare u I I I Whittier Gol( o Grid 3 Tree Count (2114) o Grid 2 Tree Count (2064) o Grid 1 Tree Count (1994) 2 Miles I 160' EXHIBIT B SERVICES AGREEMENT TEMPLATE AND INSURANCE REQUIREMENTS Model Agreement CITY OF ROSEMEAD AGREEMENT FOR SERVICES PARTIES AND DATE. This Agreement is made and entered into this day of , 20_ by and between the City of Rosemead, a municipal corporation of the State of California, located at 8838 E. Valley Blvd., Rosemead, California 91770, ("City") and [insert Name of Company], a [insert type of entity - corporation, partnership, sole proprietorship or other legal entity] with its principal place of business at [insert address] (hereinafter referred to as "Contractor"). City and Contractor are sometimes individually referred to as 'Party" and collectively as 'Parties" in this Agreement. 2. RECITALS. 2.1 Contractor. Contractor desires to perform and assume responsibility for the provision of certain maintenance services required by the City on the terms and conditions set forth in this Agreement. Contractor represents that it is experienced in providing [insert type of services] services to public clients, that it and its employees or subcontractors have all necessary licenses and permits to perform the Services in the State of California, and that is familiar with the plans of City. 2.2 Project. City desires to engage Contractor to render such services for the [insert Name of Project] (`Project") as set forth in this Agreement. 3. TERMS. 3.1 Scope of Services and Term. 3.1.1 General Scope of Services. Contractor promises and agrees to furnish to the Owner all labor, materials, tools, equipment, services, and incidental and customary work necessary to fully and adequately supply the professional [insert type of services] maintenance services necessary for the Project ("Services"). The Services are more particularly described in Exhibit "A" attached hereto and incorporated herein by reference. All Services shall be subject to, and performed in accordance with, this Agreement, the exhibits attached hereto and incorporated herein by reference, and all applicable local, state and federal laws, rules and regulations. 3.1.2 Term. The term of this Agreement shall be from [insert start date] to [insert ending date], unless earlier terminated as provided herein. Contractor shall A-1 complete the Services within the term of this Agreement, and shall meet any other established schedules and deadlines. The Parties may, by mutual, written consent, extend the term of this Agreement if necessary to complete the Services. 3.2 Responsibilities of Contractor. 3.2.1 Control and Payment of Subordinates; Independent Contractor. The Services shall be performed by Contractor or under its supervision. Contractor will determine the means, methods and details of performing the Services subject to the requirements of this Agreement. City retains Contractor on an independent contractor basis and not as an employee. Contractor retains the right to perform similar or different services for others during the term of this Agreement. Any additional personnel performing the Services under this Agreement on behalf of Contractor shall also not be employees of City and shall at all times be under Contractor's exclusive direction and control. Contractor shall pay all wages, salaries, and other amounts due such personnel in connection with their performance of Services under this Agreement and as required by law. Contractor shall be responsible for all reports and obligations respecting such additional personnel, including, but not limited to: social security taxes, income tax withholding, unemployment insurance, disability insurance, and workers' compensation insurance. 3.2.2 Schedule of Services. Contractor shall perform the Services expeditiously, within the term of this Agreement, and in accordance with the Schedule of Services set forth in Exhibit "B" attached hereto and incorporated herein by reference. Contractor represents that it has the professional and technical personnel required to perform the Services in conformance with such conditions. In order to facilitate Contractor's conformance with the Schedule, City shall respond to Contractor's submittals in a timely manner. Upon request of City, Contractor shall provide a more detailed schedule of anticipated performance to meet the Schedule of Services. 3.2.3 Conformance to Applicable Requirements. All work prepared by Contractor shall be subject to the approval of City. 3.2.4 City's Representative. The City hereby designates [insert Name or Title], or his or her designee, to act as its representative for the performance of this Agreement ("City's Representative'). City's Representative shall have the power to act on behalf of the City for all purposes under this Contract. Contractor shall not accept direction or orders from any person other than the City's Representative or his or her designee. 3.2.5 Contractor's Representative. Contractor hereby designates [insert Name or Title], or his or her designee, to act as its representative for the performance of this Agreement ("Contractor's Representative"). Contractor's Representative shall have full authority to represent and act on behalf of the Contractor for all purposes under this Agreement. The Contractor's Representative shall supervise and direct the Services, using his/her best skill and attention, and shall be responsible for all means, methods, r_1WJ techniques, sequences and procedures and for the satisfactory coordination of all portions of the Services under this Agreement. 3.2.6 Coordination of Services. Contractor agrees to work closely with City staff in the performance of Services and shall be available to City's staff, consultants and other staff at all reasonable times. 3.2.7 Standard of Care; Performance of Employees. Contractor shall perform all Services under this Agreement in a skillful and competent manner, consistent with the standards generally recognized as being employed by professionals in the same discipline in the State of California. Contractor represents and maintains that it is skilled in the professional calling necessary to perform the Services. Contractor warrants that all employees and subcontractors shall have sufficient skill and experience to perform the Services assigned to them. Finally, Contractor represents that it, its employees and subcontractors have all licenses, permits, qualifications and approvals of whatever nature that are legally required to perform the Services, including a City Business License, and that such licenses and approvals shall be maintained throughout the term of this Agreement. As provided for in the indemnification provisions of this Agreement, Contractor shall perform, at its own cost and expense and without reimbursement from the City, any services necessary to correct errors or omissions which are caused by the Contractor's failure to comply with the standard of care provided for herein. Any employee of the Contractor or its sub -contractors who is determined by the City to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project, a threat to the safety of persons or property, or any employee who fails or refuses to perform the Services in a manner acceptable to the City, shall be promptly removed from the Project by the Contractor and shall not be re-employed to perform any of the Services or to work on the Project. 3.2.8 Laws and Regulations. Contractor shall keep itself fully informed of and in compliance with all local, state and federal laws, rules and regulations in any manner affecting the performance of the Project or the Services, including all Cal/OSHA requirements, and shall give all notices required by law. Contractor shall be liable for all violations of such laws and regulations in connection with Services. If the Contractor performs any work knowing it to be contrary to such laws, rules and regulations and without giving written notice to the City, Contractor shall be solely responsible for all costs arising therefrom. Contractor shall defend, indemnify and hold City, its officials, directors, officers, employees and agents free and harmless, pursuant to the indemnification provisions of this Agreement, from any claim or liability arising out of any failure or alleged failure to comply with such laws, rules or regulations. 3.2.9 Insurance. 3.2.9.1 Time for Compliance. Contractor shall maintain prior to the beginning of and for the direction of this Agreement insurance coverage as specified in Exhibit D attached to and part of this agreement. A-3 3.2.10 Safety. Contractor shall execute and maintain its work so as to avoid injury or damage to any person or property. In carrying out its Services, the Contractor shall at all times be in compliance with all applicable local, state and federal laws, rules and regulations, and shall exercise all necessary precautions for the safety of employees appropriate to the nature of the work and the conditions under which the work is to be performed. Safety precautions as applicable shall include, but shall not be limited to: (A) adequate life protection and life saving equipment and procedures; (B) instructions in accident prevention for all employees and subcontractors, such as safe walkways, scaffolds, fall protection ladders, bridges, gang planks, confined space procedures, trenching and shoring, equipment and other safety devices, equipment and wearing apparel as are necessary or lawfully required to prevent accidents or injuries; and (C) adequate facilities for the proper inspection and maintenance of all safety measures. 3.2.11 Prevailing Wages. Contractor is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 1600, et seq., ("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the performance of other requirements on "public works" and "maintenance" projects. If the Services are being performed as part of an applicable "public works" or "maintenance" project, as defined by the Prevailing Wage Laws, and if the total compensation is $1,000 or more, Contractor agrees to fully comply with such Prevailing Wage Laws. City shall provide Contractor with a copy of the prevailing rates of per diem wages in effect at the commencement of this Agreement. Contractor shall make copies of the prevailing rates of per diem wages for each craft, classification or type of worker needed to execute the Services available to interested parties upon request, and shall post copies at the Contractor's principal place of business and at the project site. Contractor shall defend, indemnify and hold the City, its elected officials, officers, employees and agents free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. 3.2.12 Bonds. 3.2.12.1 Performance Bond. If specifically requested by City in Exhibit "B" attached hereto and incorporated herein by reference, Contractor shall execute and provide to City concurrently with this Agreement a Performance Bond in the amount of the total, not -to -exceed compensation indicated in this Agreement, and in a form provided or approved by the City. If such bond is required, no payment will be made to Contractor until it has been received and approved by the City. 3.2.12.2 Payment Bond. If required by law or otherwise specifically requested by City in Exhibit "B" attached hereto and incorporated herein by reference, Contractor shall execute and provide to City concurrently with this Agreement a Payment Bond in the amount of the total, not -to -exceed compensation indicated in this Agreement, and in a form provided or approved by the City. If such bond is required, no payment will be made to Contractor until it has been received and approved by the City. 3.2.12.3 Bond Provisions. Should, in City's sole opinion, any bond become insufficient or any surety be found to be unsatisfactory, Contractor shall renew or replace the affected bond within 10 days of receiving notice from City. In the event the surety or Contractor intends to reduce or cancel any required bond, at least thirty (30) days prior written notice shall be given to the City, and Contractor shall post acceptable replacement bonds at least ten (10) days prior to expiration of the original bonds. No further payments shall be deemed due or will be made under this Agreement until any replacement bonds required by this Section are accepted by the City. To the extent, if any, that the total compensation is increased in accordance with the Agreement, the Contractor shall, upon request of the City, cause the amount of the bonds to be increased accordingly and shall promptly deliver satisfactory evidence of such increase to the City. To the extent available, the bonds shall further provide that no change or alteration of the Agreement (including, without limitation, an increase in the total compensation, as referred to above), extensions of time, or modifications of the time, terms, or conditions of payment to the Contractor, will release the surety. If the Contractor fails to furnish any required bond, the City may terminate this Agreement for cause. 3.2.12.4 Surety Qualifications. Only bonds executed by an admitted surety insurer, as defined in Code of Civil Procedure Section 995.120, shall be accepted. The surety must be a California -admitted surety with a current A.M. Best's rating no less than A:VIII and satisfactory to the City. If a California -admitted surety insurer issuing bonds does not meet these requirements, the insurer will be considered qualified if it is in conformance with Section 995.660 of the California Code of Civil Procedure, and proof of such is provided to the City. 3.3 Fees and Payments. 3.3.1 Compensation. Contractor shall receive compensation, including authorized reimbursements, for all Services rendered under this Agreement at the rates set forth in Exhibit C attached hereto and incorporated herein by reference. The total compensation shall not exceed [insert written dollar amount] ($[insert numerical dollar amount]) without advance written approval of City's project manager. Extra Work may be authorized, as described below, and if authorized, will be compensated at the rates and manner set forth in this Agreement. 3.3.2 Payment of Compensation. Contractor shall submit to City a monthly itemized statement which indicates work completed and hours of Services rendered by Contractor. The statement shall describe the amount of Services and supplies provided since the initial commencement date, or since the start of the subsequent billing periods, as appropriate, through the date of the statement. City shall, within 45 days of receiving such statement, review the statement and pay all approved charges thereon. 3.3.3 Reimbursement for Expenses. Contractor shall not be reimbursed for any expenses unless authorized in writing by City. 3.3.4 Extra Work. At any time during the term of this Agreement, City may request that Contractor perform Extra Work. As used herein, "Extra Work" means any A-5 work which is determined by City to be necessary for the proper completion of the Project, but which the parties did not reasonably anticipate would be necessary at the execution of this Agreement. Contractor shall not perform, nor be compensated for, Extra Work without written authorization from City's Representative. 3.3.5 Prevailing Wages. Contractor is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., ("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the performance of other requirements on "public works" and "maintenance" projects. If the Services are being performed as part of an applicable "public works" or "maintenance" project, as defined by the Prevailing Wage Laws, and if the total compensation is $1,000 or more, Contractor agrees to fully comply with such Prevailing Wage Laws. City shall provide Contractor with a copy of the prevailing rates of per diem wages in effect at the commencement of this Agreement. Contractor shall make copies of the prevailing rates of per diem wages for each craft, classification or type of worker needed to execute the Services available to interested parties upon request, and shall post copies at the Contractor's principal place of business and at the project site. Contractor shall defend, indemnify and hold the City, its elected officials, officers, employees and agents free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. 3.4 Accounting Records. 3.4.1 Maintenance and Inspection. Contractor shall maintain complete and accurate records with respect to all costs and expenses incurred under this Agreement. All such records shall be clearly identifiable. Contractor shall allow a representative of City during normal business hours to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement. Contractor shall allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement. 3.5 General Provisions. 3.5.1 Termination of Agreement. 3.5.1.1 Grounds for Termination. City may, by written notice to Contractor, terminate the whole or any part of this Agreement at any time and without cause by giving written notice to Contractor of such termination, and specifying the effective date thereof, at least seven (7) days before the effective date of such termination. Upon termination, Contractor shall be compensated only for those services which have been adequately rendered to City, and Contractor shall be entitled to no further compensation. Contractor may not terminate this Agreement except for cause. 3.5.1.2 Effect of Termination. If this Agreement is terminated as provided herein, City may require Contractor to provide all finished or unfinished Documents and Data and other information of any kind prepared by Contractor in connection with the performance of Services under this Agreement. Contractor shall be required to provide such document and other information within fifteen (15) days of the request. 3.5.1.3 Additional Services. In the event this Agreement is terminated in whole or in part as provided herein, City may procure, upon such terms and in such manner as it may determine appropriate, services similar to those terminated. 3.5.2 Delivery of Notices. All notices permitted or required under this Agreement shall be given to the respective parties at the following address, or at such other address as the respective parties may provide in writing for this purpose: CONTRACTOR: [Insert Name] [Insert Address] [Insert City, State zip] Attn: [Contact Person] CITY: City of Rosemead P.O. Box 399 Rosemead, CA 91770 Attn: [Insert Name & Department] Such notice shall be deemed made when personally delivered or when mailed, forty-eight (48) hours after deposit in the U.S. Mail, first class postage prepaid and addressed to the party at its applicable address. Actual notice shall be deemed adequate notice on the date actual notice occurred, regardless of the method of service. 3.5.3 Cooperation; Further Acts. The Parties shall fully cooperate with one another, and shall take any additional acts or sign any additional documents as may be necessary, appropriate or convenient to attain the purposes of this Agreement. 3.5.4 Attorney's Fees. If either party commences an action against the other party, either legal, administrative or otherwise, arising out of or in connection with this Agreement, the prevailing party in such litigation shall be entitled to have and recover from the losing party reasonable attorney's fees and all other costs of such action. 3.5.5 Indemnification. Contractor shall defend, indemnify and hold the City, its officials, officers, employees, volunteers and agents free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury, in law or equity, to property or persons, including wrongful death, in any manner arising out of or incident to any alleged acts, omissions or willful misconduct of Contractor, its officials, officers, employees, agents, consultants and contractors arising out of or in connection with the performance of the Services, the Project or this Agreement, including A-7 without limitation the payment of all consequential damages and attorneys fees and other related costs and expenses. Contractor shall defend, at Contractor's own cost, expense and risk, any and all such aforesaid suits, actions or other legal proceedings of every kind that may be brought or instituted against City, its directors, officials, officers, employees, agents or volunteers. Contractor shall pay and satisfy any judgment, award or decree that may be rendered against City or its directors, officials, officers, employees, agents or volunteers, in any such suit, action or other legal proceeding. Contractor shall reimburse City and its directors, officials, officers, employees, agents and/or volunteers, for any and all legal expenses and costs incurred by each of them in connection therewith or in enforcing the indemnity herein provided. Contractor's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by the City, its directors, officials officers, employees, agents or volunteers. 3.5.6 Entire Agreement. This Agreement contains the entire Agreement of the parties with respect to the subject matter hereof, and supersedes all prior negotiations, understandings or agreements. This Agreement may only be modified by a writing signed by both parties. 3.5.7 Governing Law. This Agreement shall be governed by the laws of the State of California. Venue shall be in Los Angeles County. 3.5.8 Time of Essence. Time is of the essence for each and every provision of this Agreement. 3.5.9 City's Right to Employ Other Contractors. City reserves right to employ other contractors in connection with this Project. 3.5.10 Successors and Assigns. This Agreement shall be binding on the successors and assigns of the parties. 3.5.11 Assignment or Transfer. Contractor shall not assign, hypothecate, or transfer, either directly or by operation of law, this Agreement or any interest herein without the prior written consent of the City. Any attempt to do so shall be null and void, and any assignees, hypothecates or transferees shall acquire no right or interest by reason of such attempted assignment, hypothecation or transfer. 3.5.12 Construction; References; Captions. Since the Parties or their agents have participated fully in the preparation of this Agreement, the language of this Agreement shall be construed simply, according to its fair meaning, and not strictly for or against any Party. Any term referencing time, days or period for performance shall be deemed calendar days and not work days. All references to Contractor include all personnel, employees, agents, and subcontractors of Contractor, except as otherwise specified in this Agreement. All references to City include its elected officials, officers, employees, agents, and volunteers except as otherwise specified in this Agreement. The captions of the various articles and paragraphs are for convenience and ease of reference only, and do not define, limit, augment, or describe the scope, content, or intent of this Agreement. 3.5.13 Amendment; Modification. No supplement, modification, or amendment of this Agreement shall be binding unless executed in writing and signed by both Parties. 3.5.14 Waiver. No waiver of any default shall constitute a waiver of any other default or breach, whether of the same or other covenant or condition. No waiver, benefit, privilege, or service voluntarily given or performed by a Party shall give the other Party any contractual rights by custom, estoppel, or otherwise. 3.5.15 No Third Party Beneficiaries. There are no intended third party beneficiaries of any right or obligation assumed by the Parties. 3.5.16 Invalidity; Severability. If any portion of this Agreement is declared invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect. 3.5.17 Prohibited Interests. Contractor maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Contractor, to solicit or secure this Agreement. Further, Contractor warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Contractor, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no member, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom. 3.5.18 Equal Opportunity Employment. Contractor represents that it is an equal opportunity employer and it shall not discriminate against any subcontractor, employee or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex or age. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination. Contractor shall also comply with all relevant provisions of City's Minority Business Enterprise program, Affirmative Action Plan or other related programs or guidelines currently in effect or hereinafter enacted. 3.5.19 Labor Certification. By its signature hereunder, Contractor certifies that it is aware of the provisions of Section 3700 of the California Labor Code which require every employer to be insured against liability for Worker's Compensation or to undertake self-insurance in accordance with the provisions of that Code, and agrees to comply with such provisions before commencing the performance of the Services. 3.5.20 Authority to Enter Agreement. Contractor has all requisite power and 09 authority to conduct its business and to execute, deliver, and perform the Agreement. Each Party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and bind each respective Party. 3.5.21 Counterparts. This Agreement may be signed in counterparts, each of which shall constitute an original. 3.6 Subcontracting. 3.6.1 Prior Approval Required. Contractor shall not subcontract any portion of the work required by this Agreement, except as expressly stated herein, without prior written approval of City. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. [signatures on next page] UWFI CITY OF ROSEMEAD [INSERT NAME OF CONTRACTOR] 0 Ben Kim, City Manager Attest: Ericka Hernandez City Clerk Approved as to Form: Rachel Richman, City Attorney A-11 0 Name: Title: [If Corporation, TWO SIGNATURES, President OR Vice President AND Secretary, AND CORPORATE SEAL OF CONTRACTOR REQUIRED] M Name: Title: EXHIBIT A SCOPE OF MAINTENANCE SERVICES [insert scope] A-12 EXHIBIT B SCHEDULE OF MAINTENANCE SERVICES [insert schedule] EXHIBIT C COMPENSATION [insert rates & authorized reimbursable expenses] C-1 EXHIBIT D INSURANCE REQUIREMENTS Prior to the beginning of and throughout the duration of the Work, Contractor will maintain insurance in conformance with the requirements set forth below. Contractor will use existing coverage to comply with these requirements. If that existing coverage does not meet the requirements set forth here, Contractor agrees to amend, supplement or endorse the existing coverage to do so. Contractor acknowledges that the insurance coverage and policy limits set forth in this section constitute the minimum amount of coverage required. Any insurance proceeds available to City in excess of the limits and coverage required in this agreement and which is applicable to a given loss, will be available to City. Contractor shall provide the following types and amounts of insurance: Commercial General Liability Insurance: Contractor shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO "insured contract' language will not be accepted. Business Auto Coverage on ISO Business Auto Coverage form CA 00 01 including symbol 1 (Any Auto) or the exact equivalent. Limits are subject to review, but in no event to be less that $1,000,000 combined single limit per accident. If Contractor owns no vehicles, this requirement may be satisfied by a non -owned auto endorsement to the general liability policy described above. If Contractor or Contractor employees will use personal autos in any way on this project, Contractor shall provide evidence of personal auto liability coverage for each such person. Workers Compensation on a state -approved policy form providing statutory benefits as required by law with employer's liability limits no less than $1,000,000 per accident or disease. Contractor shall submit to Agency, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of Agency, its officers, agents, employees and volunteers. Excess or Umbrella Liability Insurance (Over Primary) if used to meet limit requirements, shall provide coverage at least as broad as specified for the underlying coverages. Contractor shall obtain and maintain an umbrella or excess liability insurance policy with limits that will provide bodily injury, personal injury and property damage liability coverage at least as broad as the primary coverages set forth above, including commercial general liability, automobile liability, and employer's liability. Such policy or policies shall include the following terms and conditions: • A drop down feature requiring the policy to respond if any primary insurance that would otherwise have applied proves to be uncollectible in whole or in part for any D-1 reason; • Pay on behalf of wording as opposed to reimbursement; • Concurrency of effective dates with primary policies; and • Policies shall "follow form" to the underlying primary policies. • Insureds under primary policies shall also be insureds under the umbrella or excess policies. Professional Liability or Errors and Omissions Insurance as appropriate shall be written on a policy form coverage specifically designed to protect against acts, errors or omissions of the Contractor and "Covered Professional Services' as designated in the policy must specifically include work performed under this agreement. The policy limit shall be no less than $1,000,000 per claim and in the aggregate. The policy must "pay on behalf of the insured and must include a provision establishing the insurer's duty to defend. The policy retroactive date shall be on or before the effective date of this agreement. Requirements not limiting: Requirements of specific coverage features or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. If the Consultant maintains higher limits than the minimums shown above, the Agency requires and shall be entitled to coverage for the higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the Agency. Acceptable insurers: All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance or is on the List of Approved Surplus Line Insurers in the State of California, with an assigned policyholders' Rating of A- (or higher) and Financial Size Category Class VII (or larger) in accordance with the latest edition of Best's Key Rating Guide, unless otherwise approved by the Agency's Risk Manager. General conditions pertaining to provision of insurance coverage by Contractor. Contractor and City agree to the following with respect to insurance provided by Contractor: Contractor agrees to have its insurer endorse the third -party general liability coverage required herein to include as additional insureds City, its officials, employees and agents, using standard ISO endorsement No. CG 2010. Contractor also agrees to require all contractors, and subcontractors to do likewise. 2. No liability insurance coverage provided to comply with this Agreement shall prohibit Contractor, or Contractor's employees, or agents, from waiving the right of subrogation prior to a loss. Contractor agrees to waive subrogation rights against City regardless of the applicability of any insurance proceeds, and to require all contractors and subcontractors to do likewise. D-2 3. All insurance coverage and limits provided by Contractor and available or applicable to this agreement are intended to apply to the full extent of the policies. Nothing contained in this Agreement or any other agreement relating to the City or its operations limits the application of such insurance coverage. 4. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to City and approved of in writing. 5. No liability policy shall contain any provision or definition that would serve to eliminate so-called "third party action over' claims, including any exclusion for bodily injury to an employee of the insured or of any contractor or subcontractor. 6. All coverage types and limits required are subject to approval, modification and additional requirements by the City, as the need arises. Contractor shall not make any reductions in scope of coverage (e.g. elimination of contractual liability or reduction of discovery period) that may affect City's protection without City's prior written consent. 7. Proof of compliance with these insurance requirements, consisting of certificates of insurance evidencing all of the coverages required and an additional insured endorsement to Contractor's general liability policy, shall be delivered to City at or prior to the execution of this Agreement. In the event such proof of any insurance is not delivered as required, or in the event such insurance is canceled at any time and no replacement coverage is provided, City has the right, but not the duty, to obtain any insurance it deems necessary to protect its interests under this or any other agreement and to pay the premium. Any premium so paid by City shall be charged to and promptly paid by Contractor or deducted from sums due Contractor, at City option. 8. Certificate(s) are to reflect that the insurer will provide 30 days notice to City of any cancellation of coverage. Contractor agrees to require its insurer to modify such certificates to delete any exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, or that any party will "endeavor' (as opposed to being required) to comply with the requirements of the certificate. 9. It is acknowledged by the parties of this agreement that all insurance coverage required to be provided by Contractor or any subcontractor, is intended to apply first and on a primary, noncontributing basis in relation to any other insurance or self-insurance available to City. 10. Contractor agrees to ensure that subcontractors, and any other party involved with the project who is brought onto or involved in the project by Contractor, provide the same minimum insurance coverage required of Contractor. Contractor agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. D-3 Contractor agrees that upon request, all agreements with subcontractors and others engaged in the project will be submitted to City for review. 11.Contractor agrees not to self -insure or to use any self-insured retentions or deductibles on any portion of the insurance required herein and further agrees that it will not allow any contractor, subcontractor, Architect, Engineer or other entity or person in any way involved in the performance of work on the project contemplated by this agreement to self -insure its obligations to City. If Contractor's existing coverage includes a deductible or self-insured retention, the deductible or self- insured retention must be declared to the City. At that time the City shall review options with the Contractor, which may include reduction or elimination of the deductible or self-insured retention, substitution of other coverage, or other solutions. 12.The City reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the Contractor ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the Contractor, the City will negotiate additional compensation proportional to the increased benefit to City. 13. For purposes of applying insurance coverage only, this Agreement will be deemed to have been executed immediately upon any party hereto taking any steps that can be deemed to be in furtherance of or towards performance of this Agreement. 14. Contractor acknowledges and agrees that any actual or alleged failure on the part of City to inform Contractor of non-compliance with any insurance requirement in no way imposes any additional obligations on City nor does it waive any rights hereunder in this or any other regard. 15.Contractor will renew the required coverage annually as long as City, or its employees or agents face an exposure from operations of any type pursuant to this agreement. This obligation applies whether or not the agreement is canceled or terminated for any reason. Termination of this obligation is not effective until City executes a written statement to that effect. 16. Contractor shall provide proof that policies of insurance required herein expiring during the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage. Proof that such coverage has been ordered shall be submitted prior to expiration. A coverage binder or letter from Contractor's insurance agent to this effect is acceptable. A certificate of insurance and/or additional insured endorsement as required in these specifications applicable to the renewing or new coverage must be provided to City within five days of the expiration of the coverages. 17.The provisions of any workers' compensation or similar act will not limit the obligations of Contractor under this agreement. Contractor expressly agrees not to use any statutory immunity defenses under such laws with respect to City, its employees, officials and agents. GL 18. Requirements of specific coverage features or limits contained in this section are not intended as limitations on coverage, limits or other requirements nor as a waiver of any coverage normally provided by any given policy. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be limiting or all-inclusive. 19.These insurance requirements are intended to be separate and distinct from any other provision in this agreement and are intended by the parties here to be interpreted as such. 20.The requirements in this Section supersede all other sections and provisions of this Agreement to the extent that any other section or provision conflicts with or impairs the provisions of this Section. 21. Contractor agrees to be responsible for ensuring that no contract used by any party involved in any way with the project reserves the right to charge City or Contractor for the cost of additional insurance coverage required by this agreement. Any such provisions are to be deleted with reference to City. It is not the intent of City to reimburse any third party for the cost of complying with these requirements. There shall be no recourse against City for payment of premiums or other amounts with respect thereto. Contractor agrees to provide immediate notice to City of any claim or loss against Contractor arising out of the work performed under this agreement. City assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve City. D-5 COST PROPOSAL RFP. NO 2024-24 COST PROPOSAL The undersigned proposes to furnish all materials, supplies, equipment and/or services set forth herein, subject to all conditions outlined in the RFP, at prices indicated below. All applicable services include cleanup and disposal. Tree Pruning (bv Grid) Price per tree to Prune by Grid (4 Year Tree Grid Pruning Option) $ Grid tree pruning is based on tree pruning in pre -designed districts, or grids on a set cycle and includes all trees (small, medium and large-sized.) Trees are not excluded from the Grid. Price per tree to Prune by Grid (3 Year Tree Grid Pruning Option) $ Grid tree pruning is based on tree pruning in pre -designed districts, or grids on a set cycle and includes all trees (small, medium and large-sized.) Trees are not excluded from the Grid. Tree Prunine(bv Block Price per tree to Prune by Block $ Block tree pruning consists of pruning trees along a block segment or "run" as designated by the City. This is different from "Grid Pruning" where all trees are prune (small, medium and large-sized) within a grid or district. Aesthetic or Service Request Pruning 0" - 6" Diameter Standard Height 7" - 12" Diameter Standard Height 13" - 18" Diameter Standard Height 19" - 24" Diameter Standard Height 25" - 30" Diameter Standard Height 31" - 36" Diameter Standard Height 36"+ Diameter Standard Height Crown Raise/Clearance Prune Hardwood tree 0" - 6" Diameter Standard Height 7" - 12" Diameter Standard Height 13" - 18" Diameter Standard Height 19" - 24" Diameter Standard Height 25" - 30" Diameter Standard Height 31" - 36" Diameter Standard Height 36"+ Diameter Standard Height Palm Tree Trimming: Prune Date Palm (Phoenix spp.) Clean Trunk for Date Palm (Phoenix spp.) per linear foot Prune Fan Palm (Washingtonia spp.) COSTPROPOSAL RFP. NO 2024-24 Clean Trunk for Fan Palm (Washingtonia spp.) per linear foot $ Prune all other Palm Species $ Tree Removal — (ver inch) Tree & Stump removal per dia. inch 0-24" dbh Tree & Stump removal per dia. inch over 25" dbh Stump grinding per stump diameter inch at grade Tree Planting— (per tree) Tree planting includes tree, stakes, ties, and labor. 15 -gallon tree $ 24 -inch box tree $ 36 -inch box tree $ Tree Watering (per howl Watering of young trees includes water truck & operator -per how Milling Cost—(per board foot) Milling Lumber per Board Foot Root Pruning — (per linear foot) Per foot of roots pruned Root Barrier Installation—(per linear foot) Per foot of root barrier installed General Labor Rates — (per man how) 3 -man crew with equipment Day Rate Service Crew - (per man howl Boom track per eight (8) how day to include a chip body, low decibel chipper, 1 Sr. Tree Trimmer, 1 Trimmer & 1 Ground person Specialty Equipment Hourly Rate — (per how) Crane 95 -foot aerial tower Loader or Bobcat Emergency Services — (per hour) Emergency response services per man hour: During normal business hours (Mon -Fri lam to 4pm) After hours, weekends &/or holidays General Arborists Services — (per how) Unit Price in Figures Written Arborist Reports $ COSTPROPOSAL RFP. NO 2024-24 Resitograph testing Ground Penetrating Radar Air spade Services Fumigation Services Fertilization Services Level 1, 2 and 3 Risk Assessments Soil Testing / Soil enhancements Citywide tree risk survey (Per Tree) GPS Tree Inventory — (per 1000 tree sites) Cost per 1000 tree sites collected including vacant sites PLANT HEALTH CARE SERVICES Tree Canopy Spraying from ground level per diameter inch Tree Canopy Spraying from aerial tower per diameter inch Description: Foliar hydraulic spraying of recommended material.) Insecticide or Fungicide Trunk Banding per diameter inch Description: Trunk spray of recommended material. PGR Trunk Banding per diameter inch $ Description: Trunk spray of recommended material to regulate plant growth. Insecticide or PGR Soil Application (Cambistat) per diameter inch $ Description: Recommended insecticide soil injection or drench material to regulate plant growth. Insecticide or Fungicide Soil Application per diameter inch Description: Soil applied drench of recommended material. Soil Injection Fertilization per diameter inch Description: Soil applied injection of recommended material. Soil Drenching Fertilization per diameter inch Description: Soil application of recommended material. Trunk Injection (Insecticide/Miticide) per diameter inch Description: Trunk injected recommended material. Trunk Injection (Fungicide) per diameter inch Description: Trunk injected recommended material. Trunk Injection (Insecticide & Fungicide Combo) per diameter inch $ Description: Combination of one-time trunk injection of two recommended materials. Avermectin Class Insecticide Injection per diameter inch $ Description: Recommended trunk injection of Emamectin benzoate active ingredient. Attachment C West Coast Arborist, Inc Proposal IF • a `*41OWN, P4 At .1 Tree Care Professionals Serving Communities Who Care About Trees July 23, 2024 City of Rosemead Attn: Chris Camacho 8838 E. Valley Boulevard Rosemead, CA 91770 RE: RFP No. 2024-24 Tree Maintenance Services Due: Wednesday, July 24, 2024 at 10:30AM To whom it may concern; www.WCAINC.com Thank you for allowing West Coast Arborists, Inc. (WCA) the opportunity to submit a proposal for tree maintenance services for the City of Rosemead. WCA is a family-owned and operated company employing over 1,200 full-time employees providing various tasks to achieve one goal: serving communities who care about trees. We have reviewed, understand, and agree to the terms and conditions described in this RFP. We also hereby acknowledge that we meet the minimum requirements and responded to each of these requirements to the best of our ability. WCA's corporate values include listening to customers and employees to help improve services offered. By establishing clear goals and expectations for the organization, supporting its diverse teams, and exchanging frequent feedback from customers and employees, we are able to provide 'gold standard' tree care services. WCA's top management team has created a culture where employees become accountable for actions and results. Our Tree Care Industry Association (TCIA) company -wide accreditation is evidence of the commitment WCA has to our safety and training programs, customer satisfaction and our capacity to maintain industry standards. WCA has a 52-yeartrack record of working for more than 350 California and Arizona municipalities as well as other various agencies. Our company has been in business since 1972 and is licensed by the California State Contractors License Board under license #366764. We have held this license in good standing since 1978. The license specializes in Class C61 (Tree Service), Class C27 (Landscaping), Class C49 (Tree and Palm), and Class C31 (Traffic Control). We currently employ over 95 Certified Arborists and over 155 Certified Tree workers, as recognized bythe International Society of Arboriculture. WCA is also registered with the Department of Industrial Relations (DIR) for Public Works projects, our registration number is 1000000956. All work will be performed in-house; no subcontractors will be used. Our employees will operate from our Anaheim Office located at 2200 E. Via Burton, Anaheim, CA 92806. For questions related to this proposal and who has the authority to negotiate/present please contact Victor Gonzalez, V.P. Business Development, at (714) 991-1900 or at vaonzalez@wcainc.com. Gonzalo Regalado, Area Manager, will be assigned to this project should WCA be awarded a contract. He can be reached at (626) 255-7618 or aregaiado wcainc.com. Sincerely, Z L neyresident COVERLETTER ........................ ..................... .................................................................................... 2 TABLEOF CONTENTS.......................................................................................................................3 SECTION 1. APPROACH AND SCOPE OF WORK.........................................................................4 Scopeof Work..........................................................................................................................5 Implementation, Quality Control and Safety.......................................................................8 Technology and Information Management......................................................................15 EquipmentList........................................................................................................................18 SECTION 2. PROJECT TEAM, KEY PERSONNEL AND RESUMES...................................................20 OrganizationChart................................................................................................................21 KeyPersonnel.........................................................................................................................22 SECTION 3. COMPANY QUALIFICATIONS...................................................................................27 CompanyExperience...........................................................................................................28 SECTION4. REFERENCES..............................................................................................................32 CustomerReferences............................................................................................................33 SECTION 5. STANDARD CITY CONTRACT AND INSURANCE REQUIREMENTS ...........................34 ComplianceStatement........................................................................................................35 Evidence of Insurance Certificate.......................................................................................36 SECTION 6. ADDENDA ACKNOWLEDGEMENT...........................................................................37 Addendums............................................................................................................................38 COSTPROPOSAL..........................................................................................................................39 SECTION 1 Approach and Scope of Work Comprehensive tree services in more than 300 communities. Pruning Safety Planting Plant Health Removal Reclamation � Jo = f Technology Community Civic Partners Emergency Environment NNOW WrC*WW. Scope of Work Grid Tree Pruning Grid tree pruning is based on pruning in pre -designed districts, or grids on a set cycle and in its entirety. This includes pruning all trees (small, medium, and large-sized.) Pruning will include structural pruning, crown raising, and slight crown cleaning in accordance with the standards set forth by the International Society of Arboriculture Pruning Standards (Best Management Practices) and shall have no more than 15% of the live foliage removed at a given time. Special Request Tree Pruning Special Request Tree Pruning includes tree maintenance services on designated tree(s) as ordered by the City's Arborist or designee. This category of pruning may include structural pruning, crown raising, crown cleaning and/or pruning to restore the crown. Whichever work type is ordered by the City, pruning will be performed in accordance with the standards set forth by the International Society of Arboriculture Pruning Standards and the Best Management Practice, Tree Pruning Guidelines. Trees that are identified for a Special Request Tree Prune shall have approximately 25% of the live foliage removed at a given time. Pruning to reduce the tree's crown (or Crown Reduction Pruning) may be performed when conditions within the crown of a hardwood tree are such that the overall canopy mass and excessive wood weight needs to be reduced. This type of prune is performed when the City's primary objective is to maintain or improve tree health and structure and will be charged at the Crew Rental rate as agreed upon by the City and WCA. Line Clearance Trees that interfere or have the possibility of interfering with utility lines vAll be trimmed in a manner to achieve the required clearances as specified and in accordance with the California Public Utilities Commission. It is our goal to protect the current health and condition of the tree and to maintain its symmetry and direct growth away from the utility lines. Young Tree Maintenance (Optional) Proper pruning and care during the early stages of the tree's life will save money in the future, and create a safer, more beautiful, healthy, easy -to -maintain tree. We believe that tree care that is performed early will affect its shape, strength and life span. Our specialized small tree care team consists of certified personnel trained to perform the following under the hourly rate: • Selective structural pruning • Removal of dead, interfering, split and/or broken limbs • Pre -conditioning the water retention basin built around the tree • Staking or re -staking • Adjusting tree ties Adjusting trunk protectors • Weed abatement vNcb* C� ,� Root Pruning We strongly recommend against any root pruning, however, should the city elect to proceed, we recommend that it be done no closer than 3 times the diameter of the trunk. Roots will be pruned to a depth of approximately 12 inches by cleanly slicing through the roots, so as not to tear or vibrate the root causing damage to the tree. The excavated area will be backfilled with native soil and debris will be hauled away. This is performed under the hourly rate. Tree and Stump Removal Operations With a minimum of 48 hours advanced notice, WCA will inform Underground Service Alert (USA) of the location of work for the purpose of identifying any and all utility lines. The removal process consists of lowering limbs delicately onto the ground to prevent any hardscape damage. Immediately following the removal, the stump will be ground down, if ordered to do so and with proper USA notification. Our standard stump grinder is the Vermeer SC802. This stump grinder is ideal for any size job and can be used to grade large stumps. We also use the Dosko SC69 stump grinders. These are intended to remove tree stumps and exposed root systems close to ground level. Tree removal and stump removal are to be charged separately in accordance with the contract. Tree Planting We can replace trees that have been removed and plant new trees in accordance with the City's specifications. We are prepared financially and logistically to acquire and purchase selected tree species for tree planting. At a minimum of 48 hours in advance we will inform Underground Service Alert (USA) of the location of work for the purpose of identifying any and all utility lines. A well-trained planting team will perform the soil preparation and installation of the tree. Tree Watering Tree watering will be performed by a full-time, WCA team member on various routes, when requested by the Agency. This team will also be responsible for reporting special care needs to the small tree care team. This could include reporting weeds, soil that has settled, and/or staking and tying needs. WCA currently provides tree watering in the cities of Culver City, Santa Clarita and Santa Monica as part of their regular tree maintenance services. Emergency Response We are prepared for emergency calls 24 hours a day, 7 days a week, including holidays. The toll free number is 866 -LIMB -DOWN (866-546-2369). This number will be provided to the Agency, Police Department and/or Fire Department. Our emergency response team will do what is necessary to render the hazardous tree or tree -related condition safe until the following workday. NNi West Coast Arborists, Inc. Crew Rental Due to our vast amount of resources, including our specialty equipment and qualified personnel we are able to extend our commitment to our customers by providing various miscellaneous services outside of the most common tree maintenance services: • Misc. use of aerial towers and cranes (including equipment rental) • Crown reduction • Crown restoration Arborist Reports We have full-time Certified Arborists on staff that can prepare detailed arborist reports, tree evaluations and site inspections based on your specific needs. Reporting can be generated for one tree or an entire selection and is handled on a case-by-case basis. Plant Health Care Tim Crothers, Plant Health Care Manager • ISA Board Certified Master Arborist WE -7655 BUM • DPR Qualified Pest Control Applicator #145321 • QAL Category B & D WCA provides the technology, management, and civic experience that makes it the preferred tree management partner across the West. Our PHC program managed by Tim goes beyond standard chemical applications. We have developed an efficient Integrated Pest Management Program (IPM) that requires diagnosis before treatment. WCA is staffed with licensed applicators and advisors that are environmentally conscious as well as compliant with the California Department of Pesticide Regulation. This service allows us to provide you with: • Proper diagnosis based on on-site inspection with laboratory testing when necessary Proactive and preventative recommendations that reduce the amount of potential pest and disease issues Follow-up evaluations to ensure that the recommended treatments result in a healthy and balanced urban forest NNC:. West Coast Arbonsts, Inc. Implementation, Quality Control and Safety Implementation Plan To ensure the quality of work and the level of service expected, WCA abides by a well-defined quality control plan that incorporates the following: • Certified personnel • Safety • Pruning specifications and guidelines Sound equipment Public relations Proper traffic control • State-of-the-art communication systems Area Manager: Gonzalo Regalado ISA Arborist Certification #: WE-9952AT Special shifts including weekends and evenings can be arranged in accordance with the Agency's specifications. TCIA CTSP #459653 ATSSA Traffic Control Technician #459653 The project Area Manager will be the central point of contact and will work cooperatively with Agency staff, local residents and business owners, etc. The Area Manger will provide overall field supervision and crew management. Daily Management Daily management will consist of, but not be limited to: Email notification complete with location, crew, equipment type, and work description Supervise crew personnel to insure proper pruning standards are followed in a safe manner Traffic control setup and maintenance of work zone • Ensure work area is left free of debris at the end of shift Maintain record of work completed each day • Maintain good public relations at all times • Provide immediate notification to Agency Inspector upon damage of personal property including a plan for corrective measures to take place within 48 hours Weekly Management Weekly management will consist of, but is not limited to: Weekly inspection of work completed Meet with the Agency to review work schedule and progress • Insure standards of pruning are performed in accordance with Agency specifications • Maintain open communication NNC,0647 West Coast Arbonsts, Inc. Scheduling of Work The Area Manager is responsible for scheduling work which shall conform to the Agency's schedule of performance. We recommend equal distribution of work throughout the course of the fiscal year. Notifications will be provided to residents prior to the start of pruning operations in said area. All work will be performed in a cooperative manner as to cause the least amount of interference or inconvenience. Public Notification Upon Agency staff approval, WCA will post a door hanger notice prior to commencement of grid pruning (within 24-48 hours). After tree plantings, door hangers will be provided to residents instructing them on the proper care for their newly planted tree. For more comprehensive outreach we can also submit a press release for special projects or routine maintenance. The Agency may modify the procedures and materials to which we notify residents. Communication Systems Our use of modern and reliable communication systems affect our daily job performance by increasing our efficiency. Management and Field Personnel utilize smart phones as both navigational and communication devices in the field. Smart phones have proven to be a convenient method to input data as related to tree inventories, daily work records, timesheets, photos, and billing information; eliminating the need to handwrite data and improving customer service by minimizing response time. Permits and Licensing WCA will procure a City Business License as necessary, and any "no -fee" permits prior to commencement of work. Permits (i.e., encroachment, traffic control, etc.) requiring fees will be charged back to the Agency. Right -of -Way All work will be performed in the public right-of-way. Employees will not utilize private property for eating, breaks or any other reason or use water or electricity from such property without prior written permission of owner. Cooperation and Collateral Work WCA will give right to operate within the project to the Agency workers and/other contractors, utility companies, street sweepers, and others as needed in a cooperative effort to minimize interference in daily operations. Project Site Maintenance Work site will be left free of debris at the end of each workday. We will not discharge smoke, dust, or any other air containments in quantities that violate the regulations of any legally constituted authority. O Work request received from Customer Formation posh public notices Customer marks trees for USA L nomles resident Area Manager schedules wok, Informs the Agency L gives walk order to Foreman Work request received from Customer ��Ienlessr_r Crew Performs, work L hangs free care door hanger Emergency request received from Customer Crew sends notification L photos to Agency L Supervisor Marwork Is complete CSR emotes a work order L Area Manager schedules the gives to Area Manager work L Informs the Agency �r Foreman completes (yew Palo work work order L Inventory: Men esbrslis to office Work request received from Customer Crew performs work CSR prepares work order L orders free(&) from Nunery Manager Foreman compMtes work order L Inventory; Men toms In On -Cal Supervisor dispatches Emergency Crew N applicable.-� return to site nerd day to complefe work Work requesl received CSR oeales a work order i from Customer gives to Area Monager Ise"e'es"aee"eeser. PNC Advkor/Applcala posh- h.otor pubic MMces PNC Advkw/ApP'_ C. nestlstli Performs work CSR emotes work order L contacts USA 48 hours In advance of work Forenoon co CSR gives work order to Area Manager to schedule work i inform the Agency CSR classes walk order: =rig Department Proposes Invoke Supervisor creates work order i sends to Foreman err�rse Foreman completes work order L Inventory: Men from, In Area Manager schedules the work i Informs the CRY PHC Advisor/Appbcotor completes work «dei i Inventory: then turns in Work order Is given to the Foreman CSR cbses work ordw, Mg Department prepares Invoke Work order is given to the Area Manager Work order Is given to the Foreman Processes L Prepares invoice Crew performs necessary work to ensure safety Work older Is given to the I PMC Advisor/ Applicator rrej CSR closes work «der; Billing Dept prepares invoice qf In case of emergency AFTER normal business hours: 866.546.2369 Leave a message, if you do not receive a call back within 10 minutes, call the following contacts in order: Jorge Jiminez, Foreman 714.863.1559 Jose DelReal, Supervisor 714.231.3342 Gonzalo Regalado, Area Manager 626.255.7618 AFTER confirmation from on-call Manager, you can email multiple locations to: LimbDown@WCAlnc.com Normal Business Hours 714.991-1900 0 TREE CARE PROFESSIONALS Nom' West Coast Arborists, Inc. Quality Control Feedback WCA regularly receives and tracks feedback from customers and residents as a means to acknowledge good performance and provide prompt resolution for any negative comments. Every month, a summary of the feedback is then reviewed by the management team. Customer Service Department As we work with, or near, the public, we are mindful that we will most likely be the first person the public contacts. We have a full-time Customer Service Department with each Customer Service Representative (CSR) trained in addressing concerned residents and bystanders. Complaints & Damage Resolution Should there be any property damage, we adhere to specific procedures to resolve the problem. The Foreman on the job site will notify the resident and the Inspector immediately. a. psi `` $ANI'A CLARITA If the resident is not at home, then we will leave a WCA card with instructions to call our Claims Coordinator in our corporate office. The ultimate goal at each work site is to leave the property in the same condition as before we entered it. We will notify the Agency Representative immediately upon damage of private property including plans for corrective measures to take place within 48 hours. Any activities found by the Agency to be unacceptable will be rectified immediately. All other complaints will be abated or resolved within twenty-four (24) hours of the occurrence. We have teams specifically assigned for handling damage to properties, both private and public. Through our communication system, we have the ability to dispatch either of these teams and have them respond immediately to the site for proper repair. We pride ourselves on professional workmanship to avoid these types of incidents, however, should one occur, we take all appropriate measures to resolve the matter in a timely and efficient manner. Protection of Public and Private Property WCA will provide all safety measures necessary to protect the public and worker within the work area. We will maintain good public relations at all times. The work will be conducted in a manner which will cause the least disturbance. 12 e w«r c•m ae•d•n,1- Safety & Training Safety Program Safety standards are top priority at West Coast Arborists, Inc. Our line of work demands that all work is performed in a manner that provides the maximum safety to the general public as well as our employees. Our crews are instructed to follow the safety standards of ANSI Z133.1 as well as Cal -OSHA requirements. We have one of the most extensive safety training programs in the industry. We provide our employees with state -of -the-art training tools and instructional sessions company wide. Our insurance carriers and Cal -OSHA have recognized us repeatedly for out- standing safety training efforts. We have a full time Safety & Training Manager, Dane Jensen, that is professionally trained in the field of horticulture. As WCA's Training Manager, Dane is responsible for staying up-to-date on all tree -related industry standards as related to safety and the wellness of our employees and the public in which we serve. Training materials are regularly reviewed and updated to ensure WCA employees receive the proper education, instruction and hands on experience needed to perform their day to day activities safely and efficiently. Training topics include a full -circle from proper pruning techniques, arboriculture, to customer service and everything in between. • ISA Certified Utility & Municipal Arborist #WE -12014A • ISA Skills Test Evaluator—TW Climber • TCIA Certified Treecare Safety Professional #3303 • ISA Tree Risk Assessment Qualification #E4068 • American Heart Association BLS and First Aid Instructor Our line of work demands that all work is performed in a manner that provides the maximum safety to the general public as well as our employees. Public Convenience and Safety WCA will comply with any and all local sound control and noise level rules, regulations, and ordinances which apply to any work performed in the contracted area. All work will cease by 5:00 pm or as directed by the Agency (excluding emergency services). 13 Employee Training Program West Coast Arborists, Inc. provides an extensive in-house training curriculum for all employees to broaden their knowledge of the arboriculture field of study. Included in this training are the ISA standards, both Treeworker and Arborist study programs, and a variety of Tree Care Industry Association home study programs. We also offer training courses to our staff in areas of customer service satisfaction, maintaining professional conduct, and Qualified Line Clearance Trimmer Training. Our Training and Safety team members are tasked with completing field evaluations of crews and members are on- site to coach and train employees on safe practices. Employees receive performance evaluations at 90 days, 6 months, then annually (or as -needed) after their first year. All employees are provided copies of WCA's Injury & Illness Prevention Program. Traffic Control Traffic control procedures will be set-up in accordance withthe Work Area Traffic Control Handbook (WATCH) and State of California Manual of Traffic Controls as well as the Agency Traffic and Safety Operating Rules. WCA will make adequate provisions to insure the normal flow of Mc traffic over the public streets and park roads. Every effort will be made S R F E R ROADS SAVE LIVES to keep commercial driveways and passageways open to the public during business hours. High visibility arrowboard(s) will be used when needed. Prior to use, the Agency will approve traffic safety equipment and devices. Pedestrian and vehicular traffic shall be allowed to pass through the work areas only under conditions of safety and with as little inconvenience and delay as possible. Unless the work area is totally barricaded or otherwise kept safe, at least one worker will serve to coordinate safe operations on the ground at all times when work operations are in progress. WCA is dedicated to health and safety for trees, employees, and the community. 14 '�� COMMh.tiw Technology and Information Management .ii APBOP' ArborAccess Our tree management program sets us apart from other companies. With nearly 2,000 active users, ArborAccess and our mobile app will help you easily manage your urban forest with ease and convenience. Tree site attributes include location (utilizing GPS coordinates), species type, and parkway size. Features allow you to view and edit work history records and create work orders directly from the field, all from our secure cloud. The information contained in ArborAccess is live data that can also be linked directly to a GIS program, such as ArcView, for geo-coding purposes and can assist your Agency in meeting GASB34 requirements. ArborAccess provides an unlimited resource of information regarding your urban forest. Software Training Our IT Department is based out of our corporate office in Anaheim, CA with regional offices located throughout California and Arizona. Each office has the ability to provide software training to our customers. We are also available to provide training sessions on-site at the customer's discretion. On-site training is proven to be effective as it provides a guided hands-on experience. We offer periodic tree maintenance and management workshops each year. These free workshops are provided to our customers regionally and educate over 250 people annually. They have proven to be a great round -table and networking opportunity for the different agencies in attendance. Presentations are provided by WCA management staff and complimented with guest speakers in the industry. Certified Arborists and Tree Workers who attend are eligible to receive continuing education credits (CEU's) from the International Society of Arboriculture. The success of any urban forest program depends on the proper management of information. Unlimited telephone and/or email support is available to answer technical questions and aid staff in the use of the software system. Software training and support is included in the cost associated with the inventory data collection. List Tracking System The List Tracking Report in ArborAccess is a useful tool in the management of incoming work. This report allows both parties to track specific jobs as they are ordered by the Agency. Proper use of this system enables the Agency and WCA to track the completion of work that is ordered. 15 Billing WCA, Inc. operates a modern invoicing system that is updated on a daily basis. Progress billings will be submitted to the Customers on a bi-weekly basis, unless otherwise requested. Invoices will reflect an amount complete for the billing period, along with a year-to-date total for that job. Each billing will include a listing of completed work by address, tree species, work performed and appropriate data acceptable to the customer. This information will be supplied in hardcopy and immediately accessible on ArborAccess. Job balances reflecting the percent of completion for each job can be viewed on ArborAccess. Sample Management Tools: Detailed Tree Site Characteristics The advanced technology provides a valuable tool to urban forestry professionals by displaying specific tree site information along with a representative photograph of the species type and a recommended maintenance field. ArborAccess' built-in quality control features assist in data accuracy. As maintenance is performed, the work history is updated and accompanied with bi-weekly invoices. This process eliminates the need for dual - inputting and helps keep the tree inventory current and accurate. Maintenance Records Accurate maintenance records for each location oftentimes can assist the Agency with liability claims. Maintaining a detailed history of the work performed at each location demonstrates good faith in preserving its urban forest. It is imperative that work requests are pulled from the system prior to the work being performed, otherwise inventory accuracy is not guaranteed. 16 N00" r' , West Coast ArCorists, Inc. Sample: Species Frequency Report The Species Frequency report can assist your Agency in identifying the tree population within the urban forest. This type of information is valuable in the event of an insect infestation, deadly disease, or even estimating future maintenance costs. In addition, an analysis can be performed to evaluate the history of the performance of a particular species within your Agency. Inventory View Invoices Job Balances Green Waste Work History Work Type by District DBH Frequency Height Frequency Batanrcal aonam Total Maprn:a pranGinc�a ulm s Parnrcma lSOIirHERN MAGNOW, ;CHINESE ELM I 4,256, 3.857 Lar;&370ema Moira iCRW MYRTLE 2,638 Jacaranda mwnowona CY+nw"mum campnura JACARANDA CAMPHOR TREE 1.927 1,456 MMus aananpn5t5 CANARY rSRAND PINE 1,401 SC15nu9 leredMlYroIh15 BRA211JNti PEOPER 1.129 QL*(CU9 Tex HOLLV CW( 1.077 cupartwpsa anacaNimam iCANRlOTWCM 905 LTphmteman mnrvtus 3RSEIAM Bax 636 Other 7atal Tree4 OTHER 14,33 33,811 District Frequency Species Frequency (sample above) All Tees at an Address Estimated Tree Value WCA helps agencies understand and manage their canopy by sharing inventories, insight, and data. 17 N kAi 7' West Coast Arbortsts, Inc. Equipment List Our modern fleet undergoes daily inspection prior to use to ensure efficiency and safety. All equipment is routinely serviced, painted, and detailed. All equipment used during the duration of this project will meet state and federal safety requirements and have all up-to-date certifications, as required. CHP Biennial Inspection of Terminal CerFificafion We have successfully been awarded the CHP Biennial Inspection Award of Recognition. This inspection has assisted our company in instituting several safety programs, as well as our Preventative Maintenance Program utilized by our in-house fleet department. The inspection reviews our vehicle maintenance and repair records, our procedural methods and policies for vehicle maintenance and operations. This certification ensures that our vehicles operate safely. Telematics (GPS) WCA has partnered with Geo -Tab to provide GPS units on all vehicles and equipment. This investment has given us and our customers the following benefits: Fick Up Trucks Aerial Lift Devices 95ft Aerial Devices Dump Truck: Flat Beds Field Service Tru 6 : Arrowboards ATVs Stump Grinders Loaders Rubber Track Loader Root Pruners Roll off Trucks sawmill Log Skidder Back Hoes Brush Chippers Crones Toyota Prius Toyota Yari=_ Ford CMAX 389 358 18 224 Modern 45 consisfir 32 ' 98 24 piece 67 equilorr 96 1 2 54 3 4 1 159 6 Am8 9 4: • Provide faster response times and more efficient routing allowing us to service more customers • Lower operational costs by optimizing our fleet size, reducing labor, overtime, and insurance, and minimizing costly vehicle repairs Decrease fuel use by monitoring fleet fuel -arYo wumrory economy and saving on unnecessary fuel expenditures • Reduce emissions by helping drivers improve their habits such as speed and idle time, and reducing total miles driven which will significantly reduce harmful greenhouse gas emissions • Improve dispatching with landmarks and driving directions, GPS units helps us to better dispatch so that we can service more customers, faster • Recover stolen vehicles reducing liability costs which can be passed on to customers • o J V �„• ® Oate:v]dMJ]-o: :12I3MM1 status: orm,q b JroJ-1703 ruemoo uaxw rwanen G9l0Jl VSA 18 Nom`` West Coast Arborist., Inc. IN-HOUSE FLEET MAINTENANCE We currently have more than 1,600 pieces of fairly new equipment that enables us to replace equipment immediately should there be any unforeseen mechanical problems. We employ over 50 full-time mechanics that perform an in-house fleet maintenance program. This allows our equipment to be in good operating condition necessary for accomplishing the City's needs. Our mechanics generally work on one particular line of equipment, and by keeping our equipment as uniform as possible our mechanics really get to know the equipment inside and out minimizing down time. Equipment is assigned to different crews and if the crew is shared with another contract the equipment will be as well. PREVENTATIVE MAINTENANCE PROGRAM All WCA equipment goes through our Preventative Maintenance program. From our solar powered arrow boards, to our Freightliner Roll Off trucks. Our mechanics generally work on one particular line of equipment, and by keeping our equipment as uniform as possible our mechanics really get to know the equipment inside and out minimizing down time. SUSTAINABILITY Over the last few years, we have invested heavily in new equipment to keep our fleet modern, comply with state requirements, meet demand, and reduce our effects on the environment. We understand with a fleet as large as ours that we are responsible for the amount of emissions our vehicles produce and actively make an effort to monitor and reduce our carbon footprint. Through our ability to -s, dedicate specific pieces of equipment for this project, we believe it will lead to a successful program. 19 SECTION 2 Project Team, Key Personnel and Resumes Comprehensive free services in more than 300 communities. lot o o-_ Pruning Safety Planting Plant Health Removal Reclamation I E3ZE3- f f Technology Community Civic Partners Emergency Environment NSG Wast Coast ANonsts, Inc. Organization Chart Organization Chart - Project Team RegionaiManager Nick Alago (714)920-0558 1 Area Monger Gonzalo Regaladoi626) 255-7618 Area Supervisor PHC ManagerCustomer service Rep Tim Crotben ( lose Dekeelre714) al 42 Dolzy Castro 1714)412-1990 a%6- (714)991.1900 GIS Manager Andrew Pinedo 1714) 991-190D Project Foreman - Project Foreman - - ia"W000- free Pruning Planting 1 Field Personnel Field Personnel - ANdj1'leiQr4NN 21 Ni West Coast Arborists, Inc. Key Personnel Introduction West Coast Arborist's (WCA) is a company comprised of a management team and a safety committee. Staff members have diverse educational backgrounds including accounting, business administration, engineering, and forestry. Staff members have dtvers educational backgrounds including accounting, business administration, engineering, and forestry. Work Force WCA actively maintains ongoing processes to assure that only qualified and competent staff provides safe and quality tree maintenance services. These skilled employees can only be achieved through both training and work experience. We believe that essential experience should always be obtained through qualified supervision; this includes both basic and extended skills. WCA makes every attempt to ensure that this is undertaken before performing work, leading a crew, or career advancement. The work performed on this contract is routine, recurring and usual. The work includes watering, trimming, pruning, planting, removal and replacement of trees and plants, and servicing of irrigation. The rates included in the Cost Proposal are based on the current prevailing wage determination for "Tree Maintenance (Laborer)." Certification WCA encourages its employees to get certified through the International Society of Arboriculture, in an effort to raise the standard of professional tree care companies. This standard exemplifies our company's commitment to providing customers with competent, knowledgeable certified workers. WCA employs a large number of ISA Certified Arborists and ISA Certified Tree Workers. Crew Evaluation WCA employees are evaluated through an internal mechanism supervised by our Management Team. Each employee performs their duties according to a criteria -based job description that reflects safety, quality workmanship, productivity, appropriateness of care, problem solving and customer service. A performance appraisal is conducted for each employee upon completion of the probationary period and at least annually thereafter. Each worker is also required to complete a competency assessment and orientation upon hire and annually thereafter in selected areas to assure that ongoing requirements are met and opportunities for improvement are identified. 22 West Coact Arborists, Inc. Meet the Team: Project Team [-1 t.t NICK ALAGO' x Regional Manager/V.P. fiHii W a' Mr. Alago has been with WCA since 1999. He has nearly 35 years' experience in the arboriculture field. He started with WCA as a Foreman and was continuously promoted, reaching the status of Area Manager. For over 10 years, he excelled as an Area Manager for the Inland Empire and was promoted in 2020 to Regional Manager. As a Regional Manager for the Los Angeles and Inland Empire areas, he oversees the operations and provides support to the Area Managers. His extensive knowledge of the urban forest is a columniation of experience and continued education as well as certification that is offered in the industry. • ISA Certified Arborist Utility Specialist #WE-4396AU • TCIA Certified Treecare Safety Professional #250 • ISA Tree Risk Assessment Qualified TLC Wildlife Area GONZALO REGALADO Mr. Regalado has over 20 years' experience in the tree care industry as he joined WCA, Inc. in 2002. During his career, he has earned many promotions within the company; from Groundman to Tree Trimmer to Foreman to Supervisor and now as Area Manager. He has achieved necessary certifications and completes continued education units to maintain his credentials. As an Area Manager, he will be the Agency's main point of contact as he is responsible for providing customer service, estimating work, while managing filed operations and crews throughout the Southeast Los Angeles region. His experience includes managing large contracts such as City of Bell, City of Pico Rivera, City of Santa Fe Springs, and the City of Whittier. • ISA Certified Arborist/Tree Worker Climber Specialist#WE-9952AT • TCIA Certified Treecare Safety Professional (CTSP) #03952 • ATSSA Traffic Control Technician #459653 JOSE DELREAL Project Supervisor s Mr. DelReal has over 10 years' experience working with WCA and currently supervises more than 35 employees in the Southeast Los Angeles region. Responsibilities of the Project Supervisor includes assisting the Area Manager in scheduling, overseeing the crew's daily activities, employee training programs and ensuring proper safety procedures are being followed. Regular communication with the customer and citizens can be expected as related to scheduling, work being performed and any other inquiries that may arise while on the job site. ISA Certified Arborist/ Tree Worker Climber #WE -11231 AT • TCIA Certified Treecare Safety Professional (CTSP) #3514 • ISA Tree Risk Assessment Qualified • TLC Wildlife Aware 23 NIIIIIIIIIIllicaer West coast Artodsts, Inc. Meet the Team: Support Staff TIM CROTHERS Plant Health Care Manager 41 Mr. Crothers has over 20 years of experience working in the horticulture industry. He started working at WCA in 2012 as a supervisor. He was quickly promoted to Area Manager, a role that required him to produce reports as a Certified Arborist as well as train staff and clients in proper tree care, inventory management, landscape design and plant identification. In his role as Plant Health Care Manager, Mr. Crothers supervises arborist services staff and plant health care operations throughout California and Arizona. He oversees the creation of Urban Forestry Master Plans (UFMPs) and is a Registered Consulting Arborist by the American Society of Consulting Arborists. • ISA Board Certified Master Arborist #W E-7655BUM • B.S. Environmental Horticultureal Science • ASCA Registered Consulting Arborist #721 • CA Dept. Pesticide Regulation QAL #145321 B, D • ISA Tree Risk Assessment • Qualified & TLC Wildlife Aware ANDREW PINEDA GIS Manager Mr. Pineda has been with WCA since 2018. As WCA's GIS Manager, he works on a wide range of projects including tree inventories scope and collection, Tree analysis, tree canopy assessments, tree planting prioritization, ArborAccess training, grant funded tree planting projects, and much more. He was worked with tree inventories of all sizes from small campus inventories with less than 5,000 trees to large California cities with over 140,000 trees. He has in-depth knowledge and understanding of tree inventories, urban forestry best practices, and spatial data and works closely with office and field personnel to ensure tree inventories, reports, and analysis exceed customer expectations. • ISA Certified Arborist #WE -12738A • FAA UAS Part 107 Remote Pilot • M.S. Geographic Information Science (GIS), CSU Long Beach • B.A. Environmental Science, Boston University DAIZY CASTRO a,' Customer Service Rep. € ti As the CSR (Customer Service Representative), Ms. Castro is responsible for providing support to the Area Manager, Site Supervisor and crew. She is to act as a liaison between the company and it's clients as well as the general public. Ms. Castro is responsible for responding to customer service inquires and facilitating contracting functions, such as: mapping, underground service alert, data entry, field book preparation, list preparation, etc. 24 \/VC/- , West Coast Arborists. Inc. 13 offices with prestigious Tree Care Industry Association (TCIA) accreditation s D LiUNAle L hes forced a siccessful partnership With the Laborer's lint emotional Union of North America. HIGHER EXEMPLARY SUPERIOR STANDARDS © TRAINING B EMPLOYEES. ISA CERTIFIED ISA Board Certified Mader Arborish Ivtichael Polat #WE -6541 BUTA Kelley GPleran #WE -7061 B Tim Crothers *WE -7655 BUM Joseph Bartolo #WE-2034BU Eugene Bordson #WE -10777 BT Rebecca Melia #WE -23558 Jeffrey Crain #WE -66588 Stuart Hupp #WE -11395B 3 ASCA Consulting Arborists GMSC RCATim r others RCA #721 Kelley Gilleran RCA 0668 AmericanSociety of ArboricuBure Registered Conw#ing Arbmish O • ISATr9e Risk Assessment WCA Certifietl Utility Une ISACertitietl Utlitty TCIACeriified Treecare Safety ISA!,lunidpal Specialists Nursery in Placentia& Informaifon Technology Fleet Mechanics NCCCO Certified Quollfled Clearance Workers Speciatlsts Professionals Dedicated Manager Specialists Crane operators 3 ASCA Consulting Arborists GMSC RCATim r others RCA #721 Kelley Gilleran RCA 0668 AmericanSociety of ArboricuBure Registered Conw#ing Arbmish Leo Tuehman RCA #771 Setting the Gold Standard Plant Health Care WCA has developed an exemplary Plant Health Care Program that goes beyond standard chemical applications. We maintain in-house State Certified qualified pest applicators. ,• California Department of Pesticide Regulation (DPR) WCA has 1 Advisor (PCA) and 10 Applicators (QAL) on staff. L Executive Staff From marketing, contract administration, field and fleet management, to information technology, our Executive Staff is involved in the day-to-day operations supporting each Project Team and customer to ensure the highest quality of tree care is being achieved in the industry. Patrick Mahoney President Chris Crippen V.P. - I.T. Nick Alago V.P. - SoCal Region Setting the Gold Standard Richard Mahoney Secretary Rose Epperson Andrew Trotter Treasurer V.P. - Field Operations Victor Gonzalez V.P. - Business Development Michael Palat V.P. - SoCal Region Debbie DePasquale Jason Pinegar V.P. - Internal Operations V.P. - NorCal Region 26 SECTION 3 Company Qualifications Comprehensive free services in more than 300 communities. Pruning Safety Planting Plant Health Removal Reclamation 1000 /�Zx 0 Technology Community Civic Partners Emergency Environment NNC�ir West Coast Arborists, Inc. COMPANY INFORMATION President: Patrick Mahoney Organization Type: Corporation Established: 1972 Federal Tax ID: 95-3250682 DIR Registration: 1000000956 Members of Laborers' Union: UUNAI SAM Entity ID: CFJMVMJ9NSD1 Website: wcainc.com CORPORATE OFFICE 2200 E. Via Burton St. Anaheim, CA 92806 REGIONAL OFFICES Escondido, CA Fresno, CA Indio, CA Ontario, CA Phoenix, AZ Riverside, CA Sacramento, CA San Diego, CA San Jose, CA San Francisco, CA Santa Clarita, CA Stockton, CA Ventura, CA CONTRACT ADMINISTRATION Victor Gonzalez, Vice President Corporate Office Phone (714) 991-1900 Fax (714) 956-3745 Email: vgonzalez@wcoinc.com FIELD MANAGEMENT Gonzalo Regalado, Area Manager 2200 E. Via Burton Anaheim, CA 92806 Phone (714) 991-1900 Fax(714)956-3745 Email: gregalado@wcainc.com Setting the Gold Standard Company Experience WEST COAST ARBORISTS, INC. (WCA) is a family-owned and operated union company employing over 1,200 full-time employees providing tree maintenance and management services. We are proudly serving over 350 municipalities and public agencies. We provide superior and safe tree care operations seven days a week, 24 hours a day throughout California and Arizona. OUR VISION As a corporate citizen, WCA's responsibility and accountability are to the communities where we do business. We hold ourselves to the highest standards of ethical conduct and environmental responsibility, communicating openly with our customers and the communities in which we work. It is our goal and vision to lead the industry in state-of-the-art urban tree care and management services. 10076 CUSTOMER SATISFACTION Customer satisfaction is our top priority. We guarantee your complete satisfaction with every facet of our services. Our dedication to customer service has earned WCA a reputation unrivaled in the industry for dependability, integrity, quality and courtesy. We authorize our employees to do whatever is necessary to achieve the highest quality results. We know that high quality work saves our customer's valuable time and is far more cost effective if we do our work properly the first time. We are committed to courteous and prompt customer service to fully resolve any issue. O '1/ 95+ ISA 50 Years Experience 1,200+Qualified certified Arborists (Similar Size &Scope) Employees O 19 Accredited by TCIA Local Office 8 Yard 1600+ Pieces of (Anaheim & Placentia) Equipment (Owned) 28 West Coast Arborists, Inc. Corporate Capabilities West Coast Arborists, Inc., is committed to successfully completing each project in accordance With the specifications, budget, schedule and with the highest quality of service. Our customers' satisfaction is a direct result of our means to carry out each project. Listed below are some of our corporate capabilities, which not only provide a sense of comfort and confidence to our customers, but also assure them of our continuous ability to carry out the duties of managing their urban forest. • In business continuously and actively since 1972 • Contractor's License C61 /D49, C49, C27, C31, C21, A & B • Over $8,500,000 line of credit available • Annual financial audits available upon request • Bonded by ARCH, an A+ rated company 1,200+ employees 350+ contracts with public agencies • 95+ Certified Arborists • 155+ Certified Tree Workers Active Memberships: Tree Care Industry Association (TCIA) International Society of Arboriculture (ISA) League of California Cities (LCC) California Parks & Recreation Society (CPRS) Association of California Cities -Orange County (ACCOC) Maintenance Superintendents Association (MSA) California Landscape Contractors Association (CLCA) • Street Tree Seminar (STS) Drug-free workplace California Urban Forest Council (CaUFC) 14,000 sq. ff. company-owned • Headquarters (Anaheim) American Public Works Association (APWA) • Department of Agriculture Nursery license • Avg. 712,000 trees pruned annually over past 3 years • Avg. 46,000 trees removed annually over past 3 years Avg. 20,000 trees planted annually over past 3 years • Avg. 250,000 trees inventoried annually over past 3 years • Fully insured with insurance up to $25 million • Federal Tax ID #95-3250682, current on all taxes and fillings with state and federal government • Sales volume over $190 million annually • Fleet of approximately 1,600 pieces of equipment • • •••• CONTRACTORS _ •.� �Ca STATE LICENSE BOARD '�'�•••� ACTIVE LICENSE ee, 366764 LM CORP D..—ra.. WEST COAST ARBORISTS INC c--,wo C61N49 C27 C21 B C31 C49 Em.on o.. 12/31/24 cs, D r ullTllp D CALIFOLA'IADEPARTMEIT'ICIDL RLCOLAiION w1181AoaRion uM,W ...0 U. put C,s IRm tvwpa. .u�nnw. LICE]SE osn�e mw+e �. C.%M RLi. A'oel.,.:.,,� .�.w.� Contra .R� y um•w.y..wn w, % L AN :IDJ[ vu.R'C'. vtVu. P� ✓..+n 9negam'• NwsL .:ae r.,... [11Uv CStl1M+w RegmtraDon History an,n x3r,e osn�e mw+e C.%M RLi. 29 Setting the Gold Standard rz, rr N144'` West Coast Arborists, Inc. CITY OF AGOURA HILLS CITY OF ALAMEDA CITY OF ALHAMBRA CITY OF ANAHEIM CITY OF ARCADIA CITY OF ARTESIA CITY OF AZUSA CITY OF BALDWIN PARK CITY OF BEAUMONT CITY OF BELL CITY OF BELL GARDENS CITY OF BELLFLOWER CITY OF BERKELEY CITY OF BEVERLY HILLS CITY OF BRADBURY CITY OF BRA W LEY CITY OF BREA CITY OF BUENA PARK CITY OF BURLINGAME CITY OF CAMARILLO CITY OF CARLSBAD CITY OF CARMEL-BY-THE-SEA CITY OF CARPINTERIA CITY OF CARSON CITY OF CERES CITY OF CHINO CITY OF CHINO HILLS CITY OF CHOWCHILLA CITY OF CHULA VISTA CITY OF CITRUS HEIGHTS CITY OF CLAREMONT CITY OF COACHELLA CITY OF COLTON CITY OF CONCORD CITY OF CORONA CITY OF CORONADO CITY OF COSTA MESA CITY OF COVINA CITY OF CUDAHY CITY OF CULVER CITY CITY OF CUPERTINO CITY OF DANA POINT CITY OF DAVIS CITY OF DEL MAR CITY OF DIAMOND BAR CITY OF DUARTE CITY OF EL CAJON CITY OF EL CENTRO CITY OF EL SEGUNDO CITY OF ENCINITAS CITY OF ESCONDIDO CITY OF FILLMORE CITY OF FOLSOM CITY OF FONTANA CITY OF FREMONT CITY OF FRESNO CITY OF FULLERTON CITY OF GARDEN GROVE CITY OF GILROY CITY OF GLENDALE CITY OF GLENDORA CITY OF GOLETA CITY OF GRAND TERRACE CITY OF HALF MOON BAY CITY OF HAWAIIAN GARDENS CITY OF HIGHLAND CITY OF HOLLISTER CITY OF HUNTINGTON BEACH CITY OF IMPERIAL BEACH CITY OF INDIO CITY OF INDUSTRY CITY OF INGLEWOOD CITY OF IRWINDALE CITY OF JURUPA VALLEY CITY OF LA CANADA CITY OF LA HABRA CITY OF LA MESA CITY OF LA MIRADA CITY OF LA PALMA CITY OF LA PUENTE CITY OF LA VERNE CITY OF LAGUNA BEACH CITY OF LAGUNA HILLS CITY OF LAKE ELSINORE CITY OF LAKE FOREST CITY OF LAKEWOOD CITY OF LATHROP CITY OF LEMON GROVE CITY OF LINCOLN CITY OF LIVERMORE CITY OF LODI CITY OF LOMA LINDA CITY OF LOMPOC CITY OF LONG BEACH CITY OF LOS ALAMITOS CITY OF LOS ALTOS CITY OF LOS ANGELES CITY OF MADERA CITY OF MANHATTAN BEACH CITY OF MENIFEE CITY OF MENLO PARK CITY OF MILPITAS CITY OF MISSION VIEJO CITY OF MONROVIA CITY OF MONTCLAIR CITY OF MONTEBELLO Setting the Gold Standard CITY OF MONTEREY CITY OF MONTEREY PARK CITY OF MOORPARK CITY OF MORENO VALLEY CITY OF MORGAN HILL CITY OF MOUNTAIN VIEW CITY OF MURRIETA CITY OF NATIONAL CITY CITY OF NEWARK CITY OF NEWPORT BEACH CITY OF NORCO CITY OF NORWALK CITY OF OAKLEY CITY OF OCEANSIDE CITY OF ONTARIO CITY OF ORANGE CITY OF OXNARD CITY OF PALM DESERT CITY OF PALM SPRINGS CITY OF PALO ALTO CITY OF PARAMOUNT CITY OF PERRIS CITY OF PICO RIVERA CITY OF PLACENTIA CITY OF PLEASANTON CITY OF POMONA CITY OF POWAY CITY OF RANCHO CORDOVA CITY OF RANCHO CUCAMONGA CITY OF RPV CITY OF REDLANDS CITY OF REDONDO BEACH CITY OF RIALTO CITY OF RIVERSIDE CITY OF ROSEMEAD CITY OF ROSEVILLE CITY OF SACRAMENTO CITY OF SAN BERNARDINO CITY OF SAN BRUNO CITY OF SAN CARLOS CITY OF SAN CLEMENTE CITY OF SAN DIEGO CITY OF SAN DIMAS CITY OF SAN FERNANDO CITY OF SAN JACINTO CITY OF SAN JUAN CAP CITY OF SAN LEANDRO CITY OF SAN MARCOS CITY OF SAN RAMON CITY OF SANTA ANA CITY OF SANTA BARBARA CITY OF SANTA CLARA CITY OF SANTA CLARITA CITY OF SANTA FE SPRINGS CITY OF SANTA MARIA CITY OF SANTEE CITY OF SIERRA MADRE CITY OF SIGNAL HILL CITY OF SOLANA BEACH CITY OF SOUTH PASADENA CITY OF SOUTH SF CITY OF STOCKTON CITY OF SUNNYVALE CITY OF TEMPLE CITY CITY OF THOUSAND OAKS CITY OF TORRANCE CITY OF TRACY CITY OF TULARE CITY OF TUSTIN CITY OF UPLAND CITY OF VENTURA CITY OF VERNON CITY OF VICTORVILLE CITY OF VISALIA CITY OF VISTA CITY OF WALNUT CITY OF WALNUT CREEK CITY OF WEST COVINA CITY OF WEST HOLLYWOOD CITY OF WEST SACRAMENTO CITY OF W HITTIER CITY OF WOODLAND CITY OF YORBA LINDA COUNTY OF ALAMEDA COUNTY OF COLUSA COUNTY OF CONTRA COSTA COUNTY OF EL DORADO COUNTY OF FRESNO COUNTY OF LOS ANGELES COUNTY OF MONTEREY COUNTY OF NAPA COUNTY OF ORANGE COUNTY OF PLACER COUNTY OF RIVERSIDE COUNTY OF SAN BERNARDINO COUNTY OF SAN JOAQUIN COUNTY OF SAN MATEO COUNTY OF TULARE COUNTY OF VENTURA COUNTY OF YOLO MOUNTAIN HOUSE CSD ROSSMOOR CSD TOWN OF ATHERTON 30 West Coast Arborists, Inc. FIRM EXPERIENCE Listed below are current contracts valued over $2,000,000 annually. County of Los Angeles Since 2015 $14,800,000 City & County of San Francisco Since 2017 $6,200,000 City of Riverside Since 2018 $4,400,000 City of Long Beach Since 2016 $3,400,000 City of Fresno Since 2001 $3,400,000 Riverside Public Utilities Since 1997 $3,400,000 City of Anaheim/Anaheim Utilities Since 2007 $3,300,000 City of Corona Since 2010 $3,000,000 City of Industry Since 2020 $3,000,000 County of Orange - Parks Since 2014 $3,000,000 City of Sacramento - Parks Since 2016 $2,800,000 City of San Diego Since 2015 $2,700,000 City of Ontario Since 1998 $2,700,000 City of Sacramento Since 2015 $2,500,000 City of Glendale Since 2015 $2,500,000 Glendale Water & Power Since 2015 $2,500,000 City of Santa Clarita Since 2008 $2,400,000 City of Beverly Hills Since 2000 $2,300,000 City of Fullerton Since1998 $2,300,000 City of Santa Ana Since 2015 $2,000,000 Setting the Gold Standard Section 4 References Comprehensive tree services in more than 300 c EMM Pruning Safety Planting Plant Health Removal Reclamation lop* 4ax C"% Technology Community Civic Partners Emergency Environment West Coast Arborists, Inc. Customer References CITY OF MONTEBELLO SINCE 2007 WCA performs various tree maintenance services for the City including the Parks and Public Work. Services include pruning, removals, plantings, and emergency response as - needed. WCA maintains all tree maintenance records in ArborAccess. Contact: James Coiner, Deputy Director Recreation and Community Services 1700 W. Victoria Ave., Montebello, CA 90640 - (323) 887-1200 x378 - icoiner@cityofmontebello.com ANNUAL BUDGET: $531,000 CITY OF WHITTIER SINCE 2005 WCA performs various tree maintenance services for the City and maintains the work ��ttt1ER records for over 22,000 city -owned tree sites including parkway, parks, facilities. The City o` o of Whittier is currently on a 5 year grid trim maintenance cycle. Emergency response is = also provided. Contact: Wayne McBumey, Tree Maintenance Supv. 13230 Penn St., Whittier, CA 90602 - (562) 464-3375 - wmcburnev@citvofwhittier.ora ANNUAL BUDGET: $1,000,000 COUNTY OF LOS ANGELES SINCE 2010 WCA trims nearly 25,000 trees of the county's 500,000 tree population annually. We also �r o. Los perform tree removals and tree planting on an as -needed basis. Part of our work requirements include palm tree inspection and bird nesting inspections as work is performed. vContact: Nathan Birdwell, Tree Superintendent 38126 N. Sierra Highway, Palmdale, CA 93550 (661) 974-7173 x. 257 - nbirdwell@dow.lacountv.aov ANNUAL BUDGET: $8,000,000 CITY OF ALHAMBRA SINCE 1997 WCA performs tree maintenance in several areas including blocks, medians, trails, facilities and parks. WCA assisted the City in developing a Master Plan for the urban forest. In 2012 the GPS inventory was updated to reflect the circumstantial changes v `"Y° effected b the storm damage in 2011. The City's tree population is over 18,500 trees. En�aiAlhambra Y 9 Y� P P Contact: Janell Mothani, Urban Forest Administrator 111 S. First Street, Alhambra, CA 91801 - (626) 308-4874 - imithani@citvofolhombra.ora ANNUAL BUDGET: $800,000 CITY OF SOUTH EL MONTE SINCE 2017 WCA performs various tree maintenance services for the City. The City is currently on a Esc routine annual tree trimming cycle which includes major arterials, residential areas, parks, and facilities. WCA maintains all tree maintenance records in ArborAccess. -- Emergency response is also provided. . Contact: Jose Figueroa, Community Development Director 1415 Santa Anita Ave., South EI Monte, CA 91733 - (626) 579-6540 x3244 - ifigueroa@soelmonte.org ANNUAL BUDGET: $315,000 Setting the Gold Standard 33 Section 5 Standard City Contract and Insurance Requirements Comprehensive tree services in more than 300 c lot Pruning Safety Planting Plant Health Removal Reclamation Technology Community Civic Partners Emergency Environment �x West Coast Arborists, Inc. Compliance Statement West Coast Arborists, Inc. will comply with all aspects of the Agreement and Insurance requirements. We have no negative history to report. 35 Setting the Gold Standard k P' V;� �y' West Coast Arborists, Inc. AGORA Evidence of Insurance Certificate CERTIFICATE OF LIABILITY INSURANCE°"h(="m 99cs7ED4 THIS CERT FM/ITE 15 ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE MOLDER THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY ANEW EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURERS), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPDRTANT: H me oUftmCale mfOr IS an ADDITIONAL INSURED, me P09cy(WS) must MW ADDITIONAL INSURED prOWsions; Or 09 Mooried. N SUBROGATION IS W AHED, SUD*Q tO the terms antl conditions Of U19 policy, cenam policies may mgtAre an endM3ement. A SMtemem MA IMS wrtffke does not COnler rlghrS W the CMtlflC= holder In Ileu of such mdMWe tSl. rnaolKS, coNr HANS Aon Risk Insurance services Nest, Inc. LosA%IPS CA OFIiCe ✓.t. yL Oil: (Pd) a] -I122 Ott, :Iwoj 561-9105 EJYa 70] Yllshre eoalevard suite 26pp aLW1RFN S1 asfOra1NG 90V91AGE NaICi LOS Amglles U 900ll-0 USA INSURED 11NEFA: Hartford Fire Insurance Co. 19682 Nest Coast Mborirts. Inc. POWERS: Navigators Specialty Insurance CaFQJany MMR5 2200 E Via tWrIM Anaheim U 92506 USA 1IaEr1c Miwaina PPmuns.co4n�Am N.000, KWER E: • MGIER F: THE ETD CERTIFY THE POLrAS OF NSURANCE LISTED BELOW HAVE INDICATED. NOTW ITHSTANDNGANY REQUIREMENT, TERU OR CONDITION CERTIFCAT'c MAY BE ISSUED OR MAY PERTAIN. TOE; INSURANCE AFFORDED EXCLUSIOPEANDCONOrTI NSOFSUCH POLICIES. LMITSSHOWN k3AYHAVEBEENREDUCEDBYPABTCLA,'VS. BEEN ISSUED TO THE NSIRiED NAMEDAECVE FOR THE POLICY PERt00 OF ANY CONTRACTOR OTHER DOCUTAENT W RH RESPECT TO WHICH THE BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, Limits shown an, as TR TROP.106 .1 FGILT IYER W 2200 E Via Burton 1119 Anaheim U 92806 USA X C9ISENLyLfiEIEMLl1il1Y x CYLiA ❑ 72ECSS89301 SIO applies Per policy terns 07/01/2024 a condi 07/01/202S ions Encu accDn=ErcE $2.000.01) PPE446E= El axunercv' S1.000. 00 PEC fYP %�Y vva x+ana PELSW_f 6LY lA.t RT f2.90D. OENI•[YaEa•TE WnAPPIl�FSl PER �' Ip uECT 1=ILac anEn Col Ia FPL<OGPE34TE .900. PPmuns.co4n�Am N.000, • A�lalau V x ANr4U1C EL1705 O/NEO AUKS AU106mr aYE04U'06 w"cA EO ONLY YfICeaNLY 72 CSE 589302 07/01/2D24 —07/—DVM cweraDePx.T S2.00:0.000 aoWLv vumrtwNmmt atpLYNAImYp,Y tlEorq PR�RIYwV, (PaFmP • IIW x k29E�t1 x OCv:IR ¢•E6MOE 5Q1IXC2Of91P.IC 0J/O!/2021 07/01/2026 FA:M,Y,LAREN� 1.090. 4oCviEWiF 53.000. wit Ttrlrpx A NOn®1c OaEs6wEl FIRaYIit ElNYl1 TIP 4M'RY[1$7g1; WRn61l FX EQIiNE OiTi®fEBI®iiSLUC®) N fEY1yWFPW P ypewAOl4lW .11tlR DEstliPTYJl10F.mFPMT N)R 7M 9300 Workers CDS AZ U 97/Df/2024 02/01/2W5 X LEm ciATulE EL HLLN•CrICENr f2.ON. ELaiEA9E.EAEWIDPEE f1.00D. EL baE48EPDULYIMIi f1.9W. 760PB1OpMa/ LIXY1Ta11a11Y1)fxaa NOdO teLlalYYM1omFYRgP.OYPb YtlKFe Ye YryWOY P=—igll 11, C19W2015 ACORD CORPORATION. All rights reserved ACORD 25 (2016 03) Tie ACORD name and logo am mgistered marks of ACORD Setting the Gold Standard C. [""'1 PMIWp ANP GF 11E aapYE OEbCi!® POII:Fc Ni wRDELLID BEPoIE TIE EVNQdI OaTE 1NERFOF. PRIDE Nlt Ni aEWVE1ED N ALOOINIII� YI1111 TE N%CIPIgYEIV6 Past Coast Arborists. IIIc. EDn4`INED IEPIEfFNNTrvE 2200 E Via Burton Anaheim U 92806 USA C19W2015 ACORD CORPORATION. All rights reserved ACORD 25 (2016 03) Tie ACORD name and logo am mgistered marks of ACORD Setting the Gold Standard C. [""'1 Section 6 •--�'-170 Acknowledgement Comprehensive tree services in more than 300 < oa=_ Pruning Safety Planting Plant Health Removal Reclamation AO /�Zx (C'"%) ,2 •�: �� _ / f Technology Community Civic Partners Emergency Environment 1-4A.M NNCAOr West Coast Arborists, Inc. Addendums No Addendurns have been issued for this RFP. Setting the Gold Standard COST PROPOSAL RFP. NO 2024-24 COST PROPOSAL The undersigned proposes to famish all materials, supplies, equipment and/or services set forth herein, subject to all conditions outlined in the RFP, at prices indicated below. All applicable services include cleanup and disposal. *All prices are negotiable. Tree Pruning (by Grid) Price per tree to Prune by Grid (4 Year Tree Grid Pruning Option) $ 94.00 Grid tree pruning is based on tree pruning in pre -designed districts, or grids on a set cycle and includes all trees (small, medium and large-sized.) Trees are not excluded from the Grid. Price per tree to Prune by Grid (3 Year Tree Grid Pruning Option) $ 84.00 Grid tree pruning is based on tree pruning in pre -designed districts, or grids on a set cycle and includes all trees (small, medium and large-sized.) Trees are not excluded from the Grid. Tree Pruning (bv Block Price per tree to Prune by Block $ 194.00 Block tree pruning consists of pruning trees along a block segment or "ran" as designated by the City. This is different from "Grid Pruning" where all trees are prune (small, medium and large-sized) within a grid or district. Aesthetic or Service Request Pruning 0" - 6" Diameter Standard Height $ 55.00 7" - 12" Diameter Standard Height $ 100.00 13" - 18" Diameter Standard Height $ 165.00 19" - 24" Diameter Standard Height $ 225.00 2511- 30" Diameter Standard Height $ 285.00 31" - 36" Diameter Standard Height $ 325.00 36"+ Diameter Standard Height $ 325.00 Crown Raise/Clearance Prune Hardwood tree 0" - 6" Diameter Standard Height $ 45.00 7" - 12" Diameter Standard Height $ 45.00 13" - 18" Diameter Standard Height $ 90.00 1911- 24" Diameter Standard Height $ 90.00 25" - 30" Diameter Standard Height $ 120.00 31" - 36" Diameter Standard Height $ 120.00 36"+ Diameter Standard Height $ 120.00 Palm Tree Trimming: Prune Date Palm (Phoenix spp.) $ 285.00 Clean Trunk for Date Palm (Phoenix spp.) per linear foot $ 30.00 Prune Fan Palm (Washingtonia spp.) $ 84.00 COST PROPOSAL RFP. NO 2024-24 Clean Trunk for Fan Palm (Washingtonia spp.) per linear foot $ 19.00 Prune all other Palm Species $ 84.00 Tree Removal — (per inch) Tree & Stump removal per dia. inch 0-24" dbh $ 47.00 Tree & Stump removal per dia. inch over 25" dbh $ 47.00 Stump grinding per stump diameter inch at grade $ 19.00 Tree Planting — (per tree) Tree planting includes tree, stakes, ties, and labor. 15 -gallon tree $ 250.00 24 -inch box tree $ 450.00 36 -inch box tree $ 1,250.00 Tree Watering (per howl Watering of young trees includes water truck & operator -per hour $ 104.00 Milling Cost — (per board foot) Milling Lumber per Board Foot $ 24.00 Root Pruning — (per linear foot) Per foot of roots pruned $ 24.00 Root Barrier Installation — (per linear foot) Per foot of root barrier installed $ 24.00 General Labor Rates — (per man hour) 3 -man crew with equipment $ 104.00 Day Rate Service Crew - (per man hour) Boom truck per eight (8) hour day to include a chip body, low decibel chipper, 1 Sr. Tree Trimmer, 1 Trimmer & 1 Ground person $ 2,496.00 Specialty Equipment Hourly Rate — (per hour) Crane $ 208.00 95 -foot aerial tower $ 156.00 Loader or Bobcat $ 104.00 Emergency Services — (per hour) Emergency response services per man hour: During normal business hours (Mon -Fri lam to 4pm) $ 134.00 After hours, weekends &/or holidays $ 134.00 General Arborists Services — (per hour) Unit Price in Figures Written Arborist Reports $ 170.00 COSTPROPOSAL RFP. NO 2024-24 Resitograph testing $ 170.00 Ground Penetrating Radar $ 170.00 Air spade Services $ 170.00 Fumigation Services $ 170.00 Fertilization Services $ 170.00 Level I, 2 and 3 Risk Assessments $ 170.00 Soil Testing / Soil enhancements $ 170.00 Citywide tree risk survey (Per Tree) $ 5.00 GPS Tree Inventory — (per 1000 tree sites) Cost per 1000 tree sites collected including vacant sites $ 3,000.00 PLANT HEALTH CARE SERVICES Tree Canopy Spraying from ground level per diameter inch $ 8.00 Tree Canopy Spraying from aerial tower per diameter inch $ 8.00 Description: Foliar hydraulic spraying of recommended material.) Insecticide or Fungicide Trunk Banding per diameter inch $ 8.00 Description: Trunk spray of recommended material. PGR Trunk Banding per diameter inch $ 8.00 Description: Trunk spray of recommended material to regulate plant growth. Insecticide or PGR Soil Application (Cambistat) per diameter inch $ 8.00 Description: Recommended insecticide soil injection or drench material to regulate plant growth. Insecticide or Fungicide Soil Application per diameter inch $ 8.00 Description: Soil applied drench of recommended material. Soil Injection Fertilization per diameter inch $ 8.00 Description: Soil applied injection of recommended material. Soil Drenching Fertilization per diameter inch $ 8.00 Description: Soil application of recommended material Trunk Injection (Insecticide/Miticide) per diameter inch $ 9.00 Description: Trunk injected recommended material Trunk Injection (Fungicide) per diameter inch Description: Trunk injected recommended material. Trunk Injection (Insecticide & Fungicide Combo) per diameter inch $ 10.00 Description: Combination of one-time trunk injection of two recommended materials. Avermectin Class Insecticide Injection per diameter inch $ 11.00 Description: Recommended trunk injection of Emamectin benzoate active ingredient. COOPERATIVE PURCHASING It is intended that other public agencies (i.e., city, county, school district, special district, public authority, public agency, and other political sub -division of the State of California) and/or other City departments shall have the option to participate in any agreement created because of this Request for Proposal with the same terms and conditions as to the price of the product and/or service. The City shall incur no financial responsibility in connection with a purchase order from another public agency. Any public agency that "piggy- backs" on any negotiated contract between the City and Contractor shall accept sole responsibility for negotiating, placing orders, and making payment to Contractor. The Contractor may or may not agree to the cooperative purchasing clause. It is understood that not all terms, conditions, or scope of work from one agency contract for tree maintenance may not be fully acceptable to another agency. Agencies may modify specific items for the purpose of making the agreement acceptable and agreeable. Attachment D Protest Letter from Great Scott Tree Services 91 I •TREE. SF.RPIf.E [SC• VIA ELECTRONIC MAIL ONLY Noya Wang City of Rosemead Public Works Director 8838 East Valley Boulevard Rosemead, CA 91770 nwang&ityofrosemead.ore VIA ELECTRONIC MAIL ONLY August 13, 2024 VL4 ELECTRONIC MAIL ONLY Christopher Camacho City of Rosemead Public Works Manager 8838 East Valley Boulevard Rosemead, CA 91770 ccamacho(a,cityofrosemead.org City Council Members City of Rosemead 8838 East Valley Boulevard Rosemead, CA 91770 slvna citvofrosemead.ore, clarkeeescaa vahoo.com, sarmentana cityofrosemead.com, sdang(a),citvofrosemead.org, plowaa citvofrosemead.org Dear Ms. Wang, Mr. Camacho, and Council Members, 1. Introduction On July 3, 2024, the City of Rosemead ("City") posted Request for Proposal No. 2024-24 ("RFP") for Tree Maintenance Services. The City received eight proposals on or around July 24, 2024, including one from Great Scott Tree Care ("Great Scott"). Great Scott writes to protest the award to West Coast Arborists, Inc. ("WCA"). The RFP states that the City's intent is "to award a single contract to the contractor that can best meet the requirements of the Request for Proposals document." (RFP, p. 5, § I.) As detailed further below, WCA did not meet the requirements expressly mandated by the RFP document in submitting its proposal and should be found non-responsive. In light of WCA's failure to disclose its litigation history, an award to WCA would not be in the best interests of the City. 2. WCA's Bid Failed to Comply with the RFP's Requirements and Must Be Rejected The City's RFP for Tree Maintenance Services requires complete and full disclosure of any negative history. (RFP, p. 4, § d.) Bidders were obligated to properly and fully disclose negative history within the last 5 years. (Id.) The RFP warns that failure to comply with this requirement was grounds for disqualification and rejection of the entire proposal. (Id.) 10761 Court Avenue • Stanton, California 90680. 714/826-1750 • FAX 714/826-1753 • www.gstsinc.com Yore Cm v, 4vnw /Iyii] �jFATSco�T - Specifically, the RFP states: d. Negative History The Contractor shat include in its Proposal a complete disclosure of any alleged significant prior or on-going contract failures, any civil or criminal litigation or investigation pending which invokes the Contractor or in which the Contractor has been judged guilty or liable within the last five (5) years. If there is no negative history to disclose, the firm shall affirmatively state in its Proposal there is no negative history to report. Failure to comply with the terms of this provision may disqualify any proposal. The City reserves the right to reject any proposal based upon the firm's prior documented history with the City or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failures to meet contract milestones or other contractual failures. RFP No. 2024-24 (RFP, p. 4, § d.) Page 4 \ Indeed, the provision uses the mandatory term, "shall' meaning the disclosure is not optional, or subject to discretion or ambiguity. (Id.) Further, the terms of the RFP define "negative history" very broadly, including not only significant or ongoing history, but also, alleeations. Critically, the RFP requires complete disclosure of any civil litigation which involves the Contractor within the last five (5) years. A. WCA Represented it Had No Negative History to Report In its proposal, WCA represented that it had "no negative history to report." (WCA Proposal, p. 35.) A screenshot is below. NOVOt Nest Coast Arbenxti. IM Compliance Statement West Coast Arborists, Inc. will corroy With all aspects of the Agreement and Insutonce reQUX@nlents. We have no negative history to report. 10761 Court Avenue • Stanton, California 90680. 714/826-1750 • FAX 714/826-1753 • www.gstsine.com �hf�Sco�I Ywr Cuim'rvrva fl�ru�e /SbLt IN [rnffxlNMu�n�I11Y'+/Y11/ However, from our review of the public record, there appears to be evidence of civil litigation involving WCA within the last five (5) years. This information was not disclosed in WCA's proposal, and thus, WCA should not be found to be the most qualified responsive bidder. B. WCA Misrepresented its Negative History as Non -Existent The following cases are either active or completed litigations within the past 5 years of WCA's proposal in Los Angeles and San Diego County alone. We have not yet looked into Orange, Riverside, San Bernadino, or other Counties. In the past 5 years, it appears WCA has been involved in 28 civil cases in Los Angeles County and 11 civil cases in San Diego County. In all 28 cases in Los Angeles, WCA was a defendant, and stood accused of liability. In those cases filed in San Diego, WCA was named as a defendant in 8 of the 11 cases which have been pending in the last 5 years. Of particular concern, 14 of the 28 Los Angeles cases involve claims of plaintiffs who collectively sued both a public entity (often cities), and WCA. In total, WCA is alleged to be partially responsible for 14 lawsuits against 11 different California cities, as detailed below, including but not limited to the City of Santa Monica, the City of Los Angeles, the City of Long Beach, the City of Lomita, the City of Torrance, the City of Bell, the City of Diamond Bar, the City of Southgate, the City of La Verne, the City of La Mirada, and the City of Rancho Palos Verdes. In Rafael Garcia vs Afzal M. Hai, Et Al., (Case No. 20STCV33096), WCA and the City of Diamond Bar were co-defendants, alleged to be liable for personal injury and/or property damage. In the case of Patrick Kerr Vs City of Long Beach, et al. (Case No. 20STCV47050), Long Beach and WCA were co-defendants, alleged to be liable for premises liability. In Debra Collins vs City of Southgate, a Public Entity (Case No. 21 STCV 12496), WCA and Southgate were co-defendants, alleged to be liable for premises liability. In Glenda Guerrero, A Minor, By and Through Her Guardian Ad Litem David Guerrero, et al. vs City Of La Verne, A Government Entity, et al. (Case No. 21 STCV31130), WCA and La Verne were co-defendants, accused of liability for personal injury and/or property damage. In the case of Sebastian Cages vs City of Santa Monica (Case No. 21 STCV39094), WCA and Santa Monica were co-defendants, accused of liability. In the case of Grace Kang vs City of Glendale, et al. (Case No. 22STCV 19210), WCA and Glendale were co-defendants, alleged to be liable for premises liability. In the case of Hannah Kohan Vs Hypergate Vr, Inc., Et Al. (Case No. 24SMCV02907), WCA was accused of premises liability, together with the City of Los Angeles, and the City of Santa Monica. The same was true in Larry Chapnick Vs City of Bell, et al. (Case No. 24NWCV01934). Finally, the same is true in Christy Andrews Vs City of Lomita (Case No. 23TRCV00029) where the plaintiff accused WCA, the City of Lomita, and the City of Torrance for personal injury and/or property damage. 10761 Court Avenue • Stanton, California 90680.714/826-1750 • FAX 714/826-1753 • www.gstsinc.com 1 1 •TREE SF.RIIf.E 1[G In the case of Margaret Bock, An Individual Vs City Of La Mirada, A Public Entity (Case No. 21 STCV 12624), WCA and La Mirada were co-defendants, accused of liability for personal injury and/or property damage. There, the history details how the parties were engaged in settlement negotiations in June of 2024, which is just days before the City posted its RFP on July 3, 2024. The case history also details how the settlement was entered on July 26, 2024, just days after the City received all proposals on its RFP, demonstrating the recency of some of WCA's litigation activity. uwr The same is true in Rubiela Arevalo Vs City of Glendale, et al. (Case No. 22STCV31102), where WCA and Glendale were co-defendants. There, WCA filed a motion for summary judgment on July 26, 2024. This filing occurred just two days after the City received proposals for its RFP. Thus, WCA cannot claim it was not aware of the significance of its litigation activities at the time it submitted its proposal. In the case of Julio Morel vs City of Rancho Palos Verdes, Et Al. (Case No. 23TRCV02944), WCA together with the City of Rancho Palos Verdes was sued for premises liability by the plaintiff. Moreover, it does not appear the City and WCA were not aligned, as "Rancho Palos Verdes cross -complained against WCA. In the case of Pasadena Unified School District, A Public Entity vs West Coast Arborists Inc., Et Al. (Case No. 19BBCV00791.), a public entity sued WCA directly. In the case of The City Of Los Angeles, Acting By And Through The Los Angeles Department Of Water And Power Vs West Coast Arborists, Inc., Et Al. (Case No. 19STLCIO731), the Los Angeles Department of Water and Power directly sued WCA for tortious conduct. Further, in the case of Nir Hanien vs West Coast Arborists, Inc. (Case No. 24BHSC00356), WCA was found liable, and judgment was entered against it, in the amount of $8,948.58. This lawsuit took place in 2024. This case qualifies as one in which WCA was "judged guilty or liable" and for this failure to disclose alone, WCA cannot be rewarded the contract. (RFP, p. 4, § d.) These cases demonstrate WCA failed to do what the bidding instructions require. The terms of the RFP are clear. The requirement set forth in section d. uses the mandatory language "shall," leaving no room for ambiguity or confusion. (RFP, p. 4, § d.) Moreover, section d defines "negative history" broadly including "any civil or criminal litigation or investigation pending which involves the contractor" whether alleged or on-going, and also requires disclosing any litigation in which "the Contractor has been judged guilty or liable." (Id.) All significant litigation and allegations of liability within the last 5 years were required to be disclosed and were not. (Id.) This conduct demonstrates that awarding the contract to WCA would not be in the best interests of the City. 10761 Court Avenue • Stanton, California 90680.714/826-1750 • FAX 714/826-1753 • www.gstsinc.com 91 , 1 •IREF. SF.RPICF. 1\C• 3. Conclusion As detailed above, it is clear that the contract should not be awarded to WCA based on the terms of the RFP. Additionally, while the RFP provides a scoring chart of up to 100 points, the Agenda Item does not provide any information as to the points received by WCA versus the other proposers or to the scoring of the other proposals. As the highest-ranking bidder with the most advantageous cost to the City and its taxpayers, Great Scott requests that the city reconsider its recommendation and also provide us with all documentation relating to the proposal scoring analysis and procedure. Sincerely, Scott P. Griffiths, President ISA Certified Arborist 40901 Great Scott Tree Service, Inc. Cell: (714) 514-4515 10761 Court Avenue • Stanton, California 90680.714/826-1750 • FAX 714/826-1753 • www.gstsinc.com Attachment E West Coast Arborist, Inc Response to Protest Letter R NNCAPr Tree Care Professionals Serving Communities Who Care About Trees August 28, 2024 Mr. Christopher Camacho Public Works Manager City of Rosemead 8838 East Valley Blvd. Rosemead, CA 91770 RE: Request for Proposal No. 2024-24 ("RFP") for Tree Maintenance Services Dear Mr. Camacho, www.WCAINC.com We are writingto address the letter that the City received from Great Scott Tree Service ("GSTS"). This competing vendor makes false and misleading allegations about our company's safety and work history. We are confident that our company is the best choice for your tree maintenance contract, and we would like to provide you with some fads and evidence to refute the claims made by our competitor. GSTS has alleged that WCA's proposal was non-responsive because we failed to list various lawsuits in the Negative History portion of the RFP. That section requested information regarding "significant prior or on-going contract failures" and similar litigation. The lawsuits referenced by GSTS all involved ordinary insurance claims that involved WCA by virtue of its indemnification and defense of various public agencies in which damage or injury occurred and do not present evidence of a negative history regarding WCA's operations. GSTS' interpretation of the RFP is mistaken and would render this section meaningless by the inclusion of irrelevant information. Our company has a proven track record of providing high-quality and reliable tree services to many regional cities, including the City of Rosemead. We have been in business for over 50 years, and we have earned the trust and satisfaction of our city clients. We have received numerous commendations and awards for our excellence, safety, and professionalism, and we have maintained a long-term partnership with Rosemead for the past 24 years. WCA has a strong commitment to safety and risk management. We follow industry standards and best practices for tree care and use the most advanced equipment and technology to ensure the safety of our workers and the public. We also have a comprehensive training and certification program for our staff and conduct regular inspections and audits of our work sites. We have a low accident and injury rate and a robust insurance policy that covers any potential liabilities. Page 1 of 2 Tree Care Professionals Serving Communities Who Care About Trees www.WCAINC.com Rosemead — RFP Tree Maintenance Services Page 2 of 2 Our company is not responsible for the lawsuits that our competitor mentions in their letter. These lawsuits are mostly related to motor vehicle accidents, tree limb failures and/or trip and fall claims made by the public, which are beyond our control and scope of work. As a contractor, we are bound by our agreements to indemnify and defend our client cities against these claims, but that does not mean we are at fault or negligent. In fad, most of these claims are frivolous or unsubstantiated, and we have successfully defended ourselves and our clients in court. We have also cooperated with the city to implement preventive measures and public education campaigns to reduce the risk of these incidents. Contrary to GSTS's claims, we are a reputable and trustworthy tree contractor that cities can rely on, as demonstrated by the very examples GSTS provided in their letter. In conclusion, we believe our company is the best option for your tree maintenance contract and hope you will not be swayed by our competitor's baseless and malicious accusations. We value our relationship with your city and look forward to continuing to serve you with excellence and integrity. Please do not hesitate to contact us with any questions or concerns. Sincerely, Patrick Mahoney President VVCO&* -- Tree Care Professionals Serving Communities Who Care About Trees www.WCAINC.com Here are the case summaries and current statuses for legal cases involving West Coast Arborists, Inc. 1) Pasadena Unified School District vs West Coast Arborists Inc., Et Al. (Case No. 19BBCV00791): A lawsuit was filed on 03/09/2018 involving West Coast Arborists, Inc. (WCA), the City of Pasadena, Pasadena Unified School District (PUSD), Linda Vista Children's Center, and Merchants Landscape Services. The case arose after a 2 -year-old child was injured by a falling limb at a playground. It was unclear why WCA was named in the plaintiffs' complaints, as Merchants Landscape had a contract with the City to maintain the landscaping, including the trees, in the park where the incident occurred. The trees involved in the incident were on property owned by the City of Pasadena, and WCA had no responsibility to maintain, inspect, or trim them. PUSD served a cross-complaint against WCAfor indemnity and defense, arguing that WCA owed them these obligations due to an insurance policy that named PUSD as an additional insured. WCA denied this claim. Settlement amounts in the case were as follows: the City of Pasadena settled for$2.5 million, Linda Vista Child Care settled for $2 million, Merchants Landscape settled for $2.5 million, PUSD settled for over $1 million, and WCA settled for $5,000. A motion for summary judgment (MSJ) was granted in the main lawsuit, resulting in WCA's dismissal. PUSD subsequently dropped its lawsuit against WCA for breach of contract and indemnification. WCA was awarded $66,000 in recoverable attorney fees from PUSD because PUSD refused to admit in a Request for Admission that there was no contract between PUSD and WCA. 2) City of Los Angeles, Acting By and through the Los Angeles Department of Water and Power vs. West Coast Arborists, Inc., Et Al. (Case No.19STLC10731): On 11/23/16, a West Coast Arborists, Inc. (WCA) employee backed into a light pole while leavingthe yard to respond to a tree -related emergency. It was initially believed that Southern California Edison (SCE) had made the necessary repairs to the pole. WCA made multiple attempts to obtain an invoice from SCE for the payment. However, more than three years later, on 12/16/19, WCA received a claim from the Los Angeles Department of Water and Power (LA DWP) for the repairs they had completed to the light pole. On 1/13/20, WCA settled the claim with LA DWP for $10,309. Attachment F City of Rosemead Response to Great Scott Tree Service MAYOR: STEVENLY MAYOR PRO TEM: MARGARET CLARK COUNCIL MEMBERS: SANDRA ARMENIA SEAN DANG Pou.Y Low September 5, 2024 VIA ELECTRONIC MAIL ONLY Dear Mr. Griffiths: City of Wpsemead 8838 E. VALLEY BOULEVARD ROSEMEAD, CALIFORNIA 91770 TELEPHONE (626) 569-2100 FAX (626) 569-2303 The City received Great Scott Tree Service, Inc.'s (GSTS) letter dated August 13, 2024. In that letter you indicated that West Coast Arborists ("WCA") Proposal should be rejected because WCA stated in its Proposal that they had no negative history to report. Your letter then listed several cases involving WCA. Your letter was provided to WCA for its review and response. WCA noted that the cases were general liability matters such as property or premises liability related to for example, tree branches falling, and they did not consider those within the scope of required disclosures as they were not items related to significant prior or on-going contract failures. Your letter and WCA's letters are attached to this email. City staff have reviewed your letter and the responses by WCA as well as undertaken its own analysis. As detailed below, City staff will not be changing its recommendation to the City Council to award the contract to WCA for the following reasons: 1. City staff does not view the cases listed as being of the nature that are significant prior or ongoing contract failures that should be listed. Some of the matters resulted in liability as noted, but again, were not related to contract failures, therefore WCA's statement that it had no negative history to report is appropriate. 2. Even if as is stated in your letter some cases should have been listed, the Negative History section provides that: "Failure to comply with the terms of this provision may disqualify the proposal." This information is not a mandatory provision. Therefore, not listing cases does not make WCA's Proposal non-responsive or require that it be rejected as your letter suggests as it is not a mandatory element of the RFP. Also, for informational purpose only, GSTS's Proposal makes no reference or statement at all on negative history as requested in the RFP. 3. Although staff does not agree that any cases were required to be listed under Negative History, for the sake of argument only, to the extent that WCA should have responded with cases, does not require the City to determine the Proposal must be rejected. This matter falls under Section J of the City's Reservation of Rights which provides in relevant part: "City reserves the right to determine, in its sole discretion, whether any aspect of a Proposal satisfactorily meets the criteria established in the RFP and the right to seek clarification or additional information from any Contractor submitting a Proposal." City staff does not consider the listing of any cases noted to be of the nature that renders the Proposal unsatisfactory. City staff determines that the Proposal did satisfactorily meet the criteria of the RFP. 4. Last, the RFP under Section J provides that the City reserves the right to waive any informality or irregularity in a Proposal. Assuming again for the sake of your argument, that items should have been reported, City staff considers WCA's determination that it did not have any negative history to report, as an item that can be waived. For each and all the reasons discussed in this letter, City staff considers WCA's proposal satisfactory and based on the RFP review factors, WCA is the highest reviewed proposer. Staff will therefore be recommending that the Council award the contract to WCA. You may attend the City Council meeting and address the City Council on this item on September 10th at 7 pm. Rosemead City Hall is located at 8838 E. Valley Blvd. Rosemead. If you would like any written item included in the agenda, that would need to be provided to the City Clerk at ehemandez<a citvofrosemead.ore before Thursday, September 5 at 2 pm. If you have any questions, please feel free to contact Albert Leung at aleungea.citvofrosemead.or Sincerely, Albert Le° os os mae.xaroo Albert Leung Acting Public Works Director Attachment A — Protest Letter from Great Scott Tree Service Attachment B — WCA Responses to Protest Letter Attachment G Objection Letter from Terry Noriega M A R L A N D S August 12, 2024 City Council of Rosemead 8838 Valley Blvd Rosemead, Ca 91770 Phone 626-569-2100 1 P o s A C A P E S N C RE: 4B — Award of Tree Maintenance Services To West Coast Arborist Dear City Council, I am requesting the City of Rosemead reconsider their award of the municipal tree trimming contract to West Coast Arborists, and award the project to Mariposa Landscapes, Inc. I am the owner of Mariposa Landscapes, Inc., a competitive bidder for this project. I was born and raised in the city of Rosemead, and I am currently a property owner in the city (4307 Ivar Ave, Rosemead, Ca 91770). 1 graduated from Rosemead High School in 1973. The Noriega family has a long history with Rosemead. Our 4310 Ivar Street home was purchased by my parents in 1938. My company Mariposa Landscapes, Inc. has been incorporated in the State of California and has been doing business since January 26, 1981 (43 years). We hold C-27 landscaping, A- general engineering, D-49 tree service and C-31 licensing. Mariposa is a San Gabriel Valley company; Rooted in Rosemead. West Coast Arborist's price is the seventh highest of eight companies who submitted pricing with no added value in quality of services. Mariposa submitted a bid on this project, and we are 5th highest in pricing of the 8 bids submitted. I understand that perhaps Mariposa's pricing is not the cheapest for the City of Rosemead. However, I am asking that the pricing, the proven history of quality performance, GPS mapping systems, and the professional expertise of three of the lowest priced bidders not be overlooked. Your staffs recommendation ignores factors than pure dollar amounts. Based on the unit prices provided by all contractors and anticipating that approximately 2057 trees will be pruned throughout the year. The City of Rosemead will excessively spend more AWQTEL 800 • 794 • 9458 • FAx 626 • 960 • 8477 • www.mariposa-ca.com 6232 SANTOS DIAZ ST., IRWINDALE, CA 91702 • CA CONTRACTOR'S LIC # 592268 A, C-27, D-49 Our Core Values — Safety • Teamwork • Quality • Integrity than $55,000.00 per the 3 -year term, if you award to West Coast Arborists over Mariposa Landscapes, Inc. and will over -spend $89,000.00 if the City awards to WCA over Great Scott. I can assure you that Mariposa will provide you better quality of work, superior service, equal GPS mapping and well more than $55,000.00 in other related services over the term of this contract. By considering West Coast Arborists award of this contract, you are removing the competitive process and quantifying the intangibles, that drives good business. This report does not recognize equally qualified companies with better pricing. Respectfully submitted,- Ter ryNoneg -President Mariposa Landscapes, Inc. Terry@mariposa-ca.com 626-945-1274 cell (626) 960-8477 fax 4(�'a Our Core Values - Safety • Teamwork • Quality • Integrity Attachment H City Response to Terry Noriega MAYOR: SnWNLY MAYOR PRO TEM: MARGARET Cw COUNCIL MEMBERS: SANDRAAw NrA SEAN DANG PGLLY Low September 5, 2024 VIA ELECTRONIC MAIL ONLY Dear Mr. Noriega, City of 1psemeacf 8838 E. VALLEY BOULEVARD ROSEMEAD, CALIFORNIA 91770 TELEPHONE (626) 569-2100 FAX (626) 569-2303 The City received your letter dated August 12, 2024, regarding staff s recommendation to award the agreement for Tree Maintenance Services to West Coast Arborists ("WCA"). City staff has reviewed your letter. Your letter discusses issues related to pricing and that WCA is not the lowest priced proposer but one of the higher priced proposers, and that Mariposa, although not the lowest price, is one of the lower priced proposers. Although that may be accurate, this service is not a public works project, and the award of a contract is not made based solely on the lowest responsive bidder's price. Instead, the selection is based on the metrics provided in the City's RFP. Based on those metrics, WCA was the highest reviewed proposer, therefore City staff will be recommending the service agreement be awarded to WCA. You may attend the City Council meeting and address the City Council on this item on September 10th at 7 pm. Rosemead City Hall is located at 8838 E. Valley Blvd. Rosemead. If you would like any written item included in the agenda, that would need to be provided to the City Clerk at ehemandez(a,,citvofrosemead.org before Thursday, September 5 at 2 pm. If you have any questions, please contact Albert Leung at aleun¢@citvofrosemead.org. Sincerely, Albert Leu a`� �" wne .x:uorov Albert Leung Acting Public Works Director Attachment I Public Comment from Karlo Gaspar From: karlo Gaspar Sent: Sunday, August 25, 2024 8:54 PM To: Public Comment <publiccomment@cityofrosemead.org> Subject: 1 Object to Item 4B —Award of tree maintenance services to West Coast Arborists, Inc. [External Email] - Use caution when opening links or attachments. Dear Honorable Mayor and Members of the City Council, I, Karlo Gaspar, property owner of 7620-7622, E. Emerson Place, Rosemead, CA 91770, strongly object to the Public Works Department's recommendation to award the tree trimming services contract to West Coast Arborists, Inc. There are several local companies that submitted proposals that have a wealth of experience performing tree trimming services for municipalities much larger than the City of Rosemead. These other companies provided far better pricing than West Coast Arborist's proposal and they have proven track records indicating they are very capable to do the work. The Public Works staff's analysis defies the competitive process and leaves us property owners paying in excess of market rates. Do not approve this contract, as by doing so, you will eliminate the ability of the taxpayers of this community to realize better value. This will chase away the competition and leave us in the hands of a company that will name their price and monopolize the market. We deserve better! Sincerely, Karlo Gaspar, Property Owner 7620-7622 E. Emerson Place Rosemead, CA 91770 Attachment J Response from Great Scott Services Letter Dated September 5, 2024 September 5, 2024 To: Albert Leung, Acting Public Works Director City of Rosemead 8838 E. Valley Blvd. Rosemead, CA 91770 Subject: Response to Protest Letter Decision — RFP 2024-24 Dear Mr. Leung, Thank you for your letter dated September 5, 2024, and for providing an opportunity to review the City's decision regarding my protest of West Coast Arborists' (WCA) proposal. I appreciate the time City staff has taken to analyze my concerns and the transparency in the process. While I recognize the City's determination, I must express my continued concern over the omission of key litigation cases in WCA's proposal. While the City has characterized these cases as general liability issues and not related to significant contract failures, it is important to note that several of these cases involve claims where WCA's work was with public entities, including multiple cities, resulted in litigation. This is relevant because the City should be aware of lawsuits involving contractors before they are hired. I would respectfully argue that WCA's decision not to disclose any litigation which involved public entities and co-defendants in multiple cities raises valid questions regarding its operational performance and should be part of a comprehensive evaluation. This type of information must have also been important to the City by the fact that the RFP asked for complete disclosure. Without WCA disclosing any litigation, the City was put in a position of not even knowing the pending lawsuits and WCA's related involvement in the claims. Moreover, WCA's response tacitly admits that not all of the lawsuits were frivolous. The word "most" is doing a lot of work in WCA's response (see below). In our preliminary search we had found 39 lawsuits in Los Angeles and San Diego Counties. Therefore, if 20 were frivolous / unsubstantiated as WCA claims (most of the 39), by logic, would then mean 19 were not. fall claims made by the public, which are beyond our control and scope of work. Asa contractor, we are bound by our agreements to Indemnity and defend our client cities against these claims, but that does not mean we are at fauh or negligent. In fact, most of these claims are frivolous or unsubstantiated, and we have successfully defended ourselves and our clients in court. We have also cooperated with the city to implement preventive measures and public education campaigns to reduce the risk of these incidents. Contrary to GSTS's claims, we are a reputable and trustworthy tree contractor that cities can rely on, as demonstrated by the very examples GSTS provided in their letter. 10761 Court Avenue • Stanton, California 90680.714/826-1750 • FAX 714/826-1753 • www.gstsine.com ?NF.Y. tiI:NNI l: 1\I` It should also be noted that WCA's response included only a summary for 2 of the cases, so I do not know if there is a complete version of WCA's response that I did not receive. Further, I would hope the City performed an independent investigation into each of the lawsuits as part of its due diligence and not simply rely on WCA's statements. In addition to the concerns we raised regarding WCA's disclosure of negative history, our protest also questioned the City's scoring analysis and procedures. Specifically, the Agenda provided no information on how the City determined WCA to be the highest -ranked proposer. Please refer to Section 3 of our protest letter, which states: "Additionally, while the RFP provides a scoring chart of up to 100 points, the Agenda Item does not provide any information as to the points received by WCA versus the other proposers or to the scoring of the other proposals. As the highest- ranking bidder with the most advantageous cost to the City and its taxpayers, Great Scott requests that the City reconsider its recommendation and also provide us with all documentation relating to the proposal scoring analysis and procedure." The Evaluation Process & Contractor Selection Methodology outlined the following factors, yet there was no detailed evaluation included in the Staff Report. Did members of the City staff and/or public conduct a review of the top-ranking proposals? The criteria were as follows: • Completeness of the RFP and compliance with the required format — 25 Points • Project understanding and approach — 15 Points • Experience and qualifications of personnel and firm — 30 Points • Experience in the local area and project requirements — 20 Points • Quality of goods and support facilities —10 Points Furthermore, in my 25 years of experience bidding on City contracts across Los Angeles and surrounding counties, this is the first RFP I have encountered that does not include pricing as an evaluation factor. Based on three years of invoicing data obtained through Public Records, I estimate that the City will spend approximately $85,000 more with WCA over the term of the contract compared to Great Scott Tree Service. I am concerned that the City's procurement process does not seem to account for the cost or possible savings to taxpayers. I respectfully request that the City reconsider its recommendation to award the contract to WCA in light of these factors: • Great Scott is a top-ranking bidder offering the best pricing and value for the City's taxpayers. • The City should provide documentation relating to the proposal scoring, and pricing should be included as part of the evaluation process. Thank you again for your attention to these concerns. I hope the City will take this into serious consideration when making its final decision. Should you require any additional information from me prior to the meeting, please feel free to contact me at (714) 514-4515. Sincerely, SmaPq 4 Scott P. Griffiths, President Great Scott Tree Service, Inc. 10761 Court Avenue • Stanton, California 90680 •714/826-1750 • FAX 714/826-1753 • www.gstsinc.com