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File Number: 15-267 <br />TO: City Council <br />FROM: Chris Zapata <br />City Manager <br />BY: Debbie Pollart <br />City of San Leandro <br />Meeting Date: May 18, 2015 <br />Public Works Director <br />FINANCE REVIEW: David Baum <br />Finance Director <br />Staff Report <br />Agenda Section: CONSENT CALENDAR <br />Agenda Number: 8.H. <br />TITLE: Staff Report for a Resolution Approving Amendment No. 1 to <br />Non -Professional Service Agreement with George Salinas Tree Preservation <br />for Annual Yarwood Sycamore Tree Trimming <br />RECOMMENDATION <br />Staff recommends that the City Council approve a Resolution authorizing an amendment to <br />the existing Non -Professional Service Agreement (NPSA) for annual sycamore tree trimming <br />services provided by contract. Annual renewal is administratively permitted under the existing <br />NPSA. However, City Council approval is required as the contract total exceeds $50,000. <br />BACKGROUND <br />On May 15, 2012, the City entered into a NPSA with George Salinas Tree Preservation after a <br />competitive bidding process to which seven firms responded. George Salinas Tree <br />Preservation was the low -bidder, providing a per -tree cost of $41 for the 1,192 sycamore trees <br />included in the specifications for project work. As written, the existing NPSA allows for annual <br />renewal and for 2013 and 2014, the NPSA was renewed at the original bid price of $48,872. <br />For 2015, the contractor requests an increase in the per -tree price, from $41/tree to $46/tree <br />(12%), to accommodate increases to operational costs. This would result in an overall <br />contract price of $54,832, necessitating City Council approval per the City's Purchasing <br />Guidelines for contracts in excess of $50,000. From the original 2012 bid results, the <br />second -place bidder had a per -tree price of $49, and $58,408 for the total contract. This <br />amendment, if approved by the City Council, would remain the lowest overall bid and does not <br />constitute grounds for a re -bid of the work. Per standard NPSA language, up to four annual <br />renewals are permitted if mutually agreed upon between the City and the contractor, before a <br />project goes out for new bids. This amendment represents the third renewal. <br />Fiscal Impact <br />This amended agreement, for $46/tree and $54,832 overall represents an increase of 12%, <br />which can be accommodated this fiscal year through realized budget savings. <br />City of San Leandro Page 1 Printed on 5/12/2015 <br />