REPORT TO THE CITY COUNCIL
April 9, 2020
FROM: TJ MILLER, Director
Parks, After School, Recreation, and Community Services Department
BY: KRISTINA CHAMBERLIN, Assistant Director
Parks, After School, Recreation, and Community Services Department
SUBJECT
Title
Approve 3-year contract for “on demand service” logging activities at Camp Fresno/Camp Fresno Jr with cost varied by tree size and method of removal between $420 and $1350 per tree.
Body
RECOMMENDATION
Staff recommends Council award a 3-year contract to Fleming & Sons, LLC for “on demand service” for logging activities at Camp Fresno and Camp Fresno Jr.
EXECUTIVE SUMMARY
Each year, the United States Forestry Department conducts an onsite visit to Camp Fresno to identify and mark hazard trees required for removal. Typically, the assessment is conducted preseason in April with the expectation that trees are removed prior to opening the Camps to the public.
Unless weather prohibits, the Camps are opened Memorial Day weekend. This provides a very short time period to address the removal of trees. The actual number of trees required to be removed is not known until the assessment is conducted. As such, predetermining the cost on an annual basis is difficult and may not fall within the informal purchasing parameters. Therefore, approving a contract for “on demand” tree service is essential with meeting the tree removal requirement and limited timeframe. Dependent on the size of the tree and the required method for actual removal, cost per tree will range between $420 and $1350 (details on cost per tree removal can be found in Exhibit D - fee Schedule Per Tree Cost of the attached contract agreement).
BACKGROUND
Camp Fresno and Camp Fresno Jr. have been a part of the City of Fresno PARCS’ operations since 1926 and 1957 respectively. During the majority of this time, a contracted Concessionaire has operated the Camps. Prior to the drought, and bark beetle infestation, fewer than 15 trees average, required removal annually because of hazardous conditions of individual trees. However, over the past decade, we estimate hundreds of trees required removal.
In 2019, the City PARCS department assumed direct operational responsibility of the Camps and was required to remove approximately 125 trees - most had been previously marked for removal and we estimate that less than 20 were newly marked for the current season. While it is difficult to be certain of the actual number of trees requiring removal each year, staff projects that the number will average around 50 trees in need of removal per year.
An RFQ was solicited and the City received two responses. Both providers met the general qualifications. Fleming & Sons, LLC has provided service to the City of Fresno, with specific work at Camp Fresno during the summer of 2019. Staff has met with Fleming & Sons, LLC to refine the scope of work and makes the recommendation to award the contract to Fleming & Sons, LLC.
The proposed contract proposes to remove dead and dying trees in conformance with the Emergency Order proclaimed by the Governor relating to the epidemic of dead trees and as mandated by the US Forestry Department. Removal of trees will reduce risk of wildfire and risk of damage to persons or property.
ENVIRONMENTAL FINDINGS
The proposed project has Categorical Exemption pursuant to Section 15304 (i) of the California Environmental Quality Act. Class 4 consists of minor public or private alteration in the condition of land, water, and/or vegetation, which do not involve removal of healthy, mature, scenic trees except for forestry or agricultural purposes, such as fuel management activities within 30 feet of structures to reduce the volume of flammable vegetation, provided that the activities will not result in the taking of endangered, rare, or threatened plant or animal species or significant erosion and sedimentation of surface waters. This exemption shall apply to fuel management activities within 100 feet of a structure if the public agency having fire protection responsibility for the area has determined that 100 feet of fuel clearance is required due to extra hazardous fire conditions.
This exception applies in this situation because the US Forestry Department mandates the City to remove trees that Forestry staff mark as hazardous and in compliance with Emergency Order proclaimed by the Governor relating to the epidemic of dead trees and as mandated by the US Forestry Department. The trees marked as hazardous are within 100 feet of structures at Camp Fresno.
LOCAL PREFERENCE
Local preference is not considered as none of the respondents are based in Fresno.
FISCAL IMPACT
The fiscal impact will vary based upon the size and number of trees identified by the Forestry Department and funded through general fund annual budget allocation. Dependent on the size of the tree and the required method for actual removal, cost per tree will range between $420 and $1350 (details on cost per tree can be found in Exhibit D - Fee Schedule Per Tree Cost of the attached contract agreement).
However, staff recently applied for grant funding through the State Department of Forestry and Fire Prevention’s California Climate Investment Fire Prevention grant program. If successful, the grant will cover the direct cost of the related expenses.
Attachment:
Consultant Services Agreement Fleming & Sons LLC