CC Resolution 13064 - Contract with Brightview Tree Care Services, Inc., Tree Maintenance Services RESOLUTION NO. 13064
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAMPBELL
APPROVING AND AWARDING A CONTRACT WITH BRIGHTVIEW TREE CARE SERVICES,
INC., IN AN AMOUNT NOT TO EXCEED $150,000, TO PROVIDE TREE MAINTENANCE
SERVICES FOR A PERIOD OF UP TO ONE (1) YEAR, WITH OPTIONS FOR THE CITY TO
RENEW UP TO FOUR (4) ADDITIONAL ONE (1) YEAR SERVICE CONTRACTS, FOR A
TOTAL OF UP TO FIVE (5) YEARS, AND IN ACCORDANCE WITH CAMPBELL MUNICIPAL
CODE (CMC) SECTION 3.20.060(6) WHICH ALLOWS THE CITY TO DISPENSE WITH ITS
FORMAL BIDDING PROCEDURES THROUGH THE PROCUREMENT OF SERVICES BASED
ON THE RESULTS OF A COMPETITIVE BID PROCESS CONDUCTED BY THE TOWN OF
LOS GATOS AND THE ENSUING CONTRACT AWARDED TO BRIGHTVIEW ON JUNE 20,
2023; AND AUTHORIZING THE CITY MANAGER TO EXECUTE SAID AGREEMENT AS
SPECIFIED IN CAMPBELL MUNICIPAL CODE SECTION 3.20.100
WHEREAS, the City's Public Works Department — Maintenance Division is responsible for the
maintenance of all City-owned trees to ensure they are safe and aesthetically pleasing for residents
and business owners alike; and
WHEREAS, during FY 2015/16, the Public Works Department developed a plan that separated the
City into 16 Maintenance Zones to improve scheduling practices and management of the City's
routine maintenance activities — resulting in staff's development of a tree maintenance schedule
based on the needs of each zone; and
WHEREAS, although efficient, these efforts have required a significant amount of time and
resources to implement, prompting the Public Works Department to contract its tree services to
professional providers for a more timely and cost-effective response to the City's tree maintenance
needs; and
WHEREAS, in 2017, the City awarded a five (5) year service contract to Brightview Tree Care
Services, Inc. (Brightview), to provide the labor and equipment services necessary to assist with
the City's tree maintenance needs through the end of FY 2022/23; and
WHEREAS, upon the end of this contract in June 2023, staff worked on identifying a procurement
strategy to facilitate a timely continuation of the City's tree maintenance services while meeting the
requirements set forth in the City's purchasing policies; and
WHEREAS, as a result of these efforts, staff identified an option allowing the City to procure
services, and dispense with its formal bidding procedures, as specified in Campbell Municipal Code
(CMC) Section 3.20.030(6) which states that: 'the City may elect to purchase supplies, materials
or equipment directly from a vendor determined to be the lowest responsible bidder as a result of
a competitive bid process conducted by the state of California, the county.of Santa Clara or any
other California county or municipality'; and
WHEREAS, during that time, staff also discovered that the Town of Los Gatos had recently
conducted a competitive bid process and awarded a Tree Maintenance contract to Brightview on
June 20, 2023; and
WHEREAS, in September 2023, after confirming that Brightview would extend the same rates and
services to the City as those included in their contract with Los Gatos—and after staffs confirmation
that the associated rates were indeed lower than those offered by other local vendors — staff
prepared a cost estimate based on the City's anticipated service needs and the rates from
Brightview's executed contract with Los Gatos; and
WHEREAS, staff recommends awarding a service contract to Brightview, in an amount not to
exceed $150,000, to provide tree maintenance services for a period of up to one (1) year, and
include options for the City to renew up to four (4) additional one (1) year service contracts, for a
total of up to five (5) years, with subsequent contract amounts not to exceed the balance of funds
available in the Public Works Parks Maintenance Operational Budget (207.775.7432) for, each
fiscal year thereafter; and
WHEREAS, sufficient funding is available in the Public Works Parks Maintenance Operational
Budget (207.775.7432) to award the associated contract and implement services during FY
2023/24; and
WHEREAS, if required, budget adjustments will be made accordingly to accommodate the service
needs of future contract years and/or to offset any other fiscal impacts at that time.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Campbell hereby
authorizes: 1) the approval and award of a contract with Brightview Tree Care Services, Inc., in an
amount not to exceed $150,000, to provide tree maintenance services for a period of up to one (1)
year, with options for the City to renew up to four (4) additional one (1) year service contracts, for
a total of up to five (5) years, and in accordance with Campbell Municipal Code (CMC) Section
3.20.030(6) which allows the City to dispense with its formal bidding procedures through the
procurement of services based on the results of a competitive bid process conducted by the Town
of Los Gatos and the ensuing contract awarded to Brightview on June 20, 2023; and 2) the City
Manager to execute said agreement as specified in Campbell Municipal Code Section 3.20.100.
PASSED AND ADOPTED this 17th day of October, 2023, by the following roll call vote:
AYES: Council Members: Lopez, Scozzola, Furtado, Landry, Bybee
NOES: Council Members: None
ABSENT: Council Members: None
APPROVED:
Anne Bybee, Mayor
ATTEST/
`/11//'C
Andrea Sanders, ity Clerk _