sr-02612-3bCity of City Council Report
Santa Monica
City Council Meeting: June 12, 2012
Agenda Item: ..)
To: Mayor and City Council
From: Karen Ginsberg, Director of Community and Cultural Services
Subject: Professional Services Agreement for Plan Check & Tree Protection
Inspection Services
Recommended Action
Staff recommends that City Council authorize the City Manager to negotiate and
execute a professional services agreement with R. Dan Jensen & Associates, Inc., a
California based company, for plan check and tree protection inspection services. The
agreement would be for three years in the amount of $50,000 each year for total of
$150,000. Additionally, the contract would include two one -year options in the amount of
$50,000 each year, which if exercised, would result in a total contract amount of
$250,000.
Executive Summary
The City's Public Landscape Division participates in the City's plan check process by
reviewing plans for protecting and preserving City -owned trees during construction of
public and private projects. R. Dan Jensen & Associates, Inc. (RDJA) is an independent
consulting firm serving private and public clients in the southern California region.
RDJA is the best qualified firm to provide plan check services, site inspections, and
landscape construction management for development projects that impact City -owned
trees. Staff recommends that Council approve a three -year professional services
agreement with two orie -year options with RDJA. If both option years are exercised, the
contract total would not exceed $250,000.
Background
The Public Landscape Division plays an integral role in ensuring the preservation and
protection of publicly owned trees. Some of these responsibilities require the services
of a consultant due to the volume of work. On July 24, 2007, Council approved a
professional services agreement with RDJA, to assist the Public Landscape Division in
their duties related to plan check review and tree protection inspection services.
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Santa Monica's Urban Forest Master Plan (Master Plan), adopted by Council on
December 13 2011 prioritizes collaboration on urban forest management. City staff and
contractors working in the City are expected to be familiar with and follow best
management practices in regards to the treatment and protection of public trees. These
best management practices are encompassed in the Master Plan, which establishes
tree protection zones during construction, specifies how trees should be shown on
development plans, details how trees should be protected during construction, explains
how to excavate around tree roots near utilities, specifies root pruning procedures, and
specifies the maintenance of trees during construction activities. (Master Plan, Chapter
3, Section 1.4 Root Protection and Root Pruning)
Discussion
Consultant Selection
On April 9, 2012, the City issued a Request for Proposals (RFP) for plan check and tree
protection inspection services. The RFP was made available on the City's online bidding
system, PlanetBids. Of the 27 prospective bidders who viewed the proposal online, only
one proposal from RDJA was submitted by the deadline of April 30, 2012. The proposal
was reviewed by three Public Landscape Division staff: the Public Landscape Manager,
Community Forester, and Administrative Analyst.
Staff recommends RDJA as the best qualified consultant based on qualifications of the
firm and its personnel, its quality control mechanisms, plan check systems experience,
customer service ethic, consistency of timely work, and cost of services which are
comparable to the level of service that has been provided over the previous five years.
The proposed consultant, RDJA, would review plans and submit appropriate comments
into the City's plan check system. Field work would include conducting site inspections
to evaluate the impact of a planned project on existing street trees, verifying that all
street trees adjacent to planned projects are shown accurately on all plan sheets, and
verifying that a proper tree protection zone around public trees will be maintained
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throughout an entire project. The proposed consultant would also inspect street trees
during the course of projects to ensure compliance with tree protection guidelines. It is
anticipated that the proposed consultant would provide no more than 385 hours of
service per year, which is equivalent to the amount of service provided in previous fiscal
years, and complete work within the allotted time needed by the City.
Financial Impacts & Budget Actions
The professional services agreement to be awarded to RDJA is $150,000 over a three -
year term, with two one -year options of $50,000 per year. If both option years are
exercised, the total agreement would be $250,000. Funds in the amount of $50,000
have been included in the proposed FY12 -13 budget at account 015553.555060. Future
funding of $50,000 per year will be requested in subsequent proposed biennial budgets
and be contingent on Council's approval.
Prepared by: Erin Hamant, Administrative Analyst
Approved:
Forwarded to Council:
Karen Ginsberg, "i "hector Rod Gould
Community and C Itural Services City Manager
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Reference Contract No.
9607 (CCS)