Agenda Item Wording:
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Authorize the City Manager to execute a sole source agreement for professional services with the Urban Tree Foundation, Inc. for a two-year term with the option to renew for three additional one-year terms, in an amount not to exceed $150,000 per year.
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Deadline for Action: None
Submitting Department: Administration - CIP Engineering
Contact Name and Phone Number:
Dolores Verduzco, Financial Analyst, Dolores.Verduzco@visalia.city, (559) 713-4540
Frank Senteno, City Engineer, Frank.Senteno@visalia.city, (559) 713-4540
Nick Mascia, Assistant City Manager, Nick.Mascia@visalia.city, (559) 713-4323
Department Recommendation:
Staff recommends that the City Council authorize the City Manager to execute a professional services agreement with the Urban Tree Foundation, Inc. for a two-year term with the option to renew for three additional one-year terms, in an amount not to exceed $150,000 per year.
Background Discussion:
The Urban Tree Foundation, Inc. (UTF) has been under contract with the City for over twenty years and has been providing design and project management services related to urban forestry matters to the City. Their agreement recently expired in July 2023. Staff recommends a new agreement be established for their continued work with the City to provide grant writing services, grant management, construction management, and consulting services related to the City’s Urban Forestry Program.
The Urban Tree Foundation, Inc. (UTF) is a non-profit organization dedicated to promoting and preserving the urban forest through education, planting and tree care. Staff members at UTF are industry-acknowledged experts in the field of landscaping. Their services include preparing grant applications, landscape design, and project management, review of landscape plans and general consulting as it relates to urban forestry. They are also locally based so they have a unique understanding of the Visalia area landscape.
UTF will provide the following services under the terms of the proposed agreement:
• Assist in the development and review of landscape plans for capital improvement projects;
• Continue to apply for grants (as funds become available) to obtain funding for projects related to Urban Forestry and landscaping projects along trails, waterways, and basins;
• Provide training on related Urban Forestry topics and tree care, as requested;
• Advise various City departments, including CIP Engineering and Parks & Recreation on matters related to Urban Forestry and street landscapes; and
• Provide project management and construction management services on successful grant awarded projects.
The UTF staff contract rate will be $90.00 per hour. This is an increase to their previous hourly billing rate of $70.00, an approximate 28.6% increase. UTF’s billing rate has remained constant at $70.00 per hour over the last 10 years. Current grant funded projects UTF is assisting in implementing the landscaping component include the St. John’s Eastside Renewal Project, the East Side Regional Park projects Basins D & G, and the restoration of native valley oak riparian forest at the Peoples Basin, Oakes, Basin and the Goshen Basin. UTF staff time for these projects is monitored by the City and is reimbursed through the various grants they helped secure for the City. UTF assisted the City in receiving an award of grant funds for the aforementioned projects.
One of the more recent projects UTF assisted the City in obtaining grant funds is the Oaks Basin Expansion project. UTF played a significant role in assisting the City in successfully receiving an award of funds in the amount of $2,867,667 from the Urban Flood Protection Grant Program.
Staff recommends to sole source a Professional Services agreement to UTF for several reasons. First, UTF is an asset to the community. They work closely with community groups such as the Community Services Employment Training (CSET). CSET is a non-profit organization that offers programs to underprivileged youth with an opportunity to receive real job training and experience. UTF also helps to coordinate volunteer tree planting events on Earth Day and Arbor Day.
Secondly, the relationship with UTF provides a competitive advantage in applying for grants. Many of the funding agencies look favorably on applicants who partner with non-profits and local conservation corps. UTF is itself a non-profit organization and is able to successfully partner with CSET who is the local California Conservation Corps serving Tulare County.
Thirdly, UTF has consistently provided a high level of service. The staff is always available to answer City staff’s questions and take time to meet even on short notice.
Finally, the contract with UTF has proven to be a smart investment. Over the past five years, over 70% of the amount paid to UTF through their contract with the City has been funded through grant awards that they have obtained for the City.
Fiscal Impact:
The contract sum shall be a not to exceed amount of $150,000 per year. Funds shall be appropriated on a yearly basis as follows:
Grant Funding Sources (75%) $112,500
General Fund - Parks and Bike Path Maintenance Divisions (25%) $37,500
Yearly Contract Total $150,000*
*There is no increase from the previous maximum annual agreement of $150,000.
Prior Council Action:
June 18, 2018
Authorized the City Manager to award a contract for a two-year Professional Services Agreement with the Urban Tree foundation, Inc. in an amount not to exceed $150,000 per year.
Alternatives:
None.
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to authorize the City Manager to execute a sole source agreement for Professional Services with the Urban Tree Foundation, Inc. for a two-year term with the option to renew for three additional one-year terms, in an amount not to exceed $150,000 per year.
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Environmental Assessment Status:
N/A
CEQA Review:
N/A
Attachments:
1. Professional Services Agreement
2. Owner Disclosure Statement