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R2024-020 2024-01-22RESOLUTION NO. R2024-20 A Resolution of the City Council of the City of Pearland, Texas, renewing a supply contract for tree maintenance services with Advanced Landscape Solutions, LLC, in the estimated amount of $353,225.00, for the period of January 23, 2024 through January 22, 2025. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PEARLAND, TEXAS: Section 1. That the City previously awarded a bid for tree maintenance services. Section 2. That the City Council hereby renews a contract with Advanced Landscape Solutions, LLC, in the unit price amounts reflected in Exhibit “A” attached hereto. Section 3. The City Manager or his designee is hereby authorized to execute a unit contract for tree maintenance services. PASSED, APPROVED and ADOPTED this the 22nd day of January, A.D., 2024. ________________________________ J. KEVIN COLE MAYOR ATTEST: ________________________________ FRANCES AGUILAR, TRMC, MMC CITY SECRETARY APPROVED AS TO FORM: ________________________________ DARRIN M. COKER CITY ATTORNEY DocuSign Envelope ID: 31F0D111-21D5-48EB-B9C6-2842AD149DF8 -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- ATTACHMENT A— SCOPE OF WORK 1.0 GENERAL REQUIREMENTS The scope of work is complete, continuous, consistent and safe tree maintenance of a variety of species throughout the City. Tree maintenance may consist of pruning, removals, stump grinding, planting, staking, pest control, fertilizing, watering, and emergency response. The intent and purpose of this agreement is to provide a level of tree maintenance to the areas such that each will present a safe, pleasing, and desirable appearance always within the limitations of the contracted service requirements. The Urban Forester shall be the sole judge as to the adequacy and quality of the tree maintenance. 1.01 Tree trimming shall be done in such a manner as to protect current tree health with all possible regard for future growth and development. 1.02 Stumps and large surface roots shall be ground to a minimum 12-inch depth below grade and mulch removed from site, unless otherwise specified by the City. 1.03 Contractor shall provide all equipment, labor and materials necessary for performing tree maintenance according to the specifications in this agreement. 1.04 Equipment shall be clean and well-maintained, of the latest and most efficient design. 1.05 Contractor's on-site personnel shall be uniformed, professional and well trained. 1.06 Selective pruning shall be employed based solely on the standards prescribed by the International Society of Arboriculture and according to the ANSI A300 pruning standards. 1.07 All work shall be completed under the direction and general supervision of an Arborist certified by the International Society of Arborist (ISA) who possesses verifiable experience and technical competence in tree physiology, identification, diagnosis of disorders, and current tree care and safety practices in accordance with accepted industry standards.A Tree Care Safety Professional certified by the Tree Care Industry Association (TCIA) is preferred. 1.08 The Arborist/Crew Supervisor shall be capable of communicating in fluent English both orally and in writing. 1.09 All work around power lines shall be performed by Certified Line Clearance Tree Trimmers in accordance with OSHA 229 CF 1910.269, 1910.331 and ANSI Z133.1-2012. 1.10 All tree workers shall, through related training and on the job experience, be familiar with the technical aspects and hazards of tree maintenance work and equipment used in such operations. 1.11 All tree workers shall abide by code of ethics or professional conduct established by the Tree Care Industry Association (TCIA) and the International Society of Arboriculture. 1.12 The City shall have the right to inspect any locations, areas or equipment. Such inspections may be related to, but are not limited to, verification of work or conditions, safety, damages, or operational interest. 1.13 All spray applications and injections shall be under the direct supervision of a licensed commercial spray applicator in the State of Texas. 1.14 Tree trimming and removal services shall be performed to the complete satisfaction of the City and in accordance with all applicable federal, state and local laws, ordinances and regulations (City and County). -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- 1.15 Contractor shall not enter private property without prior written permission from the property owner and the City. 1.15.1 If permission is not granted by the property owner, Contractor shall perform cuts that comply with applicable City code or at the direction of the Urban Forester. 1.15.2 All complaints made by property owners or general public shall immediately be reported to the City but shall be the responsibility of Contractor to resolve, without cost to the City. 1.16 Contractor shall furnish all supplies, equipment and vehicles needed to complete the specified work and meet expected quality standards. 1.16.1 All tools and equipment must be in proper and safe working order. 1.16.2 In an effort to prevent the potential spread of disease, Contractor shall disinfect, with a cleaning product/solution, all tools before pruning or removal work begins and in between each pruning or removal interval. 1.16.3 All equipment must meet all federal OSHA, state and local safety requirements and must be properly licensed. This includes equipment such as bucket trucks, aerial lifts, chipper trucks, wood trucks, stump grinders etc. which may be needed to correctly perform tree pruning and removal in accordance with the specifications stated herein. 1.16.4 The name or logo of the Contractor must be clearly displayed on all trucks used on the job. 1.17 Safety: Contractor shall be responsible for pedestrian and vehicular safety and control within the worksite and shall provide the necessary warning devices, barricades and ground personnel needed to give safety, protection and warning to persons and vehicular traffic within the worksite. Blocking of public streets shall be permitted ONLY if prior arrangements have been made with the City and are coordinated with the City's designated representative. 1.18 Cleanup and Waste Disposal: Contractor is responsible for cleanup and removal of all waste resulting from the tree removal services before leaving the worksite for the day. All lawn areas shall be raked, all streets and sidewalks shall be swept, and all brush, branches and logs shall be removed from the site. All organic waste material should be disposed of properly at an approved organic material recycling dump site agreed upon by the Contractor and the City designated representative. Worksite area shall be left in a condition equal to that which existed prior to the commencement of tree removal services. No waste shall be left overnight on work site unless prior arrangements have been made. 1.19 Reports: 1.19.1 Contractor shall maintain a work log. The work log shall include the scope of work performed in accordance with the contract bid. If requested a copy shall be filed with the Urban Forester on a work order basis. 1.19.2 Contractor shall maintain, a chemical application form for all areas treated and include the total gallons of mixed material applied and the total number of trees treated for each period of treatment and their respective diameter at breast height (dbh). A copy shall be filed with the Urban Forester at the completion of application. 1.19.3 Contractor shall note and report to the Urban Forester in writing the presence of any structural weakness, girdling roots, disease conditions, decayed trunks or branches, or split crotches or branches or any other hazardous condition that has a potential for damage to property or personal injury that can be corrected within the scope of the work herein. -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- 1.19.4 Contractor shall include with all invoices for payment an Acceptance Report signed by the Contractor's Certified Arborist and the City of Pearland Urban Forester, which describes all work partially or completely performed conforms to contract requirements. In the event that the Urban Forester and the Contractor disagree on work completed and accepted, his or her comments shall be noted thereon or attached thereto. The Acceptance Report will serve to document in writing completed work and/or deficiencies. Failure of the Contractor to obtain a signed acceptance report will release the City of Pearland from any obligation to pay for services claimed but not documented by a signed acceptance report. 1.20 Scheduling/Work Orders/Coordinating: 1.20.1 Specific work will be assigned by work order. The quantity of work will depend upon the vagaries of weather, special events and/or construction impacts, in-house capabilities, insect and disease infestations and funding. 1.20.2 Quantities and scope of work to be performed and time frame(s) for completion will be identified on individual work order which will be subject to the terms and conditions under this contract award. All affected trees will be identified by the Urban Forester. 1.20.3 Prior to commencing work the Contractor is responsible for inspecting all affected trees to ensure that the prescribed work is in accordance with the scope of the specifications stated herein and unit prices of the contract bid schedule. 1.20.4 The Contractor is responsible for notifying the Urban Forester in writing of any work that is beyond the scope of the contract and include a proposal for performing the prescribed work that includes a breakdown with unit prices for labor, materials, and equipment to ensure the work can be accomplished safely. The Urban Forester will evaluate and approve the proposal. Failure of the Contractor to obtain approval of the Urban Forester for work beyond the scope of the contract will release the City of Pearland from any obligation to pay for services claimed. The Urban Forester will be the point of contact for all matters of work within the scope of the contract. 1.20.5 Contractor shall commence work within 10 working days of receiving a work order notification. The Contractor shall notify the Urban Forester 48 hours prior to beginning any work on a work order. Work shall be performed between the hours of 8:OOam and 5:OOpm, Monday through Friday, unless authorized in writing by the Urban Forester. 1.20.6 Once work begins the Contractor is expected to be on the job site each day in which weather conditions are favorable as determined by the Urban Forester or designated representative. 1.20.7 All work within a designated area on the work order shall be completed, inspected, and accepted in accordance with the procedures stated herein before beginning work in another area, unless authorized by the Urban Forester. 1.20.8 If, at any time, the Urban Forester determines that the work is unsatisfactory or being conducted in an unsafe manner, the Contractor will be notified and shall immediately cease all work activities. 1.21 Emergency Response/On Call 1.21.1 In the event of a tree failure(s) that results in the impediment of traffic on any sidewalk, -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- roadway, parking lot, or other surface; or creates an immediate hazard with the potential to cause damage to any person, property, building, or existing plants; or impedes the regular operations of the City of Pearland, the Contractor agrees to have a crew of adequate personnel respond to abate the hazardous situation within 4 hours of contact from the Urban Forester. 1.21.2 The Urban Forester will determine what tree failure(s)/hazardous condition(s) require an immediate response and is considered an emergency. 1.21.3 Contractor will remain on site until the Urban Forester has determined that the hazardous situation or impediment has been resolved or that the regular operations of the City of Pearland can continue. The Contractor will return within 24 hours to complete any remaining work, as the Urban Forester deems necessary. 1.22 Silence of Specifications: The apparent silence of these specifications as to any detail or to the apparent omission from it of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of these specifications shall be made on the basis of this statement. 1.23 Contractor is expected to perform all work in a competent and professional manner. Any damage to a City or Citizens building/facility that is not included in the project, either direct or indirect, resulting from the Contractor, or their employees must be repaired fully and completely at the cost to the Contractor, including work, materials, and any litigation fees that may be incurred to recover the cost of such damages not repaired or not repaired in a workmanlike manner. 1.24 Contractor must communicate and work effectively with City of Pearland staff with respect to any of the services required. 1.25 Contractor shall not subcontract any work required by this contract without the express written approval of the Urban Forester. If the Contractor has approval to subcontract any part of the work required under this contract, a copy of any such subcontract shall be provided to the Urban Forester. 2.0 EXECUTION 2.1 Pruning General Requirements: 2.1.1 Pruning shall be in strict accordance with all standards and methods as prescribed by the International Society of Arboriculture (see Appendix A). 2.1.2 Contractor shall prune to retain the natural structure of each tree species, unless otherwise directed by the Urban Forester, and have the knowledge and ability to determine each tree species response to pruning. Pruning patterns shall be consistent so that visual continuity is maintained, and the value of all City trees pruned is increased. 2.1.3 All blades, chains and other cutting devises shall be kept sharpened, to make a clean final cut, with the bark intact and free from stripping or shredding. Wound dressings are not permitted. 2.1.4 Pruning cuts shall be made carefully and at the proper location; this will be back to the parent branch or trunk, just to the outside of the branch collar and branch bark ridge. 2.1.5 Branch cuts shall be kept as small as possible to prevent excessive decay. No live branch greater than eight inches in diameter (measured at the base of the branch) shall be -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- removed without authorization from the Urban Forester, unless said branch is weakly attached or has other significant defect. 2.1.6 Limbs, measuring two inches or greater in diameter, shall be removed using the three-cut method (see Appendix A). 2.1.7 When pruning mature trees, no more than 25 percent of the leaf-bearing canopy should be removed. Live Oaks are limited to 10 percent unless otherwise directed by Urban Forester. 2.1.8 When reducing the length of a limb back to a lateral branch, the lateral should be at least one-third the diameter of the portion removed. 2.1.9 Young trees shall be pruned primarily to improve structure in accordance to the guidelines shown in Appendix A. 2.1.10 Private trees encroaching upon a City sidewalk or street, and are not providing proper height clearance requirements, shall be raised on the street-side only to mitigate nuisance or hazard. 2.1.11 The use of climbing spurs, gaffs, or any other climbing devise that causes puncture wounds is prohibited, except for aerial rescue efforts, or during removals. 2.1.12 Any inappropriate piece of metal, wire, rubber, wood, or other material that is damaging the growing tissue of a tree or predisposes the tree to irreparable damage in the future, shall be removed. If it is determined that the material cannot be removed without further damage to the growing tissue of the tree, it shall not be removed, but necessary actions shall be taken to reduce the impact of this material to the tree by cutting out as much of the exposed surface of it as possible. 2.1.13 Vines that are entwined on the trunk or throughout the limb structure shall be removed with caution, avoiding injury to tree. 2.2 Maintenance Pruning: 2.2.1 Maintenance pruning of trees is based on tree species, growth characteristics, tree form, tree condition and tree structure. The objective is to improve tree structure, reduce wind sail effect, allow for improved light penetration, provide proper clearances, and to remove dead or other undesirable limbs. 2.2.2 Selective pruning shall be implemented; any or all pruning techniques shall be applied depending on the requirements of each tree. These include, structural pruning, crown cleaning, crown thinning, crown reduction, crown raise and crown restoration as outlined in Appendix A. 2.3 Tree Removals: The work to be performed under this section shall include removing trees in accordance with the American National Standard for Arboriculture Operations- Pruning, Repairing, Maintaining and Removing Trees and Cutting Brush- Safety Requirements-ANSI Z133.1-2012. 2.3.1 For trees specified to have all wood, chips, and debris removed, the Contractor shall, on the same day the tree is removed, remove all wood and debris and dispose of legally off site, unless approved otherwise by the Urban Forester. Removal and disposal of debris is -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- the responsibility of the Contractor. There shall be no sale of wood on City property. 2.3.2 Climbing hooks shall only be worn for tree removals. 2.3.3 Contractor shall take all reasonable precautions to avoid damaging surrounding vegetation or lawn areas and prevent gouging and erosion of soils as a result of tree removal operations (ie: removal of stubs that might dig in and blanketing the area with brush and/or logs to cushion the fall). 2.3.4 Trees shall be felled only when there is an adequate felling area at least equal in radius to the height of the tree. 2.3.5 Trees that cannot be felled due to adjacent roadways, buildings, structures, utilities, and/or lack of an adequate felling area shall be topped and/or sectioned. 2.3.6 Pull ropes shall be used on all trees that have the potential for damage to property or existing vegetation should they fall in any direction other than intended. Pull ropes shall be installed before any cutting is done at the base. 2.3.7 All stumps shall be cut to a height not to exceed 2" from grade unless directed otherwise by the Urban Forester. 2.3.8 With the exception of stump removal, all specified removals at any one location shall be completed, including removal of logs and debris, before initiating work in another location unless approved otherwise by the Urban Forester. 2.4 Stump Removal: 2.4.1 Stumps indicated for removal shall be ground with a stump grinder to a depth of 12 inches below grade. 2.4.2 The site shall be backfilled with a mix of 60% soil and 40% of the remaining wood chips; then firmly tamped down to allow for as little settling as possible. 2.4.3 All excess wood chips and soil shall be hauled away. When complete, the work site shall be level and at the original soil grade of the surrounding area. 2.4.4 Grubbing stumps shall not be permitted unless approved otherwise by the Urban Forester. 2.5 Tree Planting: 2.5.1 Planting trees includes staking and installing ties, woodchip mulch, and watering for 90 calendar days. Planting lists will be compiled by the Urban Forester and submitted monthly or as needed. to maximize tree health and survival. Contractor shall provide trees and all materials and labor necessary for a complete and proper installation. 2.5.2 Trees purchased by the Contractor shall comply with the specifications set forth in the Standards for Purchasing Container-Grown Landscape Trees in accordance with Appendix B. 2.5.3 Contractor shall identify the location of all utilities and public and private property landscape irrigation components prior to the planting of any tree. The Contractor shall assume full responsibility for any damage that occurs during the planting of any tree. -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- 2.5.4 Prior to planting, the natural root flare must be identified. Any soil that may be covering the root flare must be removed. The planting hole shall be dug to a size of two times the width of the root ball, leaving the bottom firm, to prevent the tree from settling. The container shall be removed carefully to prevent root or stem damage; the tree shall not be pulled by the stem. If the container does not come off easily, it shall be cut on one or more sides, from top to bottom, to allow its removal. Circling roots shall be separated and spread outward. Densely matted roots that cannot be teased apart shall be cut cleanly in two places. 2.5.5 The City shall be responsible for marking locations and provide Contractor with map of location. GPS coordinates may also be provided at the request of Contractor. 2.6 Excavation: 2.6.1 Excavate pit according to City standard drawings in accordance with Appendix C. 2.6.2 Leave soil in bottom of pit undisturbed. 2.6.3 Make tree pits square/rectangular, not round. 2.6.4 Rough up sides of pit to help discourage girdling of roots. 2.7 Preparation of Tree Planting Soil: 2.7.1 Planting soil shall contain a mix of 50% excavated soil and 50% commercially prepared soil mix containing sharp sand, compost and topsoil. 2.7.2 Before backfilling, clean soil of roots, plants, sod, stones, clay lumps, and other extraneous materials harmful or toxic to plant growth and dispose of offsite. 2.8 Planting: 2.8.1 Place tree in pit, plumb and in center of pit at same elevation as adjacent finished planting grades. 2.8.2 Place soil backfill mixture around base and sides of root ball and work each layer to settle backfill and eliminate voids and air pockets. When excavation is approximately 2/3 full, water thoroughly before placing remainder of backfill. Repeat watering until no more water is absorbed. Dish top of backfill to allow for mulching. 2.8.3 Install tree stakes and natural brown mulch per City standard drawings in accordance with Appendix C. 2.9 Tree Watering: 2.9.1 While performing tree watering, the Contractor shall maintain the tree watering basin to include the removal of weeds and debris and the maintenance of the watering basin to size and grade standards defined herein. Contractor shall also provide additional mulch, replacement stakes and/or trunk guards when necessary. 2.9.2 Trees shall be watered in such a manner that does not result in erosion of the tree watering basin, splashing of parked vehicles or damage to any of the tree's surroundings. Haphazard riggings and/or watering out of the window from the cab with watering equipment will not be tolerated. -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- 2.9.3 Contractor shall not use hoses, equipment or water from private properties while installing or watering trees. Water utilized for these services shall not be furnished by the City. 2.9.4 The City may ask for water bag(s) to be furnished and installed on some newly-planted trees. Water bags shall have a capacity of at least 15 gallons and no more than 20 gallons of water and be made of durable PVC tarpaulin material. If requested, one watering bag is to be installed and secured, by way of being zipped around one of the two stakes installed with a newly planted tree, with the bottom of the bag between the stake and trunk of the new tree. At the time of planting and installation, the water bag shall be filled to capacity in addition to Contractor watering the tree basin as a whole. If a water bag is damaged or destroyed during the water service, the Contractor will be responsible for its replacement. When tree watering is performed at trees sites with a water bag, the bag shall be filled to capacity. 2.9.5 Contractor shall maintain a daily log of trees watered. The log shall list the tree watered by site. A printed copy of the log, which shall be maintained in digital format, must accompany invoicing for tree watering services by the Contractor. If no invoicing is required, the digital log shall still be provided to the City in the same manner. 2.9.6 When the Contractor concludes its final watering services to a given tree, Contractor must provide written notice to the Urban Forester that watering is now the responsibility of the City. 2.9.7 The contractor shall provide water to trees once every two weeks for a total of 10 waterings, unless otherwise authorized by Urban Forester. 2.9.8 Contractor shall apply water at low pressure to root zone of each tree. The amount of water per tree per visit shall be 15 to 20 gallons, unless otherwise specified by Urban Forester. Watering frequency shall be adequate to maintain tree health and survivability. 2.10 Arborist Services: 2.10.1 On occasion, the City requires tree evaluations including written reports. The Contractor shall provide an hourly rate for an Arborist that can respond to the City's request(s)for the preparation of detailed arborist reports, tree risk assessment reports, tree evaluations and site inspections. 2.10.2 Reporting can be generated on as little as one tree to an entire urban forest population and is handled on a case-by-case basis. 2.11 Crew Rental: 2.11.1 Contractor shall be able to provide to the City crew rental for tree work which lies beyond the scope of this Contract. The standard crew is three men, one chipper truck, one aerial tower and all necessary hand tools. The crew and equipment can be modified to complete any type of tree work as specified by the Urban Forester or his/her designee. 2.11.2 Contractor will be given specific locations and the work to be done at each location in advance. 2.11.3 To have Crew Rental approved, the Contractor must provide prior notice and receive verbal or written approval from the Urban Forester or his/her designee at least 48 hours in advance of the work. -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- 3.0 MEASURMENT/VERIFICATION OF QUANTITIES 3.1 Pruning: Shall be based on individual trees measured by diameter at breast height (dbh), crown size (measured in two perpendicular directions and averaged), and type of pruning performed in accordance with the bid line items and specifications. 3.2 Removals: Shall be based on individual trees measured by dbh, and crown size in accordance with the bid line items and specifications. Stump Grinding: Shall be based on individual trees measured by dbh in accordance with the bid line items and specifications. In the absence of the tree, the stump size shall be the diameter of the cut wood surface as measured across the narrowest portion.