Title
Report regarding a resolution awarding a contract in the amount of $495,000 to the Davey Tree Expert Company of Livermore, California and authorizing a project budget of $569,250 for the removal of hazardous trees and continued reduction of potential fuel load on Sign Hill in response to the 2020 Sign Hill Diamond Fire. (Joshua Richardson, Parks Division Manager)
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RECOMMENDATION
Recommendation
It is recommended that the City Council adopt a resolution awarding a contract in the amount of $495,000 to the Davey Tree Expert Company of Livermore, California and authorizing a project budget of $569,250 for the removal of hazardous trees and continued reduction of fuel load on Sign Hill.
Body
Background
On October 16, 2020, at 11:54 a.m., a fire ignited on Sign Hill originating on the western section of the iconic letters. This was the third day of a regional Red Flag Warning with elevated temperatures, reduced humidity, and a steady easterly wind. The wind pushed the fire quickly to the west across the southern face of the hill through the grasses before spreading into the nearby tree groves. The incident commander realized the fire would grow quickly and structures would be threatened. Additional resources were immediately called to the scene to assist.
In total, five alarms of fire apparatus from South San Francisco and nearby agencies responded to the emergency. Additionally, an agreement with California Forestry and Fire Department (CalFire) was utilized and provided the City with their associated aircraft, hand crews and wildland firefighting equipment for the incident. The fire burned for nearly three hours before being declared under control. Fire crews remained on site for over two days to ensure all hot spots were extinguished and embers would not reignite. Fortunately, the fire was kept to 16 acres and only caused minor property damage to three homes on Mountain Road, and no one was injured, thanks to the fuel load reduction and fire break work completed in recent years and the fire fighters’ great efforts.
Immediately after the fire, the City Manager’s Office, Parks and Recreation Department, Fire Department and Public Works/Engineering staff met to discuss next steps to prepare the hill for the winter months. On October 22, 2020, City Parks and Recreation staff completed a walkthrough and prepared an assessment of the state of the Sign Hill environment and trails to evaluate the scale of fire damage. Based on staff’s assessment, two phases of work were established - short term work to winterize the hill, remove hazards, and make it safe to reopen, and longer-term work to expand on the ongoing fuel load reduction and maintain firebreaks on Sign Hill.
Due to the emergent nature of the short-term work to prepare Sign Hill for wet weather, and potential debris flows, falling trees, or the potential for future fire due to the buildup of fuel in the form of dead trees and brush, it was determined an emergency declaration was needed to expedite the work.
At the November 24, 2020, Regular City Council Meeting, the City Council adopted a resolution determining the existence of an emergency because of the Diamond Fire, and authorized emergency repairs. The Davey Tree Expert Company was contracted to coordinate tree work and fuel reduction in an emergency capacity. These repairs largely included the removal of more than 1,500 trees directly impacted by the Diamond Fire for a contract total not to exceed $900,000. Additionally, the City had executed a contract with Acacia Environmental Construction to perform immediate slope stabilization and erosion mitigation work on newly exposed and vulnerable sloped areas for a contract total not to exceed $110,559.
The Davey Tree Expert Company began their work removing hazardous trees on December 3, 2020, focusing on the area near the Ridge Trail known as Seubert Grove. Subsequent phases of work were focused on clearing the Iris Trail and Letters Trail of any hazardous trees as well as creating a defensible space behind homes that border City owned land on Sign Hill. In each of these areas, the removed trees were mostly chipped on site to help with slope stabilization or chip was safely stockpiled for use in restoration efforts on the hill. Some tree trunks of twelve inches or greater in diameter may be left on the ground perpendicular to the slope of the hill. All work was in accordance with CalFire forestry guidance.
The emergency declaration was ended on November 4, 2021, after all immediate hazards had been mitigated near properties or trails on Sign Hill. Though the emergency declaration was concluded, there is still much work to be done to continue creating defensible space and reduce fuel load on Sign Hill.
On March 16, 2022, a request for proposals was issued by staff for the Sign Hill Fire Mitigation and Restoration Project. The scope of work includes tree maintenance within the previously established fire break behind homes on Rocca Avenue as well as specific areas of removal in the burn scar from the 2020 Diamond Fire. In addition to these areas, most of the work will be focused on a large eucalyptus grove adjacent to Viewmont Terrace, Carnelian Road, and Mountain Road. This grove will see the creation of a 100-foot defensible space around the perimeter and canopy density reduction in accordance with CalFire standards. The scope of work and designated areas of work are shown in Attachments 1 and 2, respectively.
On March 23, 2022, a mandatory pre-bid meeting was conducted to discuss the scope of work. In total six prospective bidders attended. Proposals were due on April 6, 2022. Ultimately, only two vendors submitted proposals: The Davey Tree Expert Company and Arborwell, Inc. The bid amounts submitted are as follows.
Bidder Amount
Arborwell, Inc. $749,000.00
The Davey Tree Expert Company $495,000.00
The Davey Tree Expert Company is the lowest responsible bidder for the defined scope of work and staff are confident that they have the expertise and equipment to successfully complete the project. This work will be occurring during bird nesting season and the City will direct tree work based on bird nesting surveys conducted by a third-party contractor specialized in biological surveying.
FISCAL IMPACT
The total cost of this project is $495,000 with an additional 15-percent contingency totaling $74,250 for a total project budget of $569,250. Currently, funding exists outside of the general fund for this project.
RELATIONSHIP TO STRATEGIC PLAN
This project will contribute to the City’s Strategic Plan under Priority #2 by helping to create sustainable parks and open space areas, and under Priority #4 by enhancing public safety in and around Sign Hill.
CONCLUSION
Staff recommends that the City Council adopt a resolution awarding a contract in the amount of $495,000 to the Davey Tree Expert Company of Livermore, California and authorizing a total project budget of $569,250 for the removal of hazardous trees and continued reduction of potential fuel load on Sign Hill in response to the 2020 Sign Hill Diamond Fire and authorize the City Manager to enter into a project agreement with the Davey Tree Expert Company of Livermore, California.