PREPARED BY: CHIARA HANNA DATE OF MEETING: 09/02/2025
SUBJECT:
TITLE
CONSIDER ADOPTING RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO INCREASE COMPENSATION UP TO AN ADDITIONAL $100,000 FOR FISCAL YEAR 2025_26, AND UP TO AN ADDITIONAL $50,000 PER FISCAL YEAR FOR FISCAL YEAR 2026_27 AND FISCAL YEAR 2027_2028, FOR A TOTAL NOT TO EXCEED AMOUNT OF $450,000 FOR THE MAINTENANCE AND TRADE SERVICES AGREEMENT BETWEEN THE CITY OF SAN PABLO AND HERCULES TREE SERVICE & LANDSCAPE CONSTRUCTION, INC. FOR ON-CALL TREE SERVICES; ISSUANCE OF ANY TASK ORDER RESULTING IN AN INCREASE IN COMPENSATION FOR FISCAL YEAR 2026_27 AND FISCAL YEAR 2027_28 IS CONTINGENT UPON THE APPROPRIATION OF NEW FUNDS FOR THE AGREEMENT
CEQA: This proposed action is not a project as defined by CEQA.
Label
CITY MANAGER RECOMMENDATION
Recommendation
Adopt Resolution
Body
Compliance statements
FY 2023-2025 Council Priority Workplan Compliance Statements:
The award of on-call maintenance and trade services agreements is not contained in the City Council’s Priority Workplan but is recommended for optimizing the efficiency of ongoing operations and providing immediate response for tree trimming and tree removal for the City of San Pablo.
CEQA Compliance Statement
This proposed action is not a project as defined by CEQA.
BACKGROUND
The Public Works Department has utilized “on-call” maintenance and trade services contracts since 2016 to support both ongoing operational and capital project needs. These contracts allow for rapid response and streamlined procurement, particularly for emergency or urgent services.
On March 18, 2024, through Resolution 2024-038, the City Council awarded a five-year on_call Maintenance and Trade Services Agreement to Hercules Tree Service & Landscape Construction, Inc. (Hercules Tree) to provide tree services. The Agreement authorized a not to exceed amount of $50,000 for each fiscal year, for a total authorization not to exceed amount of $250,000 over five years.
Due to increased and unforeseen tree maintenance needs, including creek bank and root wad maintenance along Wildcat Creek, staff recommends executing an Amendment to increase compensation under the Agreement with Hercules Tree. The First Amendment with Hercules Tree Service & Landscape Construction, Inc. will increase compensation under the Agreement in an amount not to exceed $150,000 for Fiscal Year 2025_26, and up to an additional $50,000 per fiscal year for Fiscal Year 2026_27 and Fiscal Year 2027_28, for a total compensation under the Agreement, as amended, to not exceed $450,000.
Staff recommends the City Council authorize the City Manager to execute a First Amendment to the Agreement increasing compensation by up to an additional $200,000 through the end of contract term, for a total compensation under the contract, as amended, not to exceed $450,000.
FISCAL IMPACT
The First Amendment to the Agreement with Hercules Tree Service & Landscape Construction, Inc. does not guarantee that any or all of the authorized not to exceed amount will be expended, but increases the maximum allowable compensation under the Agreement as outlined in the table below (Fund 237-3610-43600).
Hercules Tree Service & Landscape Construction, Inc.: On-Call M & T Services Agreement
|
Description |
Original Not-to-Exceed Amount |
Proposed Amended Not-to-Exceed Amount |
|
Fiscal Year 2023_24 |
$50,000 |
$50,000 |
|
Fiscal Year 2024_25 |
$50,000 |
$50,000 |
|
Fiscal Year 2025_26 |
$50,000 |
$150,000 |
|
Fiscal Year 2026_27 |
$50,000 |
$100,000 |
|
Fiscal Year 2027_28 |
$50,000 |
$100,000 |
|
TOTAL |
$250,000 |
$450,000 |
Tasks under the Agreement will only be approved if sufficient budget is available within the Capital Improvement Program (CIP) or Public Works Operating Budget.
ATTACHMENTS:
Att A – Resolution
Att B – Hercules Tree Service & Landscape Construction, Inc. Agreement w/ Exhibits
Att C – Hercules Tree Service & Landscape Construction, Inc. Draft Amendment #1