REPORT TO THE CITY COUNCIL FROM: AARON A. AGUIRRE, Director Parks, After School, Recreation and Community Services Department BY: ALDI RAMIREZ, Assistant Director Parks, After School, Recreation and Community Services Department SHELBY MACNAB, Business Manager Parks, After School, Recreation and Community Services Department SUBJECT ..Title Actions Pertaining to a Requirements Contract for Logging Services for Camp Fresno and Camp Fresno Junior: 1. Adopt a finding of Categorical Exemption per staff determination pursuant to Section 15301/Class 1 and 15304/Class 4 of the California Environmental Quality Act (CEQA) Guidelines. 2. Approve the Award of a Requirements Contract to Arbor Pros LLC., for One-Year with Two Optional One-Year Extensions (Proposal No 12301339). 3. Authorize spending authority for logging services in an amount not to exceed $180,000 per year for a total of $540,000, with no minimum spending guarantee expressed or implied under any respective requirements contract. 4. Authorize the City Manager or designee to sign all related documents on behalf of the City. ..Body RECOMMENDATION Staff recommends Council approve the award of a requirements contract to Arbor Pros LLC., for a one-year term with two one-year optional extensions for logging services at Camp Fresno and Camp Fresno Junior and authorize spending and signatory authority. EXECUTIVE SUMMARY There are approximately 166 trees at Camp Fresno that have been marked for removal by the U.S. Forest Service. Staff recommends Council approve the award of a requirements contract to Arbor Pros LLC., for one-year with two optional one-year extensions for logging services at Camp Fresno and Camp Fresno Junior located at 53849 Dinkey Creek Road, Shaver Lake, CA 93664. BACKGROUND In 1956, the City of Fresno entered into a Special Use Permit with the US Forest Service which allows the City of Fresno to operate Camp Fresno and Camp Fresno Junior grounds. On an annual basis, the U.S. Forest Service assesses forest health at Camp Fresno. As part of this assessment, trees are marked for removal due to disease or impacts from drought and other environmental conditions. Approximately 166 trees are currently marked for removal. On March 14, 2023, the City of Fresno Department of Parks, After-School, Recreation and Community Services (PARCS) solicited proposals to provide logging services for Camp Fresno and Camp Fresno Junior sites. The scope of logging services to be performed are hazard tree felling, log and tree removal, slash treatment, site restoration, and traffic control. On March 29, 2023, at 11:00 a.m., the City held a virtual bid opening meeting with the option to call-in. Prospective proposers were encouraged to attend since City staff were present to answer any questions regarding the specifications. On April 11, 2023, proposals were due and requested to be submitted electrically via Planet Bids and publicly opened and recorded. The City received four responses: 1. Arbor Pros, LLC 2. Fleming and Sons LLC 3. P31-Enterprises, Inc. 4. San Joaquin Forest Products LLC On April 14, 2023, a committee review was conducted to evaluate the four proposals. The committee review concluded that all four vendors should resubmit their pricing information due to the variability in pricing presented. On July 26, 2023, the City sent out a "Last, Best and Final" notice and a request for extension for vendors to resubmit their pricing no later than 5:00 p.m. On August 7, 2023. In response to the request for "Last, Best and Final" proposals, the City received four proposals from Arbor Pros, LLC, Fleming and Sons LLC., P31-Enterprises, Inc., and San Joaquin Forest Products LLC. On August 10, 2023, a committee review was conducted to evaluate the "Last, Best and Final" responses. Based on the updated pricing information, the committee recommended Arbor Pros LLC to be selected for the logging services RFP. Arbor Pros LLC., provided the lowest proposed cost for services. ENVIRONMENTAL FINDINGS An environmental assessment has been conducted of this project and it has been determined that it falls within the Categorical Exemption set forth in CEQA Guidelines, Section 15301/Class 1 (Existing Facilities) and Section 15304/Class 4 (Minor Alterations), because the proposed project involves no significant alteration of the campgrounds and does not involve expansion of the existing use, but rather makes minor alterations to the land by adhering to the recommendations of the U.S. Forest Service to remove the identified trees that have been negatively affected by environmental conditions. Furthermore, staff has determined that none of the exception to Categorical Exemptions set forth in CEQA Guidelines, Section 15300.2 apply to this project. LOCAL PREFERENCE The RFP committee did account for local preference, and local preference was part of the criteria used by the committee in their evaluation process. FISCAL IMPACT Appropriations for fiscal year 2024 tree removal are currently reflected in the PARCS Department's budget. Attachments: Formal RFP 12301339 Camp Fresno Logging Signed Bid Evaluation Sample Contract Categorical Exemption