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Home My WebLink About1999-08-09 City Council (20)City of Palo Alto TO:HONORABLE CITY COUNCIL FROM:CITY MANAGER DEPARTMENT: PUBLIC WORKS DATE:AUGUST 9, 1999 CMR:335:99 SUBJECT:CONTRACT WITH PENINSULA CONSERVATION CENTER FOUNDATION FOR CANOPY PROGRAM SERVICES This is an informational report and no Council action is required. BACKGROUND On June 24, 1996, Council approved three years of funding for the Canopy program ($100,000 - first year, $66,000 - second year, and $33,000 - third year). Canopy staff provided a three-year scope of services. Canopy accomplished its three-year goals, reporting its activities quarterly. At the end of FY1998-99, Canopy requested additional years of funding. The City Manager recommended $50,000 per year for the next two fiscal years (FY99-00 and FY00-01). During the Budget hearings, the Finance Committee requested copies of the Canopy contract for review. The FY 1999-2000 Canopy Contract (Attachment A), Objectives (Attachment B), and Certificate of Insurance (Attachment C) are attached. DISCUSSION Canopy’s activities support the City’s urban forest by providing citizens: information about City-owned street and park trees, advice and education about private oaks protected by City ordinance, a program to insure that problem trees removed from under electric lines are replanted with more suitable species; and by working with homeowner associations to improve their neighborhood street trees. RESOURCE IMPACT Funds are available in the adopted FY1999-2000 Tree budget. ATTACHMENTS Attachment A:Contract (short form agreement) Attachment B:Canopy Contract Objectives for Fiscal Year 1999-2000 Attachment C:Certificate of Liability Insurance PREPARED BY: Dave Sandage CMR:335:99 Page 1 of 2 DEPARTMENT HEAD: GLENN S. RO’~ERTS Director of Public Works CITY MANAGER APPROVAL: HARRISON Assistant City Manager CMR:335:99 Page 2 of 2 BY THIS AGREEMENT MADE AND ENTERED INTO ON THE BY AND BETWEEN THE CITY OF PALO ALTO "CITY", AND AGREEMENT DAY OF Peninsula Conservation Center 19 DATE TO BE ENTEREDFoundat io’~.BY CITY PURCHASING ,a (ADDRESS) 3921 East Bayshore Road (CITY) Palo Alto, CA (zlF" 94303 (PHONE)650--964--6110 "CONTRACTOR" IN CONSIDERATION OF THEIR MUTUAL COVENANTS, THE PARTIES HERETO AGREE AS FOLLOWS: ¯ CONTRACTOR SHALL PROVIDE OR FURNISH THE FOLLOWING SPECIFIED 1) GOODS AND MATERIALS. 2) SERVICES OR 3) A COMBINATION THEREOF AS SPECIFIED IN THE EXHIBITS NAMED BELOW AND ATTACHED HERETO AND INCORPORATED HEREIN 3Y THIS RE#ERENCE: TITLE: (DESCRIPTION) To provide through the Canopy Program, community based services to maintain and #xmx±~m promote the preservation of trees in Palo Alto. EXHIBITS THE FOLLOWING A~ACHED EXHIBITS HEREBY ARE MADE PART OF THIS AGREEMENT: Attachment A - Canopy Contract Objectives for FY1999-2000. Attachment B - Certificates of Insurance. Attachment C - CMR X~V~:99 TERM THESERVICESAND~RMATERIALSFURNISHEDUNDERTHISAGREEMENTSHALLCOMMENCEON ANDSHALLBECOMPLETEDBEFORE June 30, 2000 COMPENSATION FOR THE FULL PERFORMANCE OF THIS AGREEMENT: ~ CITY SHALL PAY CONTRACTOR: not to exceed $50,000 [] CONTRACTOR SHALL PAY CITY: PAYMENT RECORD (DEPARTMENT USE REVERSE S~DE) CITY ACCOUNT NUMBER" ® KEY CODE OBJECT PROJECT PHASE NO.DOLLAR AMOUNT 02513100 3199 $50,000.00 GENERAL TERMS AND CONDITIONS ARE INCLUDED ON BOTH SIDES OFTHIS AGREEMENT. THIS AGREEMENT SHALL BECOME EFFECTIVE UPON ITS APPROVAL AND EXECUTION BY CITY, IN WITNESS TF-’REOF, THE PARTIES HAVE EXECUTED THIS AGREEMENT THE DAY, MONTH, AND YEAR FIRST WRI’FI’EN ABOVE. HOLD HARMLESS. CONTRACTOR agrees to indemnify, defend and hold harmless CITY, its Council Members, officers, er’-#loyees, and agents from any and all demands, claims or liability of any nature, including wrongful death, caused by or arising out of CONTRACTOR’S, its officers’, directc"s, employees’ or agents’ negligent acts, errors, or omissions, or willful misconduct, or conduct for which the taw imposes strict liability on CONTRACTOR in the perfor~-ance of or failure to perform this agreement by CONTRACTOR. ENTIRE AGREEMENT. This agreement and the terms and conditions on the reverse hereof represent the entire agreement .-eb, veen the parties with respect to the purchase and sale of the goods, equipment, materials or supplies or payment for services which may be the subject of this a.c’~ement. All prior agreements, representations statements, negotiations and undertakings whether oral or written are superseded hereby. PROJECT MANAGER AND REPRESENTATIVE FOR CITY CONTRACTOR L. DEPT. Public Works Operations TITLE P.O. BOX 10250 PALO ALTO, CA 94303 Telephone 650-496-6974 INVOICING SEND ALL INVOICES TO THE CITY. ATTN: PROJECT MANAGER CITY OF PALO ALTO AP/i~ROVALS: /ROUTE POR SIGNATURES ACCORDING TONUMBERS N APPROVAL BOXES BELOW) ~... =CITY. DEPARTMENT ,..--,FundsBudgetedHaVe Been INSURANCE REVIEW PURCHAS hG & CONTRACT ADMINISTRATION (1 ~(2)i (3t ~APPROVAL OVER $25,000 CITY OF PALO ALTO BY:ASSISTANT CITY MANAGER CPA 02782 F~ETAIN GREEN COPY APPROVAL OVER S65,000 ATTEST:APPROVED AS TO FORM: BY:MAYOR CITY CLE=K CiTY ATTORNEY TO:Dave Sandage, City Arborist Michael~~n, Department of Public Works FROM: Debl~~ Executive Director RE: July 12, 1999 Canopy Contract Objectives ~or Fiscal. Year, 1999-2000 As contract objectives-for our work during the1999-2000 fiscal year, Canopy proposes the following goals and objectives (Estimated expenditures from the allocated City funds is in parentheses): To serve as a single comprehensiv6, information source for all Palo Alto trees. ($2,000)’ . o Maintain Canopy’s World Wide Web site, updating it with information about the City’s revised tree ordinance and the Right Tree in the Right Place utility line clearing project. ¯ Continue.to operate an, d publicize Canopy,’s information and referral "Treeline" where people can phone in to ask specific questions about trees. To treds. ($7,500) ° Conduct four tree walks in various neighborhoods led by professional arborists. ¯Hold. at least one public education program about trees. o Continue as a partner in the local cable TV show "Common Ground," putting on 3-4 locally originated program’s-about tree issues. ¯Participate in community fairs and events. ¯Develop educational handouts, including four new self-guide’d Tree Walks. ° Publish a quarterly newsletter. ¯ Assist in publicizing the Technical Tree Manual develoPed in accord with the City ordinance. ¯ Continue working with the Palo Alto Unified School District to encourage the planting of appropriate trees as school sites are upgraded. ¯ Educate residents with,identified Elm trees about ’Dutch E’lm Disease, using materials developed by the City tree staff. educate and motivate Palo Alto residents to plant and care for 3921 East Bavshore Road, Palo Alto, CA 94303 Phone: 650- 964-6!I0 Fax: 650-964-6173 www.canop):org 1999-2000 Year Goals for Canopy, 7/7/99, p. 2 Instill a spirit of stewardship for herita~,e trees, especially native oak trees. ($10,000) . Provide information on oak care to oak tree owners as part of the OakWell survey. ¯ Complete the OakWell inventory of Palo Alto’s oaks, capturing location, species, and diameter in a database for future use. ° Prepare a final report on the results of the OakWell survey and disseminate, it to interested parties. o Work with property owner~ having overhead lltility lines to promote the "Right Tree In the Right Place." ($8,000) o Continue working with Utilities Department and Public Works staff to expand the initial pilot program by canvassing residents and businesses in four high priority neighborhoods. ° Develop and distribute educational material(s) on tree selection for a utilities insert. e Contract with the City to site, plant, and care for yotlng trees and ~!¢t as ~lmbassador~ for (~ity.planted trees.($ 12,500) ° Train at least 10 new planting leaders. ° For 12 neighborhood planting events: --Identify all potential planting sites, including measuring site location and doing utilities checking. --Contact residents to confirm they want a tree and to select a species. ~ Plant trees where residents agree to have a tree. --Follow up with tree care program. o Refer to City staff other identified sites for possible new tree~. o Provide "water now" tree care information to residents with new trees planted both by Cnaopy and by City contractor crews. Maintain ~ln office staffeO by ~l foil-time Executive Director and volunteers, ($10,000) ¯Continue membership recruitment to ensure Canopy’s lo~.g-term viability. ¯Coordinate the efforts of. program and administrative volunteers. ¯ Continue to seek local business and foundation grants to provide on-going funding for the organization. 7-27-1 999 1 2: 31 PM FROM CANOPY 41 B 964 61 73 ACORD MAGUIRE INSURANCE AGENCY 1208 APOLLO WAY, SUITE #506 SUNNYVALE, CA 94086 CERTIFICATE OF LIABILITY INSURANCE I DATE I~,~Dmrt07115/1999 THIS CER11FICATE IS ISSUED AS A MATTER OF INFOR~,IATION(800)~1760 ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR AL~R THE COVE~GE AFFORDED BY THE POLICIES ~tELOW. INSURERS AFFORDING COVERAGE INSURE~ B: INSURER C: INSURER D: INSURER E: PENINSULA CONSERVATION CENTER 3921 EAST BAYSHORE PALO ALTO, CA 94303 , i COVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHS"ANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. LTR TYPE OF INSURANCE : GENERAL LtABlUTY A ;~----~ COMMEROIALGENERAL LIABILITY ; GEN’L AGGREGATE’UMR APPLIES PER: [-"-’~ POLICY ri~PRO-JECT ~ LOC ! AUTOMOBILE LIABILITY A " i ANY AUTO "~:- ALLOWNED AUTOS ___?SCHEDULED AUTOS~HIRED AUTOS NON-OWNED AUTOS : GARAGE LIABILITY T----. ANY AUTO NUMBER PHPG107161-C 5130/99 i 5/30/00 IPH PG 107161-C 5/30/99 5130100 EACH OCCURRENCE RRE DAMAGE (Any o~e rrre) MED EXP (Any oao person) PERSONAL & ADV INJURY GENERAL AGGREGATE PRODUCTS - COMP/OP AGG COMBINED ~NGLE LIMIT(Ea accident) BODILY INJURY(P~ person} BODILY INJURY PROPERTY’ DAMAGE(Per a cdt:l~t) AUTO ONLY - EA ACCIDENT OTHER T I-,L.~NAUTO ONLY: AGG EACH OCCURRENCE AGGREGATE ; E.L EACH ACCIDENT : E.L DISEASE- EA EMPLOYEE , E.L. DISEASE - POLICY LiMiT $15,000 LIMIT $500 DEDUCTIBLE ; EXCESS LIABIUTY 1,000,000 100,000 5,000 1 ,D00,000 1,000,000 f:oo--o-,ooo 1,3o0,ooo ~’"--1 DEDUCTIBLE ~ RETEN3’ION WORKERS COMPENSATION AND EMPLOYERS’ LIABILITY OTHER X EMPLOYEE DISHONESTY PHPG107161-C 5/30/99 5/30/00 DESCRIPTION OF OPERAT1ON~/LOCATIONS/%~EH]CLESJ’EXCLUSIONS ADDED BY ENDORSEMENT/~PECIAJL PROVlSIONH CERTIFICATE HOLDER NAMED ADDITIONAL INSURED AS RESPECTS A CONTRACT BETWEEN NAMED INSURED AND CERTIFICATE HOLDER (CANOPY PROJECT) PER ENDORSEMENT CG2026 ! 10 DAY NOTICE OF CANCELLATION FOR NON-PAYMENT OF PREMIUM CERTIFICATE HOLDER I X ! ADDITIONAL INSURED; INSURER LETTER: A CiTY OF PALO ALTO PURCHASING AND CONTRACT ADMINISTRATION 250 HAMILTON AVENUE PALO ALTO, CA 94301 ACORD CANCELLATION SHOULD ANY OFTHE ABOVE DESCRIBED POLICrES BE CANCELLED BEFORE THE E~PIRATIDN DATE THEREOF. THE ISSUING IN~URER WILL ENDEAVOR TO MAIL 30 DAY~, WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL IMPOSE NO OBL3GAT1ON OR LIABILITY OF ANY KIND UPON THE IN.~URER, ITS AGENTS DR REP RF-SENTATIVES. AUTHORIZED REP RESENTA*/IV~ (~~r ~-- ~~t’~ (~ A O O R D C O R ~_~ATI~ETI~j-E~-