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HomeMy WebLinkAboutItem 8.4 NSBA TreePlanting (2) ... .t- . . CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: January 23, 1995 SUBJECT National Small Business Administration Tree Planting Program 1995 (Prepared by: Diane Lowart, Parks & Community Services Director) EXHIBITS ATTACHED Grant Information RECOMMENDATION Direct Staff to submit grant application FINANCIAL STATEMENT Total Estimated Project Cost - $95,815 Total Estimated Cost to City - $32,460 DESCRIPTION The Small Business Administration (SBA) Tree Planting Program funds grants to states for the purpose of stimulating small businesses and providing increased job opportunities in local communities. The California Department of Forestry and Fire Protection (CDF) administers this grant program in California. CDF is accepting applications from state or local government agencies for various tree planting proj ects. $1.682 million is available in California for tree planting: both urban and rural. Grants are to be used for planting trees on lands owned or controlled by the agency applying for the grant. All trees must be purchased from small business nurseries and planted by small businesses. Applicants must make a match of at least 37% of the total project cost and pay a 20% administrative fee. The match, or in-kind contribution, can include the costs associated with planning and administering the planting proj ect as well as maintaining and caring for the trees during the three year maintenance period. Staff has reviewed the grant information and has determined that there are several tree planting proj ects in the City of Dublin that are eligible for grant funding. The possible projects are as follows: 1. Major Streets a) replace all missing trees in medians and sidewalks on Village Parkway, Dublin Boulevard, Amador Valley Boulevard and San Ramon Road. b) Replace weak and damaged ash trees on San Ramon Road with a more suitable tree. 2. Assessment Districts Provide additional small trees on Wildwood in the Dougherty Road Assessment District to provide better canopy over street and sidewalk and replace missing trees in Stagecoach Road Assessment District. 3. Dublin Sports Grounds Provide trees for windbreaks adj acent to Fields 1, 2, 4 and 5. Provide additional trees along the south side of the park adjacent to the freeway. ---------------------------------------------------------------------- ITEM NO. t;.4 COPIES TO: CITY CLERK FILE ~ ~ . . Based on the aforementioned projects, the total estimated project cost, including tree maintenance for three years (a requirement of the grant), is shown below: Grant Amount (Tree Replacement) Administrati ve Fee (20% paid to SBA/CDF) proj ect supervision (5% of grant amount) Maintenance (3 years) TOTAL PROJECT COST $63,350 $12,670 $ 3,170 $16,625 $95,815 The total estimated cost to the city to participate in the grant program is $32,460. Of this amount, $23,440 can be used towards the 37% match required by the grant program. The estimated cost to the City, by Fiscal Year, is shown below: Fiscal Year 1995-96 Administrative Fee Project Supervision $12,670 $ 3,170 $15,840 Fiscal Year 1996-97 Maintenance - Year One $ 5,540 Fiscal Year 1997-98 Maintenance - Year Two $ 5,540 Fiscal Year 1998-99 Maintenance - Year Three $ 5,540 Although participation in the grant program will result in increased costs to the city in the Street Tree Maintenance and Park Maintenance budgets, the grant program provides a low cost option for cities to purchase and plant trees. In regard to the street Maintenance Budget, street tree replacement has been greatly reduced (and in sOme cases eliminated) in recent years due to budget constraints. This has resul ted in vacant tree wells throughout the City where trees have either died or been damaged and not replaced. The additional trees at the Dublin Sports Grounds will address the need for windbreaks which was identified in the Dublin Sports Grounds Master Plan. It should be noted that it is unlikely that the three proposed projects could be undertaken within the confines of the current budget climate. If the City Council is interested in participating in the National Small Business Administration Tree Planting Program, it is recommended that the Council direct Staff to complete and submit the necessary application materials. . . GRANT APPLICATION THE NATIONAL SMALL BUSINESS ADMINISTRATION TREE PLANTING PROGRAM FOR 1995 Administered by: CALIFORNIA DEPARTMENT OF FORESTRY AND FIRE PROTECTION PROGRAM HIGHLIGHTS The Small Business Administration (SBA) Tree Planting Program funds grants to states for the purpose of stimulating small businesses and providing increased job opportunities in local communities. The California Department of Forestry and Fire Protection (CDF) administers this grant program in California. CDF is accepting applications from state or local government agencies for various tree planting projects. $1.682 million is available in California for tree planting: both urban and rural. Grants are to be used for planting trees on lands owned or controlled by the agency applying for the grant. All trees must be purchased from small business nurseries and planted by small businesses. Applicants must make a match of at least 37% of the total project cost and pay a 20% administrative fee. The match, or .in-kind contribution, can include the costs associated with planning and administering the planting project as well as maintaining and caring for the trees during the three year maintenance period. Your application will be evaluated by CDP. The best applications will be consolidated into a single master grant application and forwarded to the U.S. Small Business Administration for consideration. You will be notified if your application has been included in the master application. Upon SBA approval of California's application late in 1995, you will enter into a contract with CDP to complete the work as proposed. Reimbursable work may not commence until a contract is fully executed and must be completed by August 31, 1996. Eligible costs are reimbursed upon satisfactory completion of the project. For further assistance contact CDF's SBA Tree Planting Program at: (916) 654-5242. 1 . . NOTE TO PREVIOUS APPLICANTS The inclusion of the administrative fee in the in-kind match has changed from previous years. The administrative fee remains at 20% of the grant amount requested, however, only half of that amount, (10% of the grant amount), may be used as part of your 37% minimum in-kind match. Please keep this in mind when perfor.ming your application calculations~ Xn addition, tree planting contractors may no longer plant trees from their own inventory. All trees must be purchased from one or more small business nurseries and planted by one or more non-affiliated small business tree planters. invoices documenting which small business nurseries supplied the trees are required. '.' ...... . .. .. . ... .... . - -. .. . ..... FUR'1'.HEl{ INFORMATION WHO MAY APPLY TYPES OF PROJECTS Any state or local agency which owns or controls land, including: Eligible tree planting projects include the following: - state agencies - cities - counties - community service districts - school districts - cemetery districts - utility districts - park districts - recreation departments - transportation departments - resource conservation districts - state universities or colleges - street tree planting - reforestation prQjects - public arboretums - public park tree plantings - open space enhancement - public golf course plantings - wind breaks - freeway screening - cemetery improvements - erosion control projects - recreation trails - tree replacement - demonstration projects - wildlife enhancements - energy conservation projects 2 -- . . REIMBURSABLE EXPENSES The following expenses are reimbursable upon successful completion of the project: . the cost of purchasing trees from ~an hm;:in~c;; mll"Sp.rie.li;, . the cost of using ~an hllsinp's'li;p:(; to plant t~, . the cost of planting materials, nP.edp.d at thp. timp. of planting, purchased from small businesses including stakes, ties, soil amendments, fertilizer, root barriers, and arbor guards. ELIGffiLE COST SHARE EXPENSFS The following expenses may be used to meet the 37fO (minimum) in-kind contribution requirements: . personnel time (including benefits) for planning, designing, and supervising the project, . preparation of the site for tree planting, . installation of irrigation systems for tree maintenance, . the subsequent care of the trees during the three year maintenance period including, tree replacement, watering, pruning, fertilizing, and protection. . one half of the 20% administrative fee paid to CDF. PROGRAM REQUIREMENTS . All trees must be planted on lands owned or controlled by a state or local agency. . All trees must be purchased from small business nurseries and planted by small businesses. Trees must be purchased from and planted by separate, non-affIliated small businesses. Volunteers, students, scouts, agency employees, CCC, and job corps cannot provide or plant trees. . At least two small businesses must be used to complete the project. Any sub- contractors must also be small businesses. Small business 'tree brokers', or contractors acting as 'tree brokers', must purchase trees from small business nurseries. 3 - .- ..- . Grant amount req.ed may not exceed $200,000.00. caeserves the right to modify any grant request in order to distribute grant funds more equitably. . Grant recipient must enter into a contract with CDP before proceeding with the proposed tree planting project. . Grantee must maintain records of all expenditures for at least three years following project completion. . Grantee must pay an administrative fee of 20% of the grant amount to CDP prior to the execution of a contract. One half of this fee may be included as part of the Grantee's in-kind contribution. This fee is not reimbursable from grant funds. . Grantees in-kind contribution must equal or exceed 37% of the total project cost. . Grantee is responsible for maintaining the trees for three years following planting. This includes the replacement of trees and planting materials which are severely damaged, dead, stolen, or vandalized. . Grantee will agree to audits of records and inspection of planting projects by the California Department of Forestry and Fire Protection and the Small Business Administration. APPLICATION PROCEDURES The closing date for applications is: FEBRUARY 8, 1995,4:00 P.M. Completed applications must be submitted to: California Department of Forestry and Fire Protection Forestry Assistance, SBA Tree Planting Program P.O. Box 944246 Sacramento, CA 94244-2460 1416 Ninth Street, Room 1516-22 Sacramento, CA 95814 Any application received after the exact time specified will not be considered unless it was sent by registered, certified, or USPS Express mail not later than February 6, 1995. The only acceptable evidence to establish the date of mailing is a legible postmark or receipt from the U.S. Postal Service. Faxed appJil'atinn~ will not he al'l'Ppted. 4