HomeMy WebLinkAboutItem 2g - Extension to Contract for Annual Treet Trimming ServicesContract Extension for Annual Tree Trimming Services (West Coast Arborists, Inc.)
September 5, 2017
Page 1 of 3
DATE: September 5, 2017
TO: Honorable Mayor and City Council FROM: Tom Tait, Public Works Services Director
By: Jacquelyn Mercado, Management Analyst
SUBJECT: EXTENSION TO THE CONTRACT WITH WEST COAST ARBORISTS, INC. FOR ANNUAL TREE TRIMMING SERVICES AND TREE REMOVAL AND REPLACEMENT IN THE AMOUNT OF $309,670.30
Recommendation: Approve
SUMMARY On October 6, 2015, the City Council approved a contract with West Coast Arborists,
Inc. (“WCA”) in the amount of $273,650 to perform tree trimming services. WCA is
reaching the end of their contract and has submitted a written offer to extend the
existing contract for an additional year. The contractor’s offer of extension reflects a 2.2%, or $6,020.30, cost of living adjustment. This will be the contractor’s first contract extension and all other terms and conditions of the contract will remain in effect. The
total awarded amount of the contract also includes a budgeted amount of $30,000 for
the Annual Tree Removal and Replacement Program budgeted in the Fiscal Year 2017-
18 Capital Improvement Plan. Based on the excellent level of services provided by WCA during the previous year, it is
recommended that the City Council approve, and authorize and direct the City Manager
to execute, a one-year contract extension with West Coast Arborists, Inc. for annual tree
trimming services and tree removal and replacement in the amount of $309,670.30. DISCUSSION
The Public Works Services Department is responsible for the care and maintenance of
approximately 15,340 trees located in City parks, rights-of-way, medians, and public facilities throughout the City. In order to maintain the City’s Urban Forest, an Annual Tree Trimming Grid Program was created to ensure that all City trees are trimmed once
every four years. This preventative maintenance program provides for the general
upkeep of the existing tree inventory and allows for tree removal and replacement.
Since 1993, the City of Arcadia has been recognized annually by the Arbor Day
Contract Extension for Annual Tree Trimming Services (West Coast Arborists, Inc.)
September 5, 2017
Page 2 of 3
Foundation as a “Tree City USA”. The Annual Tree Trimming Grid and Tree Removal
and Replacement programs allow the City to continue to receive this distinction. It also
ensures the safety of residents and others travelling on City streets by minimizing the
likelihood of tree limbs falling due to overgrowth. On October 6, 2015, the City Council approved a contract with WCA in the amount of
$273,650 to perform tree trimming services. WCA is reaching the end of their contract
and has submitted a written offer to extend the existing agreement for an additional
year. The contractor’s offer of extension reflects a 2.2%, or $6,020.30, cost of living adjustment for a total cost of $279,670.30. Additionally, to prevent damaged and diseased trees from falling and causing injury to people or damaging property, the
Fiscal Year 2017-18 Capital Improvement Plan includes a project in the amount of
$30,000 to remove and replace diseased and decaying trees that have reached the end
of their life span. The total contract amount for annual tree trimming services and tree removal and replacement is $309,670.30.
This will be the contractor’s first contract extension and all other terms and conditions of
the contract will remain in effect. WCA has provided excellent services to the City and
has been providing tree trimming maintenance for over 40 years, with extensive experience in tree maintenance and management services. Some of their current municipal contracts include the Cities of Irwindale, Monrovia, Duarte, Glendale, and
Burbank.
ENVIRONMENTAL IMPACT The Contract amendment with West Coast Arborists, Inc. is not considered a project as
defined by California Environmental Quality Act (“CEQA”) Section 15378; as a service
contract of this nature is considered ministerial.
FISCAL IMPACT
Sufficient funds are available in the Fiscal Year 2017-18 Operating Budget for annual
tree trimming maintenance services. All work is performed on a time and materials basis
and the contractor is only paid for work performed. Additionally, $30,000 is budgeted in the 2017-18 Capital Improvement Plan Budget for Annual Tree Removal and Replacement Program.
RECOMMENDATION
It is recommended that the City Council approve, and authorize and direct the City Manager to execute, a one-year contract extension with West Coast Arborists, Inc. for
annual tree trimming services and tree removal and replacement in the amount of
$309,670.30.
Contract Extension for Annual Tree Trimming Services (West Coast Arborists, Inc.)
September 5, 2017
Page 3 of 3
Attachment: Proposed Contract Amendment No. 1
AMENDMENT NO. 1 TO THE ANNUAL TREE TRIMMING MAINTENANCE SERVICES CONTRACT BY AND BETWEEN THE CITY OF ARCADIA AND
WEST COAST ARBORISTS, INC.
This Amendment No. 1 (“Amendment No. 1”) is hereby entered into this ______ day of ______________, 2017 by and between the City of Arcadia, a municipal corporation of the State of California, and West Coast Arborists, Inc., with respect to that certain Contract between
the parties dated November 4, 2015 (“Contract”). The Parties agree as follows:
1. Article 2.2.1 of the Contract, the Term is hereby extended from November 4, 2017 to November 4, 2018 (“Extended Term”).
2. Article 3 of the Contract is amended to provide that the total compensation for the
extended term shall not exceed Three Hundred Nine Thousand, Six Hundred Seventy Dollars and Thirty Cents ($309,670.30).
3. All terms and provisions of the Contract not amended by this Amendment No. 1 are hereby reaffirmed.
In witness whereof the Parties have executed this Amendment No. 1 on the date set forth below.
CITY OF ARCADIA WEST COAST ARBORISTS, INC. By: By: Dominic Lazzaretto City Manager Title: Dated: Dated: By: ATTEST: Title: Dated: City Clerk APPROVED AS TO FORM CONCUR: Stephen P. Deitsch Tom Tait City Attorney Public Works Services Director