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HomeMy WebLinkAboutItem 11h - Annual Tree Trimming ServicesContract Extension for Annual Tree Trimming Services September 4, 2018 Page 1 of 3 DATE: September 4, 2018 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 $319,738.43 Recommendation: Approve SUMMARY On September 5, 2017, the City Council approved a contract extension with West Coast Arborists, Inc. (“WCA”) in the amount of $279,670.30 to perform tree trimming services. WCA is reaching the end of their first contract extension and has submitted a written offer to extend the existing contract for an additional year. The contractor’s offer of extension reflects a 3.6%, or $10,068.13, cost of living adjustment. This will be the contractor’s second contract extension and all other terms and conditions of the contract will remain in effect. The total 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 2018-19 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 $319,738.43. DISCUSSION The Public Works Services Department is responsible for the care and maintenance of approximately 15,340 trees located in City parks, right s-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 September 4, 2018 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 and the resulting lawsuits that may occur. On September 5, 2017, the City Council approved a contract extension with WCA in the amount of $279,670.30 to perform tree trimming services. WCA is reaching the end of their first contract extension and has submitted a written offer to extend the existing agreement for an additional year. The contractor’s offer of extension reflects a 3.6%, or $10,068.13, cost of living adjustment for a total cost of $289,738.43. This increase is in line with the current rate of inflation in the region as well as continued increases in the minimum wage that are putting upward pressure on most City service agreements. Additionally, to prevent damaged and diseased trees from falling and causing injury to people or damaging property, the Fiscal Year 2018-19 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 $319,738.43. This will be the contractor’s second and final 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, D uarte, Glendale, and Burbank. ENVIRONMENTAL ANALYSIS 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 All work is performed on a time and materials basis and the contractor is only paid for work performed. Since the contract is split over two fiscal years, there is sufficient funding in the Fiscal Year 2018-19 Operating Budget for the proposed increase. The Public Works Services Department will conduct a mid-year budget review of the tree trimming services contract and recommend budget adjustments, if needed, at that time. Additionally, the 2018-19 Capital Improvement Plan Budget includes $30,000 for the Annual Tree Removal and Replacement Program. Contract Extension for Annual Tree Trimming Services September 4, 2018 Page 3 of 3 RECOMMENDATION It is recommended that the City Council approve, and authorize and direct the City Manager to execute a contract extension with West Coast Arborists, Inc. for annual tree trimming services and tree removal and replacement in the amount of $319,738.43. Attachment: Proposed Contract Amendment No. 2 AMENDMENT NO. 2 TO THE ANNUAL TREE TRIMMING MAINTENANCE SERVICES CONTRACT BY AND BETWEEN THE CITY OF ARCADIA AND WEST COAST ARBORISTS, INC. This Amendment No. 2 (“Amendment No. 2”) is hereby entered into this ______ day of ______________, 2018 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”), and further amended by Amendment No. 1 dated October 4, 2017. The Parties agree as follows: 1. Article 2.2.1 of the Contract, the Term is hereby extended from November 4, 2018 to November 4, 2019 (“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 Nineteen Thousand, Seven Hundred Thirty-Eight Dollars and Forty-Three Cents ($319,738.43). 3. All terms and provisions of the Contract not amended by this Amendment No. 2 are hereby reaffirmed. In witness whereof the Parties have executed this Amendment No. 2 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