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