HomeMy WebLinkAboutItem 10h - Tree Trimming ServicesExtension to the Annual Tree Trimming Services Contract
October 4, 2022
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DATE: October 4, 2022
TO: Honorable Mayor and City Council
FROM: Paul Cranmer, Public Works Services Director
By: Jeramie Brogan, Management Analyst
SUBJECT: EXTENSION TO THE CONTRACT WITH WEST COAST ARBORISTS,
INC. FOR ANNUAL TREE TRIMMING SERVICES AND TREE REMOVAL
AND REPLACEMENT SERVICES IN THE AMOUNT OF $376,731.02
Recommendation: Approve
SUMMARY
On November 17, 2020, the City Council approved a three-year contract extension with
West Coast Arborists, Inc. (“WCA”) for annual tree trimming services and tree removal
and replacement services, for a total contract amount of $349,273.50. WCA is reaching
the end of their second-year extension and has submitted a written offer to extend their
contract for a third year. WCA’s offer reflects a $27,457.52 (8.6%) adjustment in the tree
trimming portion of the contract to offset an inflationary increase in operating costs. This
will be WCA’s third and final contract extension. All other terms and conditions of the
contract will remain in effect.
It is recommended that the City Council approve, authorize, and direct the City Manager
to execute a one-year contract extension with West Coast Arborists, Inc. for annual tree
trimming, removal, and replacement services in the amount of $376,731.02.
BACKGROUND
The Public Works Services Department (“PWSD”) is responsible for the care and
maintenance of approximately 15,300 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
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.
Extension to the Annual Tree Trimming Services Contract
October 4, 2022
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DISCUSSION
On November 17, 2020, the City Council approved the optional three-year contract
extension with WCA for annual tree trimming services and tree removal and replacement
services, for a total contract amount of $349,273.50 per year. WCA is reaching the end
of their second extension year and has submitted a written offer to extend their contract
for a third year. Due to an increase in the Consumer Price Index and cost of labor, WCA’s
extension offer reflects a $27,457.52, or 8.6%, adjustment to the tree trimming portion of
the contract offset their increase in operating costs. There is no increase proposed for
the tree removal and replacement portion of the agreement.
The proposed contract extension includes a base contract amount of $346,731.02 for
annual tree trimming and $30,000 for annual tree removal and replacement, for a total
contract extension amount of $376,731.02. The adjustment is in line with the current rate
of inflation in the region, as well as continued increases to the state minimum wage. This
is WCA’s first increase request since their first extension was approved by the City
Council in 2020. This will be WCA’s third and final contract extension. The City will rebid
for annual tree trimming services and tree removal and replacement services in Fiscal
Year 2023-24.
As the City’s current tree trimming contractor, WCA has provided excellent service for the
past six years. WCA has extensive experience in tree maintenance and management
services and has been providing tree trimming services for over 40 years. In addition to
the work performed for the City’s Annual Tree Trimming Grid and Tree Removal and
Replacement programs, WCA also has provided the City with access to their proprietary
tree inventory program. This software, known as ArborAccess, produces detailed listings
(type, size, condition, location, etc.) and maintenance records of over 15,300 City trees.
This comprehensive tree inventory and data program has been of great value to the
PWSD in providing useful information for the overall condition of the urban forest, service
requests, and potential insurance claims. For these reasons, it is recommended that the
City Council authorize the City Manager to execute a one-year contract extension with
WCA.
ENVIRONMENTAL ANALYSIS
The proposed action does not constitute a project under the California Environmental
Quality Act (“CEQA”), as it can be seen with certainty that it will have no impact on the
environment. Thus, this matter is exempt under CEQA.
FISCAL IMPACT
All work is performed on a time and materials basis and the contractor is only paid for
work performed. Since the contract extension is split over two fiscal years, there is
sufficient funding in the Fiscal Year 2022-23 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. Additionally,
Extension to the Annual Tree Trimming Services Contract
October 4, 2022
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the 2022-23 Capital Improvement Plan Budget includes $30,000 for the Annual Tree
Removal and Replacement Program.
RECOMMENDATION
It is recommended that the City Council determine that this project is exempt under the
California Environmental Quality Act (“CEQA”); and approve, authorize and direct the City
Manager to execute a one-year contract extension with West Coast Arborists, Inc. for
annual tree trimming, removal, and replacement services in the total amount of
$376,731.02.
Attachment: Proposed Contract Amendment No. 3
AMENDMENT NO. 3 TO THE ANNUAL TREE TRIMMING MAINTENANCE
SERVICES CONTRACT BY AND BETWEEN THE CITY OF ARCADIA
AND WEST COAST ARBORISTS, INC.
This Amendment No. 3 (“Amendment No. 3”) is hereby entered into this ______ day of
______________, 2022 by and between the City of Arcadia, a municipal corporation of the
State of California, and West Coast Arborists, a California Corporation, with respect to that
certain Contract between the parties dated November 21, 2019 (“Agreement”), further amended
by Amendment No. 1 dated February 3, 2021, and further amended by Amendment No. 2 dated
November 24, 2021.
The Parties agree as follows:
1.Article 2, Section 2.1 the Contract Term is extended to include the period from
November 21, 2022, through November 21, 2023.
2.Article 3 of the Contract is amended to provide that the total compensation due and
payable to the Contractor for the Extended Term shall not exceed Three Hundred
Seventy-Six Thousand, Seven Hundred Thirty-One Dollars and Two Cents
($376,731.02). The Contractor shall perform work during the Extended Period in
accordance with the pricing schedule set forth in Exhibit “A” attached hereto and
incorporated herein by reference.
3.All terms and provisions of the Contract not amended by this Amendment No. 3 are
hereby reaffirmed.
In witness whereof the Parties have executed this Amendment No. 3 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 Paul Cranmer City Attorney Public Works Services Director
1 Grid Pruning Each $82.00
2 Block Pruning Each $165.35
3 Service Request Pruning 0-6 DBH Each $57.00
4 Service Request Pruning 7-12 DBH Each $102.65
5 Service Request Pruning 13-18 DBH Each $171.00
6 Service Request Pruning 19-24 DBH Each $216.65
7 Service Request Pruning 25-36 DBH Each $285.00
8 Service Request Pruning 37+ DBH Each $342.00
9 Palm Pruning - Queen Each $57.00
10 Palm Pruning - Mexican Fan Each $80.00
11 Palm Pruning - Date Each $216.65
12 Ficus Tree Pruning Each $399.00
13 Tree & Stump Removal 0-24 DBH Each $650.00
14 Tree & Stump Removal 25+ DBH Each $1,106.00
15 Stump Only Removal Each $216.65
16 Plant 15 Gallon Tree Each $182.50
17 Plant 24" Box Tree Each $365.00
18 Plant 36" Box Tree Each $992.00
19 Tree Watering Day $730.00
20 Root Pruning Foot $8.80
21 GPS Tree Inventory Each $4.50
22 Tree Inventory Updates Man Hour $91.20
23 Specialty Equipment Rental Hour $171.00
24 Crew Rental - per man Man Hour $91.20
25 Emergency Response (3 men @ $331.80/hr)Man Hour $110.60
26 Canopy Spraying - ground Inch $2.30
27 Canopy Spraying - aerial Inch $4.55
28 Trunk Banding - insecticide/fungicide Inch $5.70
29 Trunk Banding - PGR Inch $2.30
30 Soil Application - insecticide/PGR Inch $4.55
31 Soil Application - insecticide/fungicide Inch $2.30
32 Soil Injection - fertilization Inch $3.40
33 Soil Drench - fertilization Inch $2.30
34 Trunk Injection - insecticide/miticide Inch $5.10
CITY OF ARCADIA
Item
Schedule of Compensation for Year 2022 - 2023
Tree Maintenance Services performed by WCA, Inc.
Description Unit Proposed Prices
Printed on: 7/20/2022 6:57:05 AM Page 2 of 3
Exhibit "A"
35 Trunk Injection - fungicide Inch $3.95
36 Trunk Injection - insecticide & fungicide Inch $9.10
37 Avermectin Class Insecticide Injection Inch $6.85
The proposed rates reflect a cost adjustment of 8.6% based on the Consumer Price Index for the LA-Long Beach-Anaheim region
for the previous 12 months. Upon approval, the rates will be effective 11/21/2022 and valid for 12 months.
CITY OF ARCADIA
Item
Schedule of Compensation for Year 2022 - 2023
Tree Maintenance Services performed by WCA, Inc.
Description Unit Proposed Prices
Printed on: 7/20/2022 6:57:05 AM Page 3 of 3