HomeMy WebLinkAboutItem 10h - Annual Tree Trimming Services Contract ExtensionExtension to the Annual Tree Trimming Services Contract
November 19, 2024
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DATE: November 19, 2024
TO: Honorable Mayor and City Council
FROM: Paul Cranmer, Public Works Services Director
By: Dave Thompson, Street Superintendent
SUBJECT: EXTENSION TO THE CONTRACT WITH WEST COAST ARBORISTS,
INC. FOR ANNUAL TREE TRIMMING, TREE REMOVAL AND
REPLACEMENT SERVICES IN THE AMOUNT OF $437,080
CEQA: Not a Project
Recommendation: Approve
SUMMARY
On October 3, 2023, the City Council approved a contract with West Coast Arborists, Inc.
(“WCA”) for annual tree trimming, tree removal and replacement services, with the option
of two, one-year extensions, for a total contract amount of $424,350. WCA is reaching
the end of their contract and has submitted a written offer to extend their contract for an
additional year. WCA’s offer reflects a 3%, or $12,730 adjustment, to offset an increase
in both General Liability and Auto Liability coverages. The City’s Risk Manager requested
that WCA increase their General Liability from $10 million to $25 million, and from $1
million to $5 million for Auto Liability. This will be WCA’s first 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 $437,080.
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. 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.
On October 3, 2023, the City Council approved a contract with WCA for annual tree
trimming services, with the option of two one-year extensions. The cost for tree trimming
services totaled $384,350; however, to prevent damaged and diseased trees from falling
and causing damage, the Capital Improvement Plan included $40,000 for the removal
Extension to the Annual Tree Trimming Services Contract
November 19, 2024
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and replacement of trees that have reached the end of their life span. This service was
included as part of the Tree Trimming Services Contract. The total awarded contract
amount for annual tree trimming, tree removal and replacement services was $424,350.
DISCUSSION
WCA is reaching the end of their contract agreement. Before submitting an extension
letter to Arcadia, the City’s Risk Manager requested that WCA increase the limits on both
General Liability and Auto Liability coverages, from $10 million to $25 million for General
Liability, and from $1 million to $5 million for Auto Liability. In light of the requested
adjustments, WCA determined that the costs associated with increasing their coverage
limits would require a cost adjustment of 3% on the current unit rates. This 3%, or $12,730
adjustment, will allow WCA to manage the increased financial exposure and ensure the
City remains well-protected under the new liability limits. This is WCA’s first increase
request.
As the City’s current tree trimming contractor, WCA has provided excellent service. With
over 40 years in business, WCA has extensive experience in tree maintenance and
management services. In addition to the work performed for the City’s annual Tree
Trimming Grid Program, tree removal and replacement programs, WCA 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 very valuable to the PWSD, as it provides 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, including the 3% increase.
ENVIRONMENTAL ANALYSIS
The proposed action of extending an agreement 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.
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 2024-25 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,
the 2024-25 Capital Improvement Plan Budget includes $40,000 for the Annual Tree
Removal and Replacement Program.
Extension to the Annual Tree Trimming Services Contract
November 19, 2024
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RECOMMENDATION
It is recommended that the City Council determine that this action is not a project under
the California Environmental Quality Act (“CEQA”); and approve, authorize and direct the
City Manager to execute a one-year extension to the Contract with West Coast Arborists,
Inc. for annual tree trimming, removal, and replacement services in the amount of
$437,080.
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
______________, 2024 by and between the City of Arcadia, a municipal corporation of the State of
California, and West Coast Arborists, Inc., a California Corporation, with respect to that certain Contract
between the parties dated January 3, 2024 (“Agreement”).
The Parties agree as follows:
1. Section B of the Contract Term is hereby extended to include the period from January 3, 2024,
through and including January 3, 2025 (“Extended Term”).
2. Section C of the Contract, during the Extended Term, Contract Price shall not exceed Four
Hundred Thirty-Seven Thousand, Eighty Dollars and No Cents ($437,080.00).
3. Part “A” General Conditions – Article 38, Section D. Commercial General Liability Insurance is
amended by deleting therefrom “$10,000,000 per occurrence for bodily injury, personal injury
and property damage” and by substituting therefor “$25,000,000, per occurrence and in the
aggregate for bodily injury, personal injury and property damage”.
4. Part “A” General Conditions – Article 38, Section E. Automobile Liability Insurance is amended
by deleting therefrom “$1,000,000 per accident for bodily injury and property damage” and by
substituting therefor “$5,000,000 per accident for bodily injury and property damage”.
5. 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: ATTEST: By: Title: Dated: City Clerk APPROVED AS TO FORM CONCUR: Michael J. Maurer Paul Cranmer City Attorney Public Works Services Director