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HomeMy WebLinkAboutItem 7g - Extend Annual Tree Trimming Services STAFF REPORT PUBLIC WORKS SERVICES DEPARTMENT DATE: October 21, 2025 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 TREE REPLACEMENT SERVICES IN THE AMOUNT OF $450,192.40 CEQA: Not a Project Recommendation: Approve SUMMARY On November 19, 2024, the City Council approved a contract extension with West Coast Arborists, Inc. (“WCA”) for annual tree trimming, tree removal, and tree replacement services, in the amount of $437,080. WCA is reaching the end of their first contract extension and has submitted a written offer to extend for an additional year. WCA’s offer reflects a 3%, or $13,112.40, Consumer Price Index (“CPI”) cost increase. This will be WCA’s second contract extension; all other contract terms and conditions will remain in effect. Based on past performance, 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, tree removal, and tree replacement services, in the amount of $450,192.40. 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 Arcadia. To maintain the City’s Urban Annual Tree Trimming Contract Extension October 21, 2025 Page 2 of 3 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, the Capital Improvement Plan included $40,000 for the removal and replacement of trees that have reached the end of their lifespan. This service was included as part of the Tree Trimming Services Contract. The total awarded contract amount for annual tree trimming, tree removal, and tree replacement services was $424,350. On November 19, 2024, the City Council approved a contract extension with WCA for annual tree trimming, tree removal, and tree replacement services, in the amount of $437,080. WCA is reaching the end of their first contract extension. DISCUSSION 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, and tree removal and replacement programs, WCA has provided Arcadia with access to their proprietary tree inventory program. This software, known as ArborAccess, produces detailed listings (type, size, condition, location, etc.) and maintenance records for over 15,300 City trees. This comprehensive tree inventory and data program has been valuable to the PWSD, as it provides useful information for the overall condition of the urban forest, service requests, and potential insurance claims. WCA has submitted a written offer to extend their contract for an additional year. The offer reflects a 3%, or $13,112.40, CPI cost increase. This will be WCA’s second contract extension; all other contract terms and conditions will remain in effect. It is recommended that the City Council authorize the City Manager to execute a one- year contract extension with WCA, including the 3% increase. Annual Tree Trimming Contract Extension October 21, 2025 Page 3 of 3 ENVIRONMENTAL ANALYSIS The proposed action of extending a service contract 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 WCA is only paid for work performed. Since the contract extension is split over two fiscal years, there is sufficient funding in the Fiscal Year 2025-26 Operating Budget for the proposed increase. The PWSD will conduct a mid-year budget review of the tree trimming services contract and recommend budget adjustments, if needed. Additionally, the 2025-26 Capital Improvement Plan Budget includes $40,000 for the Annual Tree Removal and Replacement Program. 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 an extension to the Contract with West Coast Arborists, Inc. for annual tree trimming, tree removal, and tree replacement services in the amount of $450,192.40. Attachment: Proposed 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. 1”) is hereby entered into this ______ day of ______________, 2025 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”), and further amended by Amendment No. 1 dated January 23, 2025. The Parties agree as follows: 1. Section B of the Contract Term is hereby extended to include the period from January 3, 2026, through and including January 3, 2027 (“Extended Term”). 2. Section C of the Contract, during the Extended Term, Contract Price shall not exceed Four Hundred Fifty Thousand, One Hundred Ninety-Two Dollars and Forty Cents ($450,192.40). 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: Michael J. Maurer Paul Cranmer City Attorney Public Works Services Director PERFORMANCE BOND KNOW ALL PERSONS BY THESE PRESENTS: THAT WHEREAS, the City of Arcadia, (hereinafter referred to as “City”) has awarded to West Coast Arborists, (hereinafter referred to as the “Contractor”) an agreement for Contract No.4611, Annual Tree Trimming Maintenance Services (hereinafter referred to as the “Project”). WHEREAS, the work to be performed by the Contractor is more particularly set forth in the Contract Documents for the Project dated January 3, 2024, (hereinafter referred to as “Contract Documents”), further amended by Amendment No. 1 dated January 23, 2025, and further amended by Amendment No. 2 dated ____________________ the terms and conditions of which are expressly incorporated herein by reference; and WHEREAS, the Contractor is required by said Contract Documents to perform the terms thereof and to furnish a bond for the faithful performance of said Contract Documents. NOW, THEREFORE, we, ______________________, the undersigned Contractor and ________________________________________________ as Surety, a corporation organized and duly authorized to transact business under the laws of the State of California, are held and firmly bound unto the City in the sum of FOUR HUNDRED FIFTY THOUSAND, ONE HUNDRED NINETY-TWO DOLLARS AND FORTY CENTS ($450,192.40), said sum being not less than one hundred percent (100%) of the total amount of the Contract, for which amount well and truly to be made, we bind ourselves, our heirs, executors and administrators, successors and assigns, jointly and severally, firmly by these presents. THE CONDITION OF THIS OBLIGATION IS SUCH, that, if the Contractor, his or its heirs, executors, administrators, successors or assigns, shall in all things stand to and abide by, and well and truly keep and perform the covenants, conditions and agreements in the Contract Documents and any alteration thereof made as therein provided, on its part, to be kept and performed at the time and in the manner therein specified, and in all respects according to their intent and meaning; and shall faithfully fulfill all obligations including the one (1) year guarantee of all materials and workmanship; and shall indemnify and save harmless the City, its officials, officers, employees, and authorized volunteers, as stipulated in said Contract Documents, then this obligation shall become null and void; otherwise it shall be and remain in full force and effect. As a part of the obligation secured hereby and in addition to the face amount specified therefore, there shall be included costs and reasonable expenses and fees including reasonable attorney’s fees, incurred by City in enforcing such obligation. As a condition precedent to the satisfactory completion of the Contract Documents, unless otherwise provided for in the Contract Documents, the above obligation shall hold good for a period of one (1) year after the acceptance of the work by City, during which time if Contractor shall fail to make full, complete, and satisfactory repair and replacements and totally protect the City from loss or damage resulting from or caused by defective materials or faulty workmanship. The obligations of Surety hereunder shall continue so long as any obligation of Contractor remains. Nothing herein shall limit the City’s rights or the Contractor or Surety’s obligations under the Contract, law or equity, including, but not limited to, California Code of Civil Procedure Section 337.15. Whenever Contractor shall be, and is declared by the City to be, in default under the Contract Documents, the Surety shall remedy the default pursuant to the Contract Documents, or shall promptly, at the City’s option: i. Take over and complete the Project in accordance with all terms and conditions in the Contract Documents; or ii. Obtain a bid or bids for completing the Project in accordance with all terms and conditions in the Contract Documents and upon determination by Surety of the lowest responsive and responsible bidder, arrange for a Contract between such bidder, the Surety and the City, and make available as work progresses sufficient funds to pay the cost of completion of the Project, less the balance of the contract price, including other costs and damages for which Surety may be liable. The term “balance of the contract price” as used in this paragraph shall mean the total amount payable to Contractor by the City under the Contract and any modification thereto, less any amount previously paid by the City to the Contractor and any other set offs pursuant to the Contract Documents. iii. Permit the City to complete the Project in any manner consistent with California law and make available as work progresses sufficient funds to pay the cost of completion of the Project, less the balance of the contract price, including other costs and damages for which Surety may be liable. The term “balance of the contract price” as used in this paragraph shall mean the total amount payable to Contractor by the City under the Contract and any modification thereto, less any amount previously paid by the City to the Contractor and any other set offs pursuant to the Contract Documents. Surety expressly agrees that the City may reject any contractor or subcontractor which may be proposed by Surety in fulfillment of its obligations in the event of default by the Contractor. Surety shall not utilize Contractor in completing the Project nor shall Surety accept a bid from Contractor for completion of the Project if the City, when declaring the Contractor in default, notifies Surety of the City’s objection to Contractor’s further participation in the completion of the Project. The Surety, for value received, hereby stipulates and agrees that no change, extension of time, alteration or addition to the terms of the Contract Documents or to the Project to be performed thereunder shall in any way affect its obligations on this bond, and it does hereby waive notice of any such change, extension of time, alteration or addition to the terms of the Contract Documents or to the Project. By their signatures hereunder, Surety and Contractor hereby confirm under penalty of perjury that surety is an admitted surety insurer authorized to do business in the State of California. [REMAINDER OF PAGE LEFT INTENTIONALLY BLANK] IN WITNESS WHEREOF, we have hereunto set our hands and seals this _______ day of ______________, 20___. (Corporate Seal) Contractor/ Principal By Title (Corporate Seal) Surety By Attorney-in-Fact (Attach Attorney-in-Fact Certificate) Title The rate of premium on this bond is ____________ per thousand. The total amount of premium charges is $_______________________________. (The above must be filled in by corporate attorney.) THIS IS A REQUIRED FORM Any claims under this bond may be addressed to: (Name and Address of Surety) ___________________________________________ ___________________________________________ ___________________________________________ (Name and Address of Agent or ___________________________________________ Representative for service of ___________________________________________ process in California, if different ___________________________________________ from above) (Telephone number of Surety ___________________________________________ and Agent or Representative for service of process in California) NOTE: A copy of the Power-of-Attorney to local representatives of the bonding company must be attached hereto in addition to appropriate Notarial Acknowledgments of Execution by both Contractor and Surety. PAYMENT BOND (LABOR AND MATERIALS) KNOW ALL MEN BY THESE PRESENTS That WHEREAS, the City of Arcadia (hereinafter designated as the “City”), by action taken or a resolution passed October 3, 2023, has awarded to West Coast Arborists, Inc., hereinafter designated as the “Principal,” a contract for the work described as follows: Contract No.4611 Annual Tree Trimming Maintenance Services (the “Project”) further amended by Amendment No. 1 dated January 23, 2025, and further amended by Amendment No. 2 dated _________________________; and WHEREAS, said Principal is required to furnish a bond in connection with said contract; providing that if said Principal or any of its Subcontractors shall fail to pay for any materials, provisions, provender, equipment, or other supplies used in, upon, for or about the performance of the work contracted to be done, or for any work or labor done thereon of any kind, or for amounts due under the Unemployment Insurance Code or for any amounts required to be deducted, withheld, and paid over to the Employment Development Department from the wages of employees of said Principal and its Subcontractors with respect to such work or labor the Surety on this bond will pay for the same to the extent hereinafter set forth. NOW THEREFORE, we, the Principal and __________________________ as Surety, are held and firmly bound unto the City in the penal sum of FOUR HUNDRED FIFTY THOUSAND, ONE HUNDRED NINETY-TWO DOLLARS AND FORTY CENTS ($450,192.40) lawful money of the United States of America, for the payment of which sum well and truly to be made, we bind ourselves, our heirs, executors, administrators, successors and assigns, jointly and severally, firmly by these presents. THE CONDITION OF THIS OBLIGATION IS SUCH that if said Principal, his or its subcontractors, heirs, executors, administrators, successors or assigns, shall fail to pay any of the persons named in Civil Code Section 9100, fail to pay for any materials, provisions or other supplies, used in, upon, for or about the performance of the work contracted to be done, or for any work or labor thereon of any kind, or amounts due under the Unemployment Insurance Code with respect to work or labor performed under the contract, or for any amounts required to be deducted, withheld, and paid over to the Employment Development Department or Franchise Tax Board from the wages of employees of the contractor and his subcontractors pursuant to Revenue and Taxation Code Section 18663, with respect to such work and labor the Surety or Sureties will pay for the same, in an amount not exceeding the sum herein above specified, and also, in case suit is brought upon this bond, all litigation expenses incurred by the City in such suit, including reasonable attorneys’ fees, court costs, expert witness fees and investigation expenses. This bond shall inure to the benefit of any of the persons named in Civil Code Section 9100 so as to give a right of action to such persons or their assigns in any suit brought upon this bond. It is further stipulated and agreed that the Surety on this bond shall not be exonerated or released from the obligation of this bond by any change, extension of time for performance, addition, alteration or modification in, to, or of any contract, plans, specifications, or agreement pertaining or relating to any scheme or work of improvement herein above described, or pertaining or relating to the furnishing of labor, materials, or equipment therefore, nor by any change or modification of any terms of payment or extension of the time for any payment pertaining or relating to any scheme or work of improvement herein above described, nor by any rescission or attempted rescission or attempted rescission of the contract, agreement or bond, nor by any conditions precedent or subsequent in the bond attempting to limit the right of recovery of claimants otherwise entitled to recover under any such contract or agreement or under the bond, nor by any fraud practiced by any person other than the claimant seeking to recover on the bond and that this bond be construed most strongly against the Surety and in favor of all persons for whose benefit such bond is given, and under no circumstances shall Surety be released from liability to those for whose benefit such bond has been given, by reason of any breach of contract between the owner or City and original contractor or on the part of any obligee named in such bond, but the sole conditions of recovery shall be that claimant is a person described in Civil Code Section 9100, and has not been paid the full amount of his claim and that Surety does hereby waive notice of any such change, extension of time, addition, alteration or modification herein mentioned, including but not limited to the provisions of sections 2819 and 2845 of the California Civil Code. By their signatures hereunder, Surety and Principal hereby confirm under penalty of perjury that surety is an admitted surety insurer authorized to do business in the State of California. IN WITNESS WHEREOF, we have hereunto set our hands and seals this _______ day of ______________, 20__. (Corporate Seal) Contractor/ Principal By Title (Corporate Seal) Surety By Attorney-in-Fact (Attach Attorney-in-Fact Certificate) Title NOTE: A copy of the Power-of-Attorney to local representatives of the bonding company must be attached hereto in addition to appropriate Notarial Acknowledgments of Execution by both Contractor and Surety.