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November 5, 2024
ITEM TITLE
Tree Care and Maintenance Services: Approve a First Amendment with West Coast Arborists, Inc. to Extend the Term of the Contract and Increase the Maximum Not-to-Exceed Amount Report Number: 24-0250
Location: No specific geographic location
Department: Public Works
G.C. § 84308: No
Environmental Notice : The Project qualifies for a Categorical Exemption pursuant to the California Environmental Quality Act State Guidelines Section 15301 Class 1 (Existing Facilities) and Section 15304 Class 4 (Minor Alterations to Land).
Recommended Action
Adopt a resolution approving the first amendment to the agreement with West Coast Arborists, Inc., for tree care and maintenance services to extend the contract term and increase the maximum not -to-exceed contract amount from $3,000,000 to $4,500,000 over the term of the agreement.
SUMMARY
On July 26, 2022, the Public Works Department entered into a cooperative agreement for citywide tree care and maintenance services with West Coast Arborists, Inc. (Agreement No. 2022 -120). Approval of this item will (1) exercise the second option to e xtend the term of the agreement to now end June 30, 2026 and (2) increase the maximum not -to-exceed contract amount for West Coast Arborists, Inc. to provide these services, from $3,000,000 to $4,500,000 over the full term of the agreement. This would allow for expanded tree care and maintenance to be provided during the original contract term.
ENVIRONMENTAL REVIEW
The Director of Development Services has reviewed the proposed project for compliance with the California Environmental Quality Act (CEQA) and has determined that the project qualifies for a Categorical Exemption pursuant to State CEQA Guidelines Section 15301 Class 1 (Existing Facilities) and Section 15304 Class 4 (Minor Alterations to Land) because the proposed project woul d not result in a significant effect on the P a g e | 2
environment, create a cumulative impact, damage a scenic highway, or cause a substantial adverse change in the significance of a historical resource. Thus, no further environmental review is required.
BOARD/COMMISSION/COMMITTEE RECOMMENDATION
Not applicable.
DISCUSSION
On July 26, 2022, the Public Works Department entered into a cooperative agreement for citywide tree care and maintenance services with West Coast Arborists, Inc. (WCA) via Resolution 2022-177. Services that the City may require include, but are not limited to:
Perform trimming of each of the four segments of the annual contract (i.e. Broadleaf trees, Pine Trees, Eucalyptus, and Palm trees)
General pruning
Full pruning
Crown raising
Tree and Stump removal
Root pruning
Tree pest treatment
Tree planting
Provide Emergency Work and Call Out
The initial term of the agreement was through June 30, 2024 and was not -to-exceed $1,500,000. If both options to extend the contract were elected the contract maximum was not -to-exceed $3,000,000. Since approval of the initial agreement with WCA, Staff has executed the first option to extend through June 30, 2025. As the City has been satisfied with the performance of West Coast Arborists, Inc. staff is recommending extending the contract for the full term to include the final optional one-year extension. With this change, the contract will now end June 30, 2026.
During the initial term of the agreement (ending June 30, 2024) the City utilized approximately $1,500,000 of the contract amount. In the current year the contract includes another $750,000 for tree care and maintenance services. Funding is allocated within the Measure P expenditure plan for other infrastructure maintenance such as trees, storm drains, and sidew alks. Tree maintenance is considered infrastructure maintenance which is eligible for funding from these proceeds. At times, the Wastewater Maintenance crews run into sewer lines that are damaged by trees and require tree maintenance services before repair ing the sewer lines. When the initial contract was developed, funding from other funds such as Measure P and the Sewer Service Fund were not taken into account, which increased the number of trees to be serviced. Due to the number of trees that are scheduled for maintenance in the current fiscal year , the City anticipates reaching the current maximum not to exceed limitation of $3,000,000 sooner than expected. Staff is requesting that the maximum not to exceed amount be increased to $4,500,000 to avoid delays and continue to allow staff to utilize WCA to provide tree care and maintenance services over the remaining life of the contract.
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DECISION-MAKER CONFLICT
Staff has reviewed the decision contemplated by this action and has determined that it is not site-specific and consequently, the real property holdings of the City Council members do not create a disqualifying real property-related financial conflict of interest under the Political Reform Act (Cal. Gov't Code § 87100, et seq.).
Staff is not independently aware, and has not been informed by Council member, of any other fact that may constitute a basis for a decision-maker conflict of interest in this matter.
CURRENT-YEAR FISCAL IMPACT
The fiscal year 2024 -25 Public Works Department – General Fund , Measure P , and Sewer Service Fund budgets include funding for this contract. There is no current fiscal year impact as a result of approval of the resolution.
ONGOING FISCAL IMPACT
The annual number of trees maintained can vary due to the amount of available budget and need. Funding for the contract will be included in the annual budgets for Public Works Department, Measure P, and Wastewater Funds as part of the annual budget process in future years.
ATTACHMENTS
1. Original Cooperative Purchasing Agreement b etween City of Chula Vista and West Coast Arborists, Inc. to Provide Tree Maintenance Services
2. Proposed First Amendment to the West Coast Arborists, Inc. Tree Maintenance Services Agreement Staff Contact: Angelica Aguilar, Assistant Director of Public Works Tessa Nguyen, Principal Management Analyst