CITY OF COMMERCEAGENDA REPORTCITY OF COMMERCEAGENDA REPORT
CITY OF COMMERCE
AGENDA REPORT
CITY OF COMMERCE
AGENDA REPORT
TO: Honorable City Council
FROM: City Manager
SUBJECT: Consideration of First Amendment to Extend the Term to the Tree Maintenance Services Agreement with West Coast Arborists with an Increase in the Contract Amount Meeting Date: June 28, 2022
RECOMMENDATION:
Adopt a resolution approving the First Amendment to the agreement with West Coast Arborists (WCA) for tree maintenance services to extend the term one year, until October 1, 2023; and provide that trees added as part of a future public or street improvement be included in the contract at no-cost, and for clarification, include a provision that WCA abide by the City’s Tree Policy.
BACKGROUND:
Following the release of a Request for Proposals on July 2, 2019, the City Council approved an Award of an Agreement to West Coast Arborists, Inc. (WCA) effective October 1, 2019 for an initial three years. The Agreement allows for two (2) two-year term extensions.
The City recently received a request from WCA for consideration to extend the contract by one (1) year (see attached letter from West Coast Arborists). While the Agreement provides for mutually-agreed upon extensions, without any reference to CPI increases, West Coast Arborists is requesting a 7.4% CPI adjustment.
Due to challenges related to COVID-19 and the difficulty in establishing a strong rapport and services with a new provider given staffing resource shortages, the Acting Public Works Director believes it is in the best interest of the City to continue with uninterrupted service at this time. It is recommended that the City Council approve the First Amendment to extend the term of the agreement by an additional one (1) year as requested by West Coast Arborists, until October 1, 2023. Further, it is recommended that the First Amendment should include trees added as part of a future public or street improvement be included in the contract at no-cost. The 2019 Request for Proposals (RFP) for Tree Maintenance Services § VI Project Special Provisions, which is part of the contract documents requires the City’s tree maintenance provider to abide by the City’s Tree Policy. As a matter of clarification, staff recommends including this provision in the First Amendment as well.
ALTERNATIVES:
Approve staff recommendation.
Disapprove staff recommendation.
Provide further direction to staff.
FISCAL IMPACT:
The contract amount for annual tree maintenance services is $193,158. WCA is requesting a 7.4% CPI adjustment, an additional $14,293. If approved, the 2022/23 Fiscal Year operating budget account 10-5165-55021.10067 will be adjusted to reflect this change.
RELATIONSHIP TO STRATEGIC GOALS:
The agenda item relates to the 2016 Strategic Plan
Community Quality of Life
Guiding Principle #5:
Foster environmentally conscious initiatives and continue to identify and develop city codes that support a clean, well-maintained, sustainable community.
Recommended by: Gina Nila, Acting Director of Public Works Reviewed by: Vilko Domic, Assistant City Manager
Approved as to form: Noel Tapia, City Attorney
Respectfully submitted: Edgar Cisneros, City Manager
ATTACHMENTS:
Resolution
Amendment
Extension Request from WCA