Agenda #: 5.18
Meeting Date: June 20, 2023
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: FOURTH AMENDMENT TO MAINTENANCE SERVICES AGREEMENT WITH WEST COAST ARBORISTS, INC. FOR TREE MAINTENANCE
SERVICES THROUGH JUNE 30, 2024.
STRATEGIC
GOAL: Safe, Sustainable & Healthy Community
RECOMMENDATION:
Approve, and authorize the City Manager to sign, the Fourth Amendment to the Maintenance Services Agreement with West Coast Arborists, Inc. through June 30, 2024.
FINANCIAL IMPACT:
The proposed amended total not-to-exceed amount of the Agreement for Fiscal Year 2023/24 is $423,500 which includes increases for Landscape Assessment Districts 39- 2022 and 41-2021, and a 2.8% increase to the line-item rates over the previous year.
Sufficient funds are included in Fiscal Year 2023/24 Operating Budget to cover the cost of such services.
BACKGROUND/DISCUSSION:
The City is responsible for maintaining an urban forest comprised of over 12,000 trees.
To effectively maintain and manage the urban forest, approximately 2,500 trees are pruned annually to ensure that all City-owned trees are pruned every five (5) years.
Maintenance responsibilities include the daily maintenance, management, and emergency services for the urban forest. Maintenance services are completed on an annual scheduled cycle for tree pruning as well as as-needed service requests for tree pruning. Additional services include tree planting, tree removals, and emergency response services.
On June 16, 2018, the City entered into a 3-year Maintenance Services Agreement (Original Agreement) with West Coast Arborists, Inc. (WCA). On March 5, 2019, the City
and WCA entered into the First Amendment to the Original Agreement to add additional funding for pest control services due to an insect infestation. Consistent with Section 2 of the Original Agreement, “Term of the Agreement,” the City Council has the option to extend the Agreement for up to three (3) one (1)-year additional terms. On June 15, 2021, the Second Amendment extended the term through June 30, 2022, and on June 21, 2022, the Third Amendment extended the term through June 30, 2023.
This proposed Fourth Amendment is the third and last one-year extension, which would extend the term of the Agreement through June 30, 2024. For this amendment, per Section 16.B of the Original Agreement, WCA is requesting a 2.8% increase in line-item rates based on the Consumer Price Index (CPI), as shown in Exhibit “A” of the Fourth Amendment (Attachment 1).
LEGAL REVIEW:
The City Attorney has reviewed and approved the amended agreement as to form.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.18.a WCA - Fourth Amendment exec