Agenda #: 5.22
Meeting Date: June 18, 2024
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: MAINTENANCE SERVICES AGREEMENT WITH WEST COAST
ARBORISTS, INC. TO PROVIDE TREE CARE AND MAINTENANCE
SERVICES THROUGH JUNE 30, 2029.
STRATEGIC
GOAL: Safe, Sustainable & Healthy Community
RECOMMENDATION:
A. Adopt Resolution No. 2024-27 approving cooperative purchasing for the Maintenance Services Agreement with West Coast Arborists, Inc. for Tree Care and Maintenance Services; and
B. Approve, and authorize the City Manager to sign, the Maintenance Services Agreement with West Coast Arborists, Inc. for Tree Care and Maintenance Services in the annual not-to-exceed amount of $443,300.
FINANCIAL IMPACT:
The total not-to-exceed amount of the Agreement for 2024/25 would be $443,300.
Sufficient funds are included in the 2024/25 operating budget to cover the cost of such services. The first 2 two years of this agreement have fixed line-item pricing, with the remaining 3 years having pre-negotiated line-item increases. In addition, the City would have the option to extend the agreement for two (2) additional one (1) year terms, subject to the same terms and conditions.
BACKGROUND:
The City is responsible for the maintenance of its urban forest comprised of approximately 12,000 trees. To effectively maintain and manage the urban forest, approximately 2,400 trees are pruned annually to ensure that all City-owned trees are pruned every five (5) years. Maintenance responsibilities include daily maintenance, management, planting, service requests, arborist, and emergency services for the urban forest. Maintenance services are completed on an annual, scheduled cycle for tree
pruning as well as service requests.
On June 19, 2018, the City Council approved a 3-year contract with 3 one-year extensions with West Coast Arborists Inc. (WCA) to provide comprehensive tree care and maintenance services. This Maintenance Services Agreement with WCA was awarded by use of cooperative purchasing (commonly referred to as “piggyback”).
Section 3.24.090 (f) of the City’s purchasing ordinance allows the City to “piggyback” onto similar contracts entered into by another government agency when, in the opinion of the purchasing manager, doing so is more cost-efficient.
WCA has a proven track record of providing comprehensive and cost-effective tree maintenance services to the City, as well as a number of local municipalities, which include the cities of Walnut, La Puente, South El Monte, Glendora, and Norco, to name a few.
ANALYSIS:
On April 26, 2023 the City of Norco received 3 proposals in response to the RFP for Tree Trimming, Removal and Planting Contract Services, and based upon their findings, the City of Norco awarded and entered into an agreement with WCA to provide such services.
City staff has reviewed recently submitted proposals for similar tree care and maintenance services received by other local cities in response to their requests for proposals. This was to ensure the rates submitted to Norco were the most cost-efficient based on the City’s anticipated work program and service needs in the upcoming fiscal years.
Based on these findings, City staff has determined that it is in the best interest of the City to “piggyback” off of the existing City of Norco agreement with WCA using the same scope of services and line-item rates provided for in the City of Norco contract with WCA, that is being recommended by City staff.
It is recommended that the City Council approves WCA's proposal for Tree Trimming, Removal, and Planting Services for a 5-year contract period.
LEGAL REVIEW:
The City Attorney has reviewed and approved the Resolution and the Agreement as to form.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.22.a Resolution No. 2024-27
2. 5.22.b Maintenance Services Agreement with West Coast Arborists, Inc.
3. 5.22.c Exhibit A of Agreement with West Coast Arborists, Inc.