CITY OF MENIFEE
SUBJECT: Agreement Amendment with West Coast Arborist, Inc. for Citywide Tree Trimming and Maintenance Services
MEETING DATE: August 21, 2024
TO: Mayor and City Council
PREPARED BY: Nancy Rodriguez, Management Analyst
REVIEWED BY: Jonathan Nicks, Deputy City Manager
APPROVED BY: Armando G. Villa, City Manager
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RECOMMENDED ACTION
1. Approve and authorize the City Manager to execute Amendment No. 5 to the Professional Services Agreement with West Coast Arborist for citywide tree trimming and maintenance services in the amount of $371,969 for a revised total not-to-exceed aggregate sum of $1,007,610.20; and
2. Authorize the City Manager to execute agreement amendments for the remainder of the contract at the City’s discretion, and contingent on availability of the corresponding budget.
DISCUSSION
The City of Menifee’s Community Service Department, Parks Division, oversees the ongoing trimming and maintenance of approximately 9,000 trees of varied species. The trees are located at different locations throughout the City including parks, right of ways, and city facilities. On January 18, 2023, City Council awarded a contract to West Coast Arborist (WCA) for citywide tree trimming and maintenance services. The services included at minimum, all labor, equipment, materials, tools, and services necessary for tree pruning, tree removal, stump grinding, and emergency services.
The Community Services Department has worked diligently with WCA to establish a cyclical tree maintenance schedule that would help ensure the healthy and safe growth of city-maintained trees. The annual cost of tree trimming services increases as trees grow and additional maintenance districts are added to the citywide tree maintenance program. The proposed amendment to the contract with WCA provides for a regular maintenance schedule according to tree size and species. Under the established maintenance schedule, most city-maintained trees will be trimmed on a three-year cycle with larger trees and some species such as palm trees receiving more frequent trimming.
City of Menifee Staff Report
West Coast Arborist Amendment
August 21, 2024
2 3
0 5
With the intent of enacting the updated tree maintenance schedule, Community Services requested the appropriation of $371,969 in General and Special District funds as part of the FY2024/2025 mid-cycle adjusted budget approved by the City Council on June 5, 2024. Although the funds were appropriated, the proposed increase of $371,969 exceeds the 10% change order signing authority of the City Manager and requires City Council approval. All other terms of the agreement and the approved budget will remain the same.
Table 1 below details the breakdown of all previously approved contract amendments.
TABLE 1 – AMENDMENT BREAKDOWN
Amendment No. Amount Date Approved Services
Original Agreement $176,402.00 January 18, 2023 Citywide tree trimming services for City parks, right-of-way (ROW) and
facilities including: tree pruning,
removal, stump grinding, and
emergency services
Amendment No. 1 $265,197.00 July 20, 2023 Extension of term for FY 2023/24 and increased scope of work for additional
ROW
Amendment No. 2 $17,640.20 March 22, 2024 Increased scope of work for additional ROW
Amendment No. 3 $0.00 May 20, 2024 Service adjustments within existing budget. No change to total agreement
amount.
Amendment No. 4 $176,402.00 Jun 17, 2024 Extension of term for FY 2024/25 and increased scope of work for updated
maintenance schedule
Current Agreement
Total $635,641.20
Amendment No. 5 $371,969.00 Pending
Approval
Increase the scope of work for
additional ROW and updated tree
maintenance schedule
New Agreement
Total $1,007,610.20
STRATEGIC PLAN OBJECTIVE
Safe and Vibrant Community
FISCAL IMPACT
The fiscal impact of the proposed amendment is $371,969, increasing the aggregate sum of the agreement from $635,641.20 to $1,007,610.20. Funding in the proposed amendment with West Coast Arborist is available within the FY 2024/25 budget under the General Fund and various LLMD and CFD Funds as listed below.
City of Menifee Staff Report
West Coast Arborist Amendment
August 21, 2024
2 3
0 5
TABLE 2 – FY 2024/2025 FUNDING AVAILABILITY
Fund / Department Account Number
Available
Balance
Amount
Requested
General / Parks 1100-CSD-PARK-711-652607 $160,156 $20,000 LLMD 370, Zone 3 2370-CSD-CADM-714-652607 $44,653 $44,653 LLMD 372, Zone 27 2372-CSD-CADM-714-652607 $5,441 $4,534 LLMD 373, Zone 37 2373-CSD-CADM-714-652607 $8,590 $3,813 LLMD 374, Zone 38 2374-CSD-CADM-714-652607 $37,539 $26,000 LLMD 382, Zone 77 2382-CSD-CADM-714-652607 $24,537 $19,002 LLMD 391, Zone 133 2391-CSD-CADM-714-652607 $78,878 $60,000 LLMD 393, Zone 167 2393-CSD-CADM-714-652607 $1,846 $500 CFD 490, ROW 2490-CSD-CADM-715-652607 $333,546 $60,000
CFD 490, Park 2490-CSD-CADM-715-652608 $299,203 $78,598 CFD 492, Town Center 2492-CSD-CADM-715-652607 $11,827 $7,527 CFD 493, Commerce Point 2493-CSD-CADM-715-652607 $5,703 $1,000 CFD 633, Zone 4 America's Tires 2633-CSD-CADM-715-652607 $286 $200 CFD 637, Zone 8 Menifee Estates 2637-CSD-CADM-715-652607 $2,315 $1,315 CFD 638, Zone 9 Rite-Aid 2638-CSD-CADM-715-652607 $4,032 $2,500 CFD 648, Zone 19 Ridgemoor 2648-CSD-CADM-715-652607 $9,611 $9,000 CFD 659, Zone 29 Quartz Ranch 2659-CSD-CADM-715-652607 $80,260 $27,327 CFD 659, Zone 29 Quartz Ranch 2659-CSD-CADM-715-652608 $7,840 $1,500 CFD 663, Zone 33 RV Super
Center 2663-CSD-CADM-715-652607 $2,200 $500
CFD 665, Zone 35 McCall 2665-CSD-CADM-715-652607 $4,100 $500 CFD 674, Remington Park 2674-CSD-CADM-715-652607 $45,000 $2,000 CFD 675, Zone 5 Del Oro 2675-CSD-CADM-715-652607 $10,200 $500 CFD 679, Zone 9 Sagewood 2679-CSD-CADM-715-652607 $21,000 $1,000 TOTALS $1,198,763 $371,969
ATTACHMENTS
1. Amendment No. 5
2. Original Agreement
3. Amendment No. 1
4. Amendment No. 2
5. Amendment No. 3
6. Amendment No. 4