City Council Agenda Report
December 5, 2023
TO: Honorable City Council
FROM: Jesus M. Gomez, City Manager
BY: Glen W.C. Kau, P.E., Director of Public Services/City Engineer Christine Roberto, Public Services Manager
Gabriela Garcia, Senior Management Analyst
SUBJECT: AGREEMENT AMENDMENT NO. 4 – TREE MAINTENANCE SERVICES –
ADJUST INSURANCE COVERAGE AND COMPENSATION
Background:
Since June 1997, the City has contracted for tree maintenance services with West Coast Arborists, Inc. (WCA). The scope of the contract involves trimming, pruning, and removal of City owned trees, along with emergency clearing of trees as directed by the City. The City has an existing agreement with WCA that expires in 2025.
The City underwent a Risk Management Evaluation (RME) review with the JPIA in October of 2022. The report is designed to assist the city in addressing areas in which risk exposure or loss data support the need for a change in operations or activity, the report outlined the need to update the West Cost Arborist agreement to include general liability wording on Action Item 2022-003 of the RME report.
As a result of the request to WCA to provide updated insurance coverage, WCA is requesting a 5% increase to contract rates. Staff has concluded that an amendment is necessary to mitigate potential risks associated with their services, and therefore are recommending that City Council approve the increase.
WCA and the City have forged a very productive, efficient, and effective working relationship. As a result of the successful partnership built between the City and WCA, more and more trees have been maintained annually. All work has been performed in a timely, efficient, and professional manner with little disruption to citizens and street traffic. WCA staff have also been receptive and accommodating to the needs of City staff and citizens while responding to emergencies, planting new trees, special request/tree donations, and stump removals.
City Council December 5, 2023
Agreement Amendment No. 4 – WCA Page No. 2
6 8
8 Fiscal Impact:
The cost increase for 6 months of Fiscal Year 2023/24 will be approximately $12,000 and is included in the current budget.
Citizens Advised:
N/A
Strategic Plan 2023 Implementation:
N/A
Recommended Action:
Staff recommends City Council approve Amendment No. 4, modifying the insurance requirements and adjusting the rate beginning January 1, 2024; and authorizing the City Manager to execute the Amendment, on behalf of the City, in a form approved by the City Attorney.
Attachments:
Amendment No. 4