Agenda Item
City Council
Item #: 3.5. 5/10/2022 File #: 22-0148
TO: Honorable Mayor and Members of the City Council
THRU: Robert Houston, City Manager
FROM: Leslie Hardy, Community Services Director
1. SUBJECT
Third Amendment to Agreement with West Coast Arborists, Inc. for tree maintenance services in parks, City facilities, assessment districts, medians, and rights of ways.
2. SUMMARY
The proposed amendment authorizes a one-year contract extension that includes an increase of
4.5% to adjust for increased cost for insurance and Consumer Price Index, in the amount not to exceed $398,589.13.
3. RECOMMENDED ACTION
Approve the Third Amendment with West Coast Arborists, Inc. for a period of one-year in an amount not to exceed $398,589.13 for tree maintenance services for parks, City facilities, assessment districts, medians and right of ways; and authorize the Mayor and City Clerk to execute on behalf of the City.
4. FISCAL IMPACT
The total expenditure for the amendment is $398,589.13 and will be funded through the following funds:
General Fund (100) $ 195,772.73
Measure M2 (263) 30,973.82
Santiago Hills Landscape Maintenance District (291) 121,063.83 Sycamore Crossing Landscape Maintenance District (293) 6,515.73 Del Rio Community Facilities District (294) 3,923.40
Old Towne Parking Facility (540) 2,249.82
Water (Fund 600) 38,089.80
Total: $398,589.13
5. STRATEGIC PLAN GOALS
Goal 1: Provide for a safe community
b: Provide and maintain infrastructure necessary to ensure the safety of the public.
Goal 2: Be a fiscally healthy community
City of Orange Printed on 5/5/2022Page 1 of 2
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Item #: 3.5. 5/10/2022 File #: 22-0148
a: Expend fiscal resources responsibly.
6. DISCUSSION AND BACKGROUND
The Community Services Department currently has a contract with West Coast Arborists, Inc. (WCA) for tree services in parks, City facilities, assessment districts, medians and rights of ways for an annual not to exceed amount of $381,425. The five-year contract followed a calendar year, with the original term expiring on December 31, 2020 and included two, one-year extensions. The City Council approved the First Amendment to the Contract with WCA in April 2018 to address unforeseen trimming needs. In November 2020, the City Council approved the Second Amendment to the Contract which aligned the dates of the contract with the Fiscal Year, allowing for better coordination of the contract with the budget process. The first extension was also enacted through the Second Amendment and will expire on June 30, 2022. Therefore, staff is recommending that the City Council approve a Third Amendment to the Contract to enact the second and final term extension.
With the Second Amendment, the City required that WCA carry higher insurance coverage in response to recent events wherein individuals were injured by fallen trees (per the recommendation from the California Insurance Pool Authority). As part of the City’snegotiations with WCA, the City allowed an increase in the total not-to-exceed contract amount to cover the increased insurance expense through the first and second extensions. Therefore, the second extension of the contract includes the increased insurance cost and an increase to adjust for Consumer Price Index (CPI), combined to equal a 4.5% increase. The proposed Third Amendment to the Contract has a not to exceed amount of $398,589.13.
WCA has been providing tree services to the City of Orange since 1993 and has been responsive to the City’s routine service needs as well as special requests and emergency needs. The Third Amendment to the Contract with WCA will exercise the final contract extension available. Funding for this amendment is dependent upon City Council approval of the Fiscal Year 2022-23 budget. The City will solicit for tree services again in 2023.
7. ATTACHMENTS
· Third Amendment to Tree Maintenance Services Agreement City of Orange Printed on 5/5/2022Page 2 of 2
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