Placentia Cit Council
AGENDA REPORT
TO: CITY COUNCIL
VIA: CITY ADMINISTRATOR
FROM: DEPUTY CITY ADMINISTRATOR / PUBLIC SERVICES & INFRASTRUCTURE DATE: JANUARY 24, 2023
SUBJECT: AMENDMENT NO. 4 TO MAINTENANCE SERVICES AGREEMENT WITH WEST COAST ARBORISTS INC., FOR TREE TRIMMING SERVICES
FISCAL
IMPACT: EXPENSE: $ 107,800 AMENDMENT AMOUNT
AVAILABLE: $ 114.221 FISCAL YEAR 2022-23 OPERATING BUDGET BUDGET $ 40,405 (103655-6116)
$ 73,815 (173555-6116)
SUMMARY:
In June 2018, the City Council awarded a Maintenance Services Agreement to West Coast Arborists, Inc. ("WCA") to provide citywide tree trimming services. On June 25, 2021, the City Council approved Amendment No. 3 the Maintenance Services Agreement with WCA increasing the contract amount by $200,915 per year, for a cumulative not -to -exceed contract amount of $401,830 for the remainder of the two-year term extension. Staff is presenting this proposed amendment for City Council consideration to increase the cumulative contract not -to -exceed amount by $107,800 for the remainder of this fiscal year. The current contract term is set to expire on June 30, 2023, and Staff will soon be soliciting new competitive bids for these services. The recommended actions will allow the City to have sufficient contractual authority for expenditures that will be incurred in the remainder of this fiscal year. The proposed contract costs for tree maintenance services with WCA are budgeted in the adopted FY 22-23 Operating Budget.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve Amendment No. 4 to the Maintenance Services Agreement with West Coast Arborists, Inc., for tree maintenance services in an amount not -to -exceed $107,800 for a revised cumulative contract amount of $509,604.45 for the remainder of the current contract term; and
2. Authorize the City Administrator to approve agreement amendments to approve contract change orders up to 10% of the cumulative two-year contract amount, or $50,960.45; and
3. Authorize the City Administrator and/or his designee to execute all necessary documents, in a form approved by the City Attorney.
1. e.
Jan 24, 2023
City Council Agenda
January 24, 2023
STRATEGIC PLAN STATEMENT:
The recommended actions conform in part, to Strategic Plan Goal 5, Improve City Beautification, Objective 6.4, Expand Urban Forest Plan to Plant 100 Trees Per Year.
DISCUSSION:
On June 19, 2018, the City Council approved a Maintenance Services Agreement with WCA for tree trimming services in the amount of $525,000 over an initial three-year term, with the option to extend the agreement for one (1) additional two-year term based upon contractor performance and at the discretion of the City. As part of this approval, the City Administrator was also authorized to approve contract change orders up to ten percent (10%) of the cumulative amount.
In March 2020, the City executed Amendment No. 1 under the City Administrator's approval authority, which amended the cumulative contract amount by $14,900 from a cumulative contract amount of $525,000 to $539,900 or 2.83% of the cumulative agreement amount. During the term of the agreement, the City incurred extraordinary expenditures with WCA for median renovation projects, emergency trimming services, and extraordinary tree trimming requests from residents.
In September 2020, Amendment No. 2 to the agreement was executed under the City Administrator's approval authority, which increased the cumulative contract amount by $37,600 from a cumulative contract amount of $539,900 to $577,500 to conclude the third year of the three-year agreement. Amendment No. 2 allowed the City to have sufficient contractual spending cap authority for additional extraordinary expenditures incurred throughout FY 2020-21, which consisted of completing the fourth year of the City's grid tree pruning cycle, palm tree skinning, emergency response and new tree plantings. The initial three-year contract term expired on June 30, 2021.
On June 25, 2021, the City Council approved Amendment No. 3 to the Maintenance Services Agreement with WCA increasing the contract amount by $200,915 per year, for a cumulative not - to -exceed contract amount of $401,830 for the remainder of the two-year contract term. Staff is recommending an agreement amendment to increase the cumulative contract amount by $107,800 to provide sufficient spending authority through the end of the contract. This will allow the City to have contractual authority for additional expenditures that may be incurred in the second half of this fiscal year including a second trimming of the City's wall vines and expenses related to emergency responses and new tree plantings. All extraordinary work is included in the City's annual tree trimming budget and included in the contract scope of work and bid schedule which secures fixed unit bid pricing to control costs.
FISCAL IMPACT:
The recommended actions will approve Amendment No. 4 to the Maintenance Services Agreement with WCA increasing the contract amount by $107,800 for the remainder of the existing term. A total of $114,221 is available in General Fund and Gas Tax Funds that were previously allocated for these services in the FY 2022-23 Operating Budget. As such, sufficient funds exist for the recommended actions.
City Council Agenda
January 24, 2023
Prepared by:
Joel Carde : s
Public Works Superintendent
Reviewed
appy ved:
Luis Estevez
Deputy City Administrator
Reviewed and approved:
Jennifer Lampman
Director of Finance
Reviewed and approved:
Damien R. Arrula
City Administrator
Attachment:
Amendment No. 4 — West Coast Arborists, Inc.