AGENDA REPORT
TO:
VIA:
FROM:
DATE:
Placentia City Council
CITY COUNCIL
CITY ADMINISTRATOR
DEPUTY CITY ADMINISTRATOR / PUBLIC SERVICES & INFRASTRUCTURE JUNE 20, 2023
SUBJECT: AWARD OF CONTRACT WITH WEST COAST ARBORISTS, INC. FOR TREE
MAINTENANCE SERVICES
FISCAL
IMPACT: EXPENSE: $258,830 ANNUAL CONTRACT NOT -TO -EXCEED AMOUNT BUDGETED: $258,830 FISCAL YEAR 2023-24 OPERATING BUDGET (103655-6116 and 173555-6116)
SUMMARY:
A professional services agreement is presented to the City Council for its consideration to enter into a new agreement with West Coast Arborists, Inc. (WCA), to provide Citywide tree trimming services. WCA currently provides these services to the City and the existing agreement will expire in June 2023. Staff solicited competitive bids for a new contract and WCA submitted the lowest bid. WCA has been providing these services to the City under the existing agreement since 2018.
The term of the proposed agreement is for three (3) years with the option to extend the agreement for one (1) additional two (2) year term extension based on contractor performance and at the discretion of the City.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve a Professional Services Agreement with West Coast Arborists, Inc., for tree trimming services in an amount not -to -exceed $258,830 per year, or $776,490 for the initial three (3) year contract term; and
2. Authorize the City Administrator to approve agreement amendments up to ten percent (10%) of the cumulative agreement amount; and
3. Authorize the City Administrator to approve the eligible contract term extension for an additional two-year term based upon contractor performance and at the discretion of the City; and
1.m.
June 20, 2023
City Council Agenda
June 20, 2023
4. Authorize the City Administrator to execute all necessary documents, in a form approved by the City Attorney.
STRATEGIC PLANNING STATEMENT
There is no specific Strategic Planning Goal or Objective related to this agenda item.
DISCUSSION:
In 2018, the City entered into an agreement with West Coast Arborists, Inc., (WCA) for tree trimming services. The term of the agreement was for three (3) years with one (1) potential two (2) year term extension based on contractor performance and at the discretion of the City. The current contract will expire in June 2023. The City utilizes the services of WCA to provide regular tree pruning services for street parkway trees and park trees, as well as on-call services for tree removals, vine trimming twice a year, tree planting, emergency call -outs and arborist services. In addition, WCA manages the City's GIS tree inventory and provides regular updates to the inventory with maintenance history, tree plantings and removals.
On May 4, 2023, the City received four (4) bids from various tree trimming contractors and a summary of those bid amounts are noted in the table below:
Contractor Bid Amount
West Coast Arborist, Inc. $258,830
Mariposa Tree Management Inc $294,810
Great Scott Tree Service Inc $304,525
SGD Enterprises $566,650
Staff reviewed the bids received for mathematical and other errors and it was determined that the apparent low bid was submitted by West Coast Arborist, Inc (WCA). Staff conducted a reference check on WCA who received favorable reviews from other clients and they have performed well for the City of Placentia as well. Based on the bid amount received and the reference check, Staff recommends the City Council award a Maintenance Services Agreement to West Coast Arborists Inc., for a not -to -exceed amount of $776,490 for the initial three-year term.
FISCAL IMPACT:
The agreement with West Coast Arborists Inc., is for three (3) years for a cumulative not -to -exceed contract amount of $776,490 with the option to extend for one (1) additional two-year term based upon contractor performance and at the discretion of the City. Funding for these services is included in the proposed Fiscal Year 2023-24 Operating Budget
City Council Agenda
June 20, 2023
Prepared by:
Jai- C, whin as
Joel Cardenas
Public Works Superintendent
Reviewed and approved by:
Jennifer Lampman
Director of Finance
Reviewed and approved by:
(,i,us 'sfc
Luis Estevez
Deputy City Administrator
Reviewed and approved by:
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Damiin R. Arrula` ✓
City Administrator
Attachment:
Professional Services Agreement with West Coast Arborists, Inc.