Administrative
Report
H.5., File # 23-5956 Meeting Date: 6/6/2023
To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, PUBLIC WORKS DIRECTOR
TITLE
APPROVE AN AMENDMENT TO THE AGREEMENT WITH WEST COAST ARBORISTS FOR TREE
TRIMMING SERVICES TO EXTEND THE AGREEMENT FOUR YEARS FOR A TOTAL COST NOT TO EXCEED $2,190,719
EXECUTIVE SUMMARY
Approval of the recommended action would execute the option in the City’s tree trimming services Agreement with West Coast Arborists to extend the term four additional years. The cost for services during the extension period would not exceed $2,190,719, which represents a total increase of 19.6% from the initial four-year term, beginning in 2019.
BACKGROUND
The City’s urban forest, consisting of approximately 12,000 trees, is a beautiful and valuable asset to the community that requires the services of a qualified arborist firm to provide regular trimming and maintenance. The City’s four-year Agreement with West Coast Arborists will expire on July 3, 2023.
The Agreement includes an option to extend for four additional years of service, provided that the terms for the extension period can be negotiated.
Staff requested that West Coast Arborists submit a pricing proposal for the optional four-year extension period. The company’s initial proposal included a total cost increase of 22.8%. However, after negotiation, the company reduced its proposal to a total increase of 19.6%. The total not to exceed cost for services would increase from $1,832,101 during the initial four-year term to $2,190,719 during the extension period. Staff believes the negotiated price increase is reasonable and fair. The pricing of the current Agreement has been fixed since July 2019, when the contract was approved through a request for proposals, and the proposed pricing for the extension period would be fixed until June 2027. The 19.6% increase reflects an amount that is below inflation over the contract term.
Staff would like to retain West Coast Arborists as they are an excellent tree trimming contractor. The company has provided the City with reliable, high quality services for the past several years. They are currently providing similar services for a number of Los Angeles-area agencies, including Torrance, Manhattan Beach, Palos Verdes Estates, Lakewood, Buena Park, Whittier and the County of Los Angeles.
Their proprietary work-tracking system, Arbor Access, is one of the best in the industry and their record with emergency call-outs is outstanding. Staff believes extending the current Agreement for
H.5., File # 23-5956 Meeting Date: 6/6/2023
record with emergency call-outs is outstanding. Staff believes extending the current Agreement for another four years is the City’s best available course of action.
COORDINATION
The Public Works Department coordinated this item along with the Financial Services Department.
The City Attorney’s Office prepared the amendment.
FISCAL IMPACT
The cost for four additional years of tree trimming and planting services would not exceed $2,190,719, including a 10% contingency over the four-year extension period. The estimated cost for services in FY 2023-24 is $594,781. The Public Works Department’s current core budget cannot accommodate this expense. The proposed FY 2023-24 Budget includes Decision Package #32, which recommends an on-going increase to the tree trimming budget of $207,851 and a one-time appropriation of $103,930, to cover the costs.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Agmt - First Amendment to the Agreement with West Coast Arborists · Agmt - Original Agreement with West Coast Arborists, July 2, 2019