TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Amber Shah, Parks & Public Works Director/City Engineer DATE: February 28, 2025
SUBJECT: APPROVAL OF AMENDMENT NO. 1 TO THE MAINTENANCE
SERVICES AGREEMENT WITH MARIPOSA TREE
MANAGEMENT FOR PROFESSIONAL TREE MAINTENANCE
SERVICES IN THE AMOUNT OF $220,000 AND APPROVAL
OF A BUDGET AMENDMENT
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Fiscally Responsible and Transparent City Government
Safe Community
Well-Maintained Infrastructure
BACKGROUND
The City’s tree inventory consists of roughly 9,000 public trees. These trees are maintained by a tree management contractor, Mariposa Tree Management, who has contracted with the City for a number of years. As part of their routine contracted work, Mariposa performs a wide range of tree maintenance for all trees in the public right-of-way and City-owned facilities including tree pruning, crown raising, palm tree pruning, tree removals, stump removals, tree planting, root pruning, emergency call-outs for fallen trees and tree limbs, and updating the City’s tree inventory database. In 2022, the City entered into its most recent multi-year Maintenance Services Agreement with Mariposa Tree Management, which continues through 2027.
DISCUSSION
On January 7-8, 2025, a severe windstorm impacted the City, causing significant amounts of fallen trees and debris in the public right-of-way and Gretchen Shepherd Romey, Mayor
Tony Chou, Vice Mayor
Hunter Chang, Council Member
John Chou, Council Member
Calvin Lo, Council Member
City-owned properties, including Lacy Park. As a result, the City utilized Mariposa to perform numerous tree removals during the event in order to clear fallen trees and large limbs from the roadways, sidewalks, and other areas that might compromise public safety or prevent residents from ingress/egress to their properties. In addition, the City arranged to have additional Mariposa crews supplement the City’s Public Works crews in order to help expedite the clearing of debris from City streets, a multi-week effort given the high volume of debris throughout the City. Mariposa also provided and utilized specific tree equipment the City does not own, including large lifts that could access broken hanging limbs that are high up in taller trees. Given this multi-week effort, which included after-hours work during the night of the storm, utilization of additional crews at prevailing wage rates, and specialty equipment rental, significant costs have been incurred. In total, Mariposa’s cleanup efforts amount to approximately $220,000 based on the most recent estimates provided to the City.
Given the significant costs incurred for emergency response as a result of the windstorm, the City will exceed its annual contracted amount for Mariposa’s services this fiscal year and would also be in jeopardy of exceeding the total contract value. As such, an Amendment to Mariposa’s existing agreement is recommended to increase the contract amount to cover these costs. This will enable the City to continue to utilize Mariposa for their regular tree maintenance services throughout the remainder of their contract. The total recommended amount for Amendment No.1 is $220,000. The amendment to the FY 2024-25 budget is included as part of the mid-year proposed amendments.
FISCAL IMPACT & PROCUREMENT REVIEW
The additional costs of $220,000 were incurred as a result of the Windstorm Incident and were not included in the current budget. The necessary budget amendment to cover the costs is included as part of the mid-year proposed amendments. These costs are tracked separately in account # 101-08-4376- 2025. Since these costs were incurred as a result of the windstorm, the City will seek reimbursement through FEMA and/or its insurance provider.
Approval of this Amendment No. 1 will increase the cumulative contract amount to $2,237,227.
Procurement review is not applicable.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Staff recommends the City Council approve Amendment No. 1 with Mariposa Tree Management, increasing the total contract amount to $2,237,227 and authorize the City Manager to execute the Amendment. If Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to approve Amendment No. 1 with Mariposa Tree Management, increasing the total contract amount to $2,237,227 and authorize the City Manager to execute the Amendment.”
ATTACHMENTS
1. Draft Amendment No. 1 with Mariposa
2. Original Maintenance Services Agreement with Mariposa, February 2022