Agenda Item: 5
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: March 28, 2023
SUBJECT: CONTRACT EXTENSION TO WEST COAST ARBORISTS, INC.,
FOR TREE MAINTENANCE SERVICES
DEPARTMENT: Administrative Services
PRESENTER: Valerie Ferchaw
RECOMMENDED ACTION
City Council:
1. Award a two-year contract extension to West Coast Arborists, Inc., effective July 1, 2023, to support the continuation of contractual tree maintenance services for a total amount not to exceed $6,174,272.
2. Authorize the City Manager or designee to execute all contracts and associated documents, contingent upon the appropriation of funds by the City Council in the annual budget for such fiscal year, and execute all documents subject to City Attorney approval.
BACKGROUND
The City of Santa Clarita (City) is responsible for proactive maintenance and care of an urban forest that encompasses approximately 115,000 trees. The proactive maintenance of the City’s urban forest improves the overall health and vitality of these trees while mitigating potential large branch or complete tree failure due to factors such as age, drought, or significant wind events.
In Fiscal Year 2018-19, City staff initiated a competitive Request for Proposal process for the purpose of awarding a City-wide tree maintenance service agreement. In the course of scoring proposals for all responding vendors, the proposal submitted by West Coast Arborists, Inc. (WCA) was the highest ranked in all categories and the unanimous recommendation of the City’s internal evaluation team.
Prior to bringing this matter forward for City Council consideration, City staff was able to secure more favorable contract terms by opting to ‘piggy-back’ off an existing maintenance contract
between WCA and the City of Agoura Hills (Agoura Hills). Specifically, the Agoura Hills contract includes a purchasing provision that states “any other public agency shall have the option to participate in any award made as a result of this solicitation at the same prices.”
In August of 2018, the City Council authorized the award of a five-year contract to WCA to oversee all City tree maintenance services. WCA’s performance in the five years since assuming responsibility for tree care services has consistently met and regularly exceeded all performance expectations. In addition to their recurring services, WCA’s response during times of emergency such as the recent atmospheric flooding event and the January 2021 Wind Storm, has been exemplary.
In advance of its scheduled August 2023 expiration, staff recommends awarding a two-year piggy-back contract extension with WCA, effective July 1, 2023, for an amount not to exceed $6,174,272. Award of this contract extension will mitigate the City from potential inflationary impacts by providing fixed operational pricing and cost certainty through June of 2025.
Additionally, the recommended contract terms will enable the City to maintain its current level of tree service without requiring the appropriation of additional funds.
The recommended contract value requested by staff will also authorize expenditure authority for WCA to support the City’s Annual Reforestation Program and as-needed tree pruning or removal associated with the City’s Annual Concrete Rehabilitation, Overlay, Slurry Programs, and various organizational projects.
The contract terms associated with this extension match pricing encompassed within the more recent cooperative agreement executed between Agoura Hills and WCA in 2021. WCA provides similar services to more than 330 cities throughout California and Arizona, and employs a staff of over 1,000 tree professionals. Agoura Hills’ agreement incorporates a flat ‘grid pruning’ rate of $89 per tree, regardless of size, and represents the best overall value for our organization.
Under the proposed extension, WCA will continue to proactively prune approximately 16,500 trees a year, supporting a 7.25-year pruning cycle for street trees and a 6-year pruning cycle for LMD trees. The City’s approach to proactive tree maintenance represents a best management practice. In each of the five years since WCA assumed responsibility for tree service, the City has experienced a reduction in both the annual number of tree-related claims filed and total costs incurred.
In addition to scheduled Citywide pruning activities, WCA facilitates Citywide reforestation efforts, provides water truck services for parkway trees, provides as-needed support for emergencies and/or tree removals, administers field inventory work for all City owned and/or maintained trees, and provides the organization with a web-based system that tracks work orders, project budgets, and tree maintenance history.
ALTERNATIVE ACTION
1. Do not award contract extension to West Coast Arborists, Inc.
2. Other action as determined by the City Council.
.
FISCAL IMPACT
Funds to support the recommended action is contingent upon the appropriations of funds by the City Council in the annual budget for future fiscal years.
ATTACHMENTS
Exhibit A- Agoura Hills 2021 Contract (available in the City Clerk's Reading File)