ACTION:
____________________________
Clerk/Secretary
Department: Public Works Item No: C6
Prepared by: Leslie Webb-Blanco, Management Assistant Meeting Date: May 10, 2022 Approved by:
Kuna Muthusamy, Director
Patrick Johnson, City Manager Agenda Location: Consent Calendar SUBJECT: AGREEMENT WITH WEST COAST ARBORISTS, INC. FOR STREET TREE
MAINTENANCE SERVICES
RECOMMENDATION: Adopt City Council Resolution No. 2022- , approving the agreement with West Coast Arborists, Inc. for street tree maintenance services.
CORRELATION TO CITY COUNCIL GOALS: (1) Fiscal Responsibility, (2) A Cleaner Vista, and (3) Public Safety
PRIOR ACTION: Adopted City Council Resolution No. 2022-32, approving the fifth amendment to the agreement with West Coast Arborists, Inc., for street tree maintenance (Vote: 5-0).
On February 26, 2019, adopted City Council Resolution No. 2019-23, approving a third amendment to the agreement with West Coast Arborists, Inc. for street tree maintenance services (Vote: 5-0).
A comprehensive list of prior actions is included in Exhibit 4.
STATEMENT ON THE SUBJECT: Since 2005, West Coast Arborists, Inc. (WCA) has been providing street tree maintenance services for the City. The current agreement sets fixed prices and identifies a tree trimming maintenance program for City inventoried trees. Under the program, trees in the public right-of- way, including streets, medians, and parks, are trimmed every four or eight years and as needed on an ongoing annual grid (Exhibit 3). Additionally, dead and declining trees are removed as needed.
The current agreement with WCA will expire June 30, 2022. Staff reached out to other regional and local jurisdictions to assess pricing and vendor options in the current market and found that a competitively bid agreement for tree maintenance services was awarded to WCA on June 15, 2021, with the City of Murrieta.
Vista Municipal Code Section 3.08.060 (C) states that the City has the authority to join with other public agencies in a cooperative purchasing program for the purchase of services providing the administering agency has made its purchase(s) in a cooperative manner and it is in the City’s best interest to participate.
WCA has offered the City the same terms and pricing for street tree maintenance services as detailed in the contract with the City of Murrieta that was competitively bid on April 21, 2021. Utilizing the cooperative purchasing provision to enter into an agreement with WCA will allow the City to take advantage of favorable pricing for these services.
AGENDA
REPORT
CITY COUNCIL
COMMUNITY DEVELOPMENT COMMISSION
SUCCESSOR AGENCY
BUENA SANITATION DISTRICT
JOINT POWERS FINANCING AUTHORITY
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Approved above recommendation, adopted City Council Resolution No. 2022-67.
Vote: 4-0 (Ritter absent)
MEETING DATE: MAY 10, 2022 PAGE 2
SUBJECT: AGREEMENT WITH WEST COAST ARBORISTS, INC. FOR STREET TREE
MAINTENANCE SERVICES
Staff recommends entering into an agreement with WCA with an initial term of 24 months. Thereafter, the agreement may be renewed under authority and discretion of the City Manager for three additional 12- month periods, for a possible maximum term of five years, subject to an annual consumer price index increase.
FISCAL IMPACT: The annual ceiling for the agreement with WCA is $416,000. Sufficient funding is budgeted in the Fiscal Year 2022/23 Operating Budget in the following accounts:
Account Name Account Number Amount
Park Maintenance Service Contract 0010525.521040.00085 $42,150 Parkways & Medians Service Contract 0010530.521040.00085 $7,590 S.Melrose Landscape MD Service Contract 1130535.521040.00085 $3,553 La Mirada Canyon MD Service Contract 1140540.521040.00085 $1,518 Facility Maintenance Service Contract 6020155.521040 $2,700 Sewer Maintenance Service Contract 5010460.521040.00085 $8,280 Stormwater Maintenance Service Contract 5010470.521040.00085 $4,847 BSD Maintenance Service Contract 5040480.521040.00085 $2,898 1972 Lighting & Landscaping Land & Building Maint. Services 1080440.531700.00085 $332,311 Wave Waterpark Land & Building Maint. Services 5070580.531700 $5,000 Fire Maintenance Land & Building Maint. Services 0010252.531700.00147 $5,153 Funding for subsequent years will be included in annual budget preparations.
EXHIBITS:
1.City Council Resolution No. 2022- , approving the agreement with West Coast Arborists, Inc. for street tree maintenance services
2.Agreement with West Coast Arborists, Inc.
3.Tree Trimming Grid Schedule Maps
4.Prior Actions
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00107129 2
RESOLUTION NO. 2022-
A RESOLUTION OF THE CITY COUNCIL OF THE CHARTERED CITY OF VISTA, CALIFORNIA, AGREEMENT WITH WEST COAST ARBORISTS, INC.
FOR STREET TREE MAINTENANCE SERVICES
The City Council of the City of Vista does resolve as follows:
1.Findings. The City Council hereby finds and declares the following:
A.The City of Vista is authorized under Vista Municipal Code Section 3.08.06C to award a contract for services under a cooperative purchasing agreement.
B.The City of Murietta has engaged in a competitive bidding process for street tree maintenance services.
C.West Coast Arborists has agreed to provide services at the competitively bid prices required by the cooperative purchasing process.
D.The City and West Coast Arborists, Inc. desire to enter into a contract for street tree maintenance services.
2.Action.
A.The Agreement between the City of Vista and West Coast Arborists, Inc. for street tree maintenance services is approved, and the Mayor is authorized to sign the Agreement on behalf of the City.
B.The City Manager is authorized to execute all amendments extending the term of the Contract and annual Consumer Price Index increases as authorized by the Contract.
3.Adoption. PASSED AND ADOPTED at a meeting of the City Council of the City of Vista held on May 10, 2022, by the following vote:
AYES:
NOES:
ABSTAIN:
APPROVED AS TO FORM:
DAROLD PIEPER, CITY ATTORNEY
By:
APPROVED
Darold Pieper
20220426104713
JUDY RITTER, MAYOR
ATTEST:
KATHY VALDEZ, CITY CLERK
By:
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EXHIBIT 1
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EXHIBIT 2
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City of Vista 4 Year Trim Cycle – Right of Ways (ROWs)
13,038 trees
ROWS Zone 1
2,915 trees
ROWS Zone 2
3,519 trees
ROWS Zone 3
3,190 trees
ROWS Zone 4
3,414 trees
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ROW ZONE 1
West Vista
2,915 trees
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ROW ZONE 2
North East
3,519 trees
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ROW ZONE 3
Central East
3,190 trees
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ROW ZONE 4
Below 78 FWY
3,414 trees
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City of Vista 8 Year Trim Cycle – Parks
6,790 Trees
Park Zone 1
937 trees
Park Zone 3
780 trees
Park Zone 8
924 trees
Park Zone 7
718 trees
Park Zone 4
796 trees
Park Zone 5
714 trees
Park Zone 2
886 trees
Park Zone 6
1,035 trees
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Parks Zone 1
937 Trees
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Parks Zone 2
886 Trees
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Parks Zone 3
780 Trees
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Parks Zone 8
722 Trees
Parks Zone 7
512 Trees
Parks Zone 4
796 Trees
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Parks Zone 5
714 Trees
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Parks Zone 6
1,035 Trees
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Parks Zone 7
718 Trees
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Parks Zone 8
924 Trees
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PRIOR ACTION: On June 14, 2016, adopted City Council Resolution No. 2016-84, approving the First Amendment to the Agreement with West Coast Arborists, Inc., for street tree maintenance services (Vote: 5-0).
On December 9, 2014, adopted City Council Resolution No. 2014-169, approving an agreement with West Coast Arborists, Inc. for street tree maintenance services (Vote: 5- 0).
On April 8, 2014, adopted City Council Resolution No. 2014-49, approving a Third Amendment to the Agreement with West Coast Arborists, Inc., for street tree trimming services (Vote: 5-0).
On November 8, 2011, adopted City Council Resolution No. 2011-167, approving the Agreement with West Coast Arborists, Inc., for street tree trimming services (Vote: 4-1, Lopez opposed).
On October 28, 2008, adopted City Council Resolution No. 2008-213, approving the Agreement with West Coast Arborists, Inc., for street tree trimming services (Vote: 5-0).
On January 8, 2008, adopted City Council Ordinance No. 2008-02, enacting Chapter 19.20 of the Vista Municipal Code Regarding Street Trees, Shrubs and Plants (Vote: 5-0).
On December 11, 2007, introduced City Council Ordinance No. 2008-02, enacting Chapter
19.20 of the Vista Municipal Code Regarding Street Trees, Shrubs and Plants, and adopted City Council Resolution No. 2007-234, approving the City of Vista Street Tree Master Plan (Vote: 5-0).
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EXHIBIT 4