ACTION:
____________________________
Clerk/Secretary
Department: Public Works Department Item No: C1
Prepared by:
Leslie Webb-Blanco, Administrative Programs
Manager Meeting Date: March 12, 2024
Approved by:
Kuna Muthusamy, Director
John Conley, City Manager Agenda Location: Consent Calendar SUBJECT: FIRST AMENDMENT TO THE AGREEMENT WITH WEST COAST ARBORISTS, INC. FOR
STREET TREE MAINTENANCE SERVICES
RECOMMENDATION: Adopt City Council Resolution No. 2024- , approving the first amendment to the agreement with West Coast Arborists, Inc. for street tree maintenance.
CORRELATION TO CITY COUNCIL GOALS: Public Safety, A Cleaner Vista, and Climate and Environmental Responsibility.
PRIOR ACTION: On December 12, 2023, City Council Resolution No. 2023-218, amending the Operating Budget for Fiscal Years 2023/24 and 2024/25, and amending the Capital Projects Budget for Fiscal Years 2022/23 and 2023/24. (Vote: 5-0)
Adopted City Council Resolution No. 2022- 67, approving the Agreement with West Coast Arborists, inc. for street tree maintenance (Vote 4-0).
STATEMENT ON THE SUBJECT: Since 2005, West Coast Arborists (WCA) have been providing street tree maintenance services for the City, and staff has been satisfied with the quality of work. 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 4), and dead and declining trees are removed. The current agreement with WCA is valid for 24 months from the effective date of July 1, 2022, through June 30, 2024, with three available 12-month extension options. The current agreement has an annual ceiling of $416,000, with a total of $2,080,000 over five years.
Staff recommends amending the contract to extend the term through June 30, 2025, and amend the contract ceiling to a new cumulative ceiling of $3,200,000 to enhance our ability to maintain a healthy growing urban forest. The adjustment will allow for greater flexibility in addressing emergency tree services promptly without interruption to ongoing maintenance cycles. It will also ensure timely response to issues and special projects as they are identified, and as funding is allocated.
FISCAL IMPACT: Sufficient funding is budgeted in Fiscal Year 2023/24 and 2024/25 Operating Budget in the following accounts:
AGENDA
REPORT
CITY COUNCIL
COMMUNITY DEVELOPMENT COMMISSION
SUCCESSOR AGENCY
BUENA SANITATION DISTRICT
JOINT POWERS FINANCING AUTHORITY
Approved above recommendation, adopted City Council Resolution No. 2024-28. Vote: 4-0 (O'Donnell absent)
MEETING DATE: MARCH 12, 2024 PAGE 2
SUBJECT: FIRST AMENDMENT TO THE AGREEMENT WITH WEST COAST ARBORISTS, INC. FOR
STREET TREE MAINTENANCE SERVICES
Account Name Account Number Amount
Park Maintenance Service Contract 0010525.521040.00085 $ 42,150 Parkways and Medians Service Contract 0010530.521040.00085 $ 7,590 S. Melrose 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 BSD Maintenance Service Contract 5040480.521040.00085 $ 2,898 1972 LLMD Land & Building Maint. Services 1080440.531700.00085 $362,856 Wave Waterpark Land & Building Maint. Services 5070580.531700 $ 5,000 Fire Maintenance
Parkways & Medians
Land & Building Maint. Services
Special Department Expense
0010252.531700
0010530.531500.YE23
$ 5,153
$250,000
Additional funding would be allocated on a project basis as needed. Funding for subsequent years will be included in the annual budget preparation.
EXHIBITS:
1.City Council Resolution No. 2024- , approving the first amendment to the agreement with West Coast Arborists, Inc. for street tree maintenance services
2.First Amendment to the agreement with West Coast Arborists, Inc.
3.Prior Actions
4.Tree Trimming Grid Schedule Maps
03/12/2024 C1 2 of 19
00029213 7
RESOLUTION NO. 2024-
A RESOLUTION OF THE CITY COUNCIL OF THE CHARTERED CITY OF
VISTA, CALIFORNIA, FIRST AMENDMENT TO THE 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. On July 1, 2022, the City of Vista entered into an agreement with West Coast Arborists, Inc. for street tree maintenance services.
B. The initial term of the agreement was for two years. The City has the option to extend the agreement for an additional three years and in annual increments.
C. At this time, the City wishes to extend the agreement for an additional year.
D. The City also desires to amend the agreement to change the contract ceiling from an annual contract ceiling to a total contract ceiling of $3,200,000 to compensate Contractor for additional services.
2. Action.
A. The First Amendment to the agreement with West Coast Arborists, Inc. for street tree maintenance services, is approved, and the Mayor is authorized to execute the amendment.
3. Adoption. PASSED AND ADOPTED at a meeting of the City Council of the City of Vista held on March 12, 2024, by the following vote:
AYES:
NOES:
ABSTAIN:
APPROVED AS TO FORM:
WALTER CHUNG, CITY ATTORNEY
By:
APPROVED
Walter C. Chung
20240305154328
JOHN B. FRANKLIN, MAYOR
ATTEST:
KATHY VALDEZ, CITY CLERK
By:
03/12/2024 C1 3 of 19
EXHIBIT 1
00098064 4
FIRST AMENDMENT TO THE CONTRACT BETWEEN THE CITY OF VISTA AND WEST COAST ARBORISTS, INC. FOR STREET TREE MAINTENANCE
SERVICES
THIS FIRST AMENDMENT (“First Amendment”) to the Contract between the City of Vista and West Coast Arborists, Inc. , dated May 10, 2022 (“Contract”), is made and entered into as of _______________________ (“First Amendment Date”), by and between the City of Vista, a chartered municipal corporation (“City”), and West Coast Arborists, Inc., a California corporation (“Contractor”).
Recitals: City and Contractor now desire to enter into a First Amendment to the Contract by modifying the terms of the Contract.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows:
1. Section 2.6 is amended to increase the Contract Ceiling to a new total cumulative ceiling of $3,200,000, to compensate Contractor for the additional services.
2. Section 3.2 of the Contract is amended to extend the term through June 30, 2025.
3. All other conditions of the Contract not specifically amended or superseded by the terms herein shall continue in full force and effect.
IN WITNESS WHEREOF, the parties have executed and entered into this First Amendment as of the First Amendment Date.
CITY OF VISTA, a chartered municipal
corporation
By:
JOHN B. FRANKLIN, MAYOR
ATTEST:
KATHY VALDEZ, CITY CLERK
By:
APPROVED AS TO FORM:
WALTER CHUNG, CITY ATTORNEY
By:
RISK MANAGEMENT REVIEW:
DOLORES GASCON, RISK MANAGER
By:
APPROVED
Walter C. Chung
20240305153210
WEST COAST ARBORISTS, INC., a
California corporation
By:
NAME/Title
By:
NAME/Title
03/12/2024 C1 4 of 19
EXHIBIT 2
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).
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).
03/12/2024 C1 5 of 19
EXHIBIT 3
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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EXHIBIT 4
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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