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Home My WebLink AboutItem 21 - Amend Agreement for Tree Maintenance Services Public Works Agency www.santa-ana.org/pw Item # 21 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report March 15, 2022 TOPIC: Amend Agreement for Tree Maintenance Services AGENDA TITLE Amend the Agreement with West Coast Arborists, Inc. for Tree Maintenance Services, Increasing the Annual Amount by $145,000 for the Remaining Term of the Agreement (General and Non-General Fund) RECOMMENDED ACTION Authorize the City Manager to execute an amendment to the agreement with West Coast Arborists, Inc., for tree maintenance services, increasing the annual amount by $145,000, for a total amount not to exceed $2,164,100, for the remaining term of the agreement ending on December 31, 2022, with six one-year renewal options exercisable by the City Manager, for a total agreement amount not to exceed $16,230,750, subject to non- substantive changes approved by the City Manager and City Attorney. DISCUSSION The Public Works Agency’s Maintenance Services Division is responsible for the maintenance of approximately 50,000 parkway and street median trees, with the primary goal of preserving the integrity and health of the Santa Ana Urban Forest. Street tree pruning services have been performed by contract for over 25 years, in partnership with City staff. Performing proper and timely tree trimming extends the life cycle of the urban forest by decreasing the likelihood of limb failures, preventing safety hazards to the public and reducing the City’s liability. On November 17, 2020, the City entered into an agreement with West Coast Arborist, Inc., (WCA), the current tree maintenance provider, in the amount of $3,028,650 for the first 18 months and $2,109,100 annually to exercise any of the six one-year renewal options. WCA has served the community's urban forest needs by pruning approximately 15,000 trees a year. They have also implemented an inventory system utilizing Global Positioning System (GPS) technology for all City street trees and prepared an inventory for the City's use. This GPS inventory has led to more efficient tree inspections and pruning, improved accuracy in record-keeping, and timely production of information relevant to service requests and liability claim investigations. On January 18, 2022, during the General Fund First Quarter Budget Update presentation, the City Council authorized a spending plan to improve service levels for the public. As Amend Agreement for Tree Maintenance Services March 15, 2022 Page 2 2 4 9 8 a result, the street tree maintenance services program was allocated an additional $100,000 annually beginning with Fiscal Year 2021-22. These additional funds will be utilized to prune additional trees and provide the flexibility of using WCA staff to assist with emergency response efforts during and after windstorm events. Public Works operations that oversee the maintenance of City-owned trees on off-street properties, such as the Santa Ana Regional Transportation Center and the City Corporate Yard, have expressed an interest in securing these tree services on an as-needed basis in an amount of $45,000 annually. In total, the annual funding increase for tree maintenance services will be $145,000. ENVIRONMENTAL IMPACT There is no environmental impact associated with the action. FISCAL IMPACT The 12-month portion of the current agreement approved for expenditure in Fiscal Year 2021-22 is not to exceed $2,019,100. With approval of this requested amendment, the annual expenditure amount will increase by $145,000 to a total not to exceed $2,164,100. Funding for the amended agreement is budgeted and available in the Fiscal Year 2021- 22 Council-approved budget and will be budgeted in future years in the following accounts: Accounting Unit Account Number Accounting Unit Account Description Fund Description FY 2021-22 (Current) Requested Amendment Amount FY 2021-22 (Proposed) 01117643 62300 Public Works Street Trees General Fund $1,499,100 $100,000 $1,599,100 02917635 62300 Public Works Median Landscaping Special Gas Tax Fund $200,000 -$200,000 01113250 62320 Parks Maintenance General Fund $250,000 -$250,000 07413250 62320 Parks Civic Center General Fund $30,000 -$30,000 01113220 62300 Parks Zoo General Fund $30,000 -$30,000 06717650 62320 Public Works SARTC Operations Enterprise Fund $5,000 $20,000 $25,000 02718133 62300 CDA Downtown Enhancements Enterprise Fund $5,000 -$5,000 Amend Agreement for Tree Maintenance Services March 15, 2022 Page 3 2 4 9 8 Accounting Unit Account Number Accounting Unit Account Description Fund Description FY 2021-22 (Current) Requested Amendment Amount FY 2021-22 (Proposed) 06017640 62300 Water Utility Production & Supply Water -$12,500 $12,500 08517138 62300 City Yard Operations City Yard -$12,500 $12,500 Total $2,019,100 $145,000 $2,164,100 Accounting Unit Account Number Accounting Unit Account Description Fund Description FY 2022-23 FY 2023-24 FY 2024-25 01117643 62300 Public Works Street Trees General Fund $1,599,100 $1,599,100 $1,599,100 02917635 62300 Public Works Median Landscaping Special Gas Tax Fund $200,000 $200,000 $200,000 01113250 62320 Parks Maintenance General Fund $250,000 $250,000 $250,000 07413250 62320 Parks Civic Center General Fund $30,000 $30,000 $30,000 01113220 62300 Parks Zoo General Fund $30,000 $30,000 $30,000 06717650 62320 Public Works SARTC Operations Enterprise Fund $25,000 $25,000 $25,000 02718133 62300 CDA Downtown Enhancements Enterprise Fund $5,000 $5,000 $5,000 06017640 62300 Water Utility Production & Supply Water $12,500 $12,500 $12,500 08517138 62300 City Yard Operations City Yard $12,500 $12,500 $12,500 Total $2,164,100 $2,164,100 $2,164,100 Amend Agreement for Tree Maintenance Services March 15, 2022 Page 4 2 4 9 8 Accounting Unit Account Number Accounting Unit Account Description Fund Description FY 2025-26 FY 2026-27 FY 2027-28 01117643 62300 Public Works Street Trees General Fund $1,599,100 $1,599,100 $1,599,100 02917635 62300 Public Works Median Landscaping Special Gas Tax Fund $200,000 $200,000 $200,000 01113250 62320 Parks Maintenance General Fund $250,000 $250,000 $250,000 07413250 62320 Parks Civic Center General Fund $30,000 $30,000 $30,000 01113220 62300 Parks Zoo General Fund $30,000 $30,000 $30,000 06717650 62320 Public Works SARTC Operations Enterprise Fund $25,000 $25,000 $25,000 02718133 62300 CDA Downtown Enhancements Enterprise Fund $5,000 $5,000 $5,000 06017640 62300 Water Utility Production & Supply Water $12,500 $12,500 $12,500 08517138 62300 City Yard Operations City Yard $12,500 $12,500 $12,500 Total $2,164,100 $2,164,100 $2,164,100 Accounting Unit Account Number Accounting Unit Account Description Fund Description FY 2028-29 (6 Months) 01117643 62300 Public Works Street Trees General Fund $799,550 02917635 62300 Public Works Median Landscaping Special Gas Tax Fund $100,000 01113250 62320 Parks Maintenance General Fund $125,000 07413250 62320 Parks Civic Center General Fund $15,000 01113220 62300 Parks Zoo General Fund $15,000 Amend Agreement for Tree Maintenance Services March 15, 2022 Page 5 2 4 9 8 Accounting Unit Account Number Accounting Unit Account Description Fund Description FY 2028-29 (6 Months) 06717650 62320 Public Works SARTC Operations Enterprise Fund $12,500 02718133 62300 CDA Downtown Enhancements Enterprise Fund $2,500 06017640 62300 Water Utility Production & Supply Water $6,250 08517138 62300 City Yard Operations City Yard $6,250 Total $1,082,050 GRAND TOTAL AMOUNT – NOT TO EXCEED $16,230,750 EXHIBIT(S) 1. Agreement with West Coast Arborists, Inc. Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Kristine Ridge, City Manager Page 1 of 2 FIRST AMENDMENT TO SERVICES AGREEMENT WITH WEST COAST ARBORIST, INC. THIS FIRST AMENDMENT TO AGREEMENT is entered into this 15th day of March 2022, by and between West Coast Arborist, Inc. (“Consultant”), and the City of Santa Ana, a charter city and municipal corporation duly organized and existing under the Constitution and laws of the State of California (“City”). RECITALS A. On November 17, 2020, the City entered into Agreement #A-2020-228 with Consultant to provide tree maintenance services. B.In accordance with the terms and conditions of the Agreement, the parties desire to amend the Agreement to increase the annual compensation for the remainder of the term including any extension periods. THE PARTIES THEREFORE AGREE: 1.Section 2, COMPENSATION, shall be amended to increase compensation as follows: The total amount to be expended under this Agreement shall not exceed $16,230,750 during the term of this agreement, including any extension periods exercised under Section 3. The annual sum shall be increased by $145,000 for a total amount not to exceed $2,164,100 annually. Except as hereinabove modified, the terms and conditions of said Agreement remain unchanged and in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement the date and year first above written. ATTEST: CITY OF SANTA ANA ___________________________ ________________________ Daisy Gomez Kristine Ridge Clerk of the Council City Manager [Signatures continued on the following page] EXHIBIT 1 Page 2 of 2 APPROVED AS TO FORM: Sonia R. Carvalho, City Attorney _____________________________ By: Jose Montoya Assistant City Attorney RECOMMENDED FOR APPROVAL: CONSULTANT __________________________ _______________________________ Nabil Saba, P.E. By: Patrick Mahoney Executive Director of Title: President Public Works Agency