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Home My WebLink About25R - AGMT - MAINTENANCEREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: JULY 7, 2008 TITLE: AMENDMENT TO AGREEMENT WITH WEST COAST ARBORIST, INC. /'~' ! /~ CITY NAGER ~2ECOMMENDED ACTION ~~, CLERK OF COUNCIL USE ONLY: APPROVED ^ As Recommended ^ As Amended ^ Ordinance on 1 S` Reading ^ Ordinance on 2"d Reading ^ Implementing Resolution ^ Set Public Hearing For_ CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the Council to execute the attached amendment to the agreement with West Coast Arborist, Inc. increasing the contract in an estimated amount of $70,000 for an amount not to exceed $865,350 in FY2008/2009. DISCUSSION The City is responsible for the maintenance of approximately 65,000 street trees. The Tree Section arranges for the pruning of a predetermined number of these trees annually based on International Society of Arborist standards. The work performed is a component of the City's tree management program and is planned in advance based upon the tree species pruning cycle. Since 1997, the City has utilized the services of West Coast Arborist (WCA) to provide street tree maintenance services. The City and the contractor have had an excellent public/private partnership over the term of the contract working together with neighborhoods and the community on tree care issues. The cooperation of WCA with City staff to implement a sound tree maintenance program was instrumental in the recognition of the City by the National Arbor Day Foundation as a Tree City USA. West Coast Arborist advised staff in a letter that they were requesting modification in their compensation due to the increase in insurance, fuel, cost of living and Workers' Compensation costs. The proposal will increase the tree pruning price from $43.00 a tree to $47.00 a tree and palm tree pruning from $21.50 a tree to $24.00 a tree and other increases in accordance with Exhibit B-1 of the attached amendment. To check the reasonableness of WCAs' schedule of compensation, staff researched bid results and contracts from other municipalities in California. It was found that WCA has contracts with 158 municipalities, including 30 in Southern California and the average prices of the recent 25R-1 Amendment to Agreement With West Coast Arborist, Inc. July 7, 2008 Page 2 contract awards for similar work programs are higher than the schedule of compensation submitted to the City of Santa Ana. The City of Anaheim received a similar request in April 2007 and went out to bid only to have one bid received by WCA at a higher amount than previously proposed. Since West Coast Arborist has performed well during the last ten years and their pricing is competitive, staff recommends that the City approve the amendment to the agreement to change the Schedule of Compensation. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT Funds are available in the following activities: Street Trees (account no. 68-637-6271), Water Production and Supply (account no. 64-574-6291), Median Maintenance (account no. 11-637-6261), Parks Maintenance (account no. 11-250-6291), Civic Center Maintenance (account no. 74-242-6291), Centennial Park (account no. 77-284-6291), Stadium (account no. 11-244- 6291) and Downtown Maintenance (account no. 407-933-6291. APPROVED AS TO FUNDS AND ACCOUNTS: ~ _ '' ,/ GG Jame moss Francisco Gutierrez Exe utive Director Executive Director Pu~lic Works Agency Finance & Management Services Agency 25R-2 AMENDMENT TO AGREEMENT FOR TREE MAINTENANCE SERVICES THIS AMENDMENT, made and entered into this 7th day of July, 2008 by and between WEST COAST ARBORISTS, INC., hereinafter referred to as "CONTRACTOR" 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, hereinafter referred to as "CITY". RECITALS The CITY and CONTRACTOR entered into that certain "Agreement for Tree Maintenance Services A-2004-116" dated June 21, 2004, hereinafter referred to as "said Agreement," setting forth the terms, scope and conditions of the services CONTRACTOR is to provide CITY. 2. The parties hereto desire to amend said Agreement to increase the per unit pricing for tree trimming, and including an annual consumer-price adjustment to the fees charged by Contractor. WHEREFORE, in consideration of the mutual and respective covenants hereinafter set forth, and subject to the terms and conditions hereof, the parties hereto do hereby agree as follows: A. Section 4.A., COMPENSATION AND PAYMENT TO CONTRACTOR, shall be deleted in its entirety and replaced with the following: "CITY shall pay the CONTRACTOR a sum not to exceed Eight Hundred Sixty Five Thousand, Three Hundred Fifty Dollars ($865,350) for the services rendered in conformance with standards set forth in the Contract Documents during the period commencing July 1, 2008, through June 30, 2009. Payment shall be made in accordance with the Schedule of Compensation attached as Exhibit B-1 to this First Amendment to Agreement, and incorporated in said Agreement by this reference. For fiscal year 2009-2010 and each subsequent year, the unit fees set forth in Exhibit B-1 may be increased in an amount representing the increase in the Consumer Proposed Index Los Angeles/Orange/Riverside area as of the preceding December." B. Except as herein amended, all terms and conditions of said Agreement shall remain in full force and effect. 25R-3 IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: Patricia E. Healy Clerk of the Council APPROVED AS TO FORM Joseph W. Fletcher City Attorney By: Laura Sheedy Assistant City Attorney CITY OF SANTA ANA David N. Ream City Manager WEST COAST ARBORISTS, INC. Patrick Mahoney President 25R-4 EXHIBIT B-1 SCHEDULE OF COMPENSATION ITEM DESCRIPTION 1 Tree Trimming 2 Service Request 3 Palm Trimming 4 Tree and Stump Removal 5 Tree Only Removal 6 Stump Only Removal 7 Tree Planting 24"Box with RB 8 Arterial- Tree Planting 24" Box with RB 9 Infill- Tree Planting 24" Box with RB 10 Priority -Tree Planting 24"Box with RB 11 Tree Planting 36" Box with RB 12 Tree Well Installation 13 Root Pruning 14 Crew Rental - 3 man crew 15 Emergency Crew Rental 16 Watering UNIT PRICE Each $47.00 Each $55.90 Each $24.00 Inch $18.70 Inch $13.00 Inch $5.90 Each $229.70 Each $280.00 Each $280.00 Each $280.00 Each $954.70 Each $272.70 L.F. $8.60 Hour $136.35 Hour $287.10 Day $373.40 25R-5 25R-6