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Home My WebLink About25B - AGMT - TREE MAINT SRVSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: JUNE 20, 2011 TITLE: EXTENSION TO AGREEMENT WITH WEST COAST ARBORISTS FOR TREE MAINTENANCE SERVICES CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ? As Recommended ? As Amended ? Ordinance on 151 Reading ? Ordinance on 2nd Reading ? Implementing Resolution ? Set Public Hearing For CONTINUED TO FILE NUMBER Approve a one-year extension to the agreement with West Coast Arborists, Inc. for street tree maintenance services in an amount not to exceed $865,350 for FY 2011-2012. DISCUSSION The Public Works Agency is responsible for the maintenance of approximately 65,000 street trees and 3,000 median trees. Maintenance staff schedules the pruning of the City's trees based on International Society of Arborists standards. The work performed is a component of the City's tree management program and is planned based upon the tree species pruning cycle. Since 1997, the City has utilized the services of West Coast Arborist (WCA) to provide tree maintenance services. The City and the contractor have had an excellent public/private partnership over the term of the contract working 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. In June 2004, the City Council approved a five-year extension with West Coast Arborists, Inc. to provide general maintenance services for the City's urban forest. This extension included a provision for five additional one-year extensions. The existing agreement includes annual CPI increases for costs each year. The scope of services includes trimming, planting, and removal, stump grinding and emergency callouts. WCA recognizes that municipalities remain challenged by substantial reductions in revenue and increased operating costs and therefore have agreed to perform tree maintenance services under the same conditions with no increase in price, for Fiscal Year 2011-2012. For FY 2011-2012, services will be provided to programs in the Public Works, Community Development, and the Parks, Recreation and Community Services Agencies for a total not-to- exceed amount of $865,350. West Coast Arborists, Inc. has successfully provided the services specified in the agreement and staff recommends approval of the second one-year renewal. 25B-1 Agreement Extension for Tree Maintenance Services June 20, 2011 Page 2 ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT Funds for this agreement are available in the following activities: Street Trees (accounting unit 06817643-62321), Water Production and Supply (accounting unit 06017640-62320), Median Maintenance (accounting unit 02917635-62320), Depot Operations (accounting unit 06717650- 62320), Parks Maintenance (accounting unit 01113250-62320), Civic Center Maintenance (accounting unit 07413250-62320), Stadium Maintenance (accounting unit 01113210-62320), and Downtown Maintenance (accounting unit 40718842-62300). APPROVED AS TO FUNDS AND ACCOUNTS: 7 Raul Godinez II Executive Directo Public Works Agency Gerardo Mouet Executive Director Parks, Recreation Community Services Agency Nancy Ed rds Interim Ex utive Director Community Development Agency RG/DM Exhibit 1: Agreement Extension Francisco Gutierrez Executive Director Finance & Management Services Agency 25B-2 FOURTH AMENDMENT TO AGREEMENT FOR TREE MAINTENANCE SERVICES THIS AMENDMENT, made and entered into this 20`x' day of June, 2011 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. By Amendments dated July 7, 2008, June 1, 2009 and June 21, 2010, the Parties agreed to adjust the unit pricing for tree trimming. 3. The parties hereto desire to amend said Agreement, adjusting the unit prices, extending the term for an additional one-year period and allocating funds to pay for services during the extended term. 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 1, TERM, shall be amended to reflect City's exercise of its option to extend the term for an additional one-year period, through June 30, 2012. The City retains the option to extend the term of said Agreement for up to two additional one-year periods. B. Section 4.A., COMPENSATION AND PAYMENT TO CONTRACTOR, shall be amended to increase total compensation by Eight Hundred Sixty Five Thousand, Three Hundred Fifty Dollars ($865,350) to pay for the services rendered in conformance with standards set forth in the Contract Documents during the period commencing July 1, 2011, through June 30, 2012. Payment shall be made in accordance with the Schedule of Compensation attached as Exhibit B-1 hereto. C. Except as herein amended, all terms and conditions of said Agreement shall remain in full force and effect. 25B-3 IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM JOSEPH STRAKA Interim City Attorney By: Laura Sheedy Assistant City Attorney CITY OF SANTA ANA PAUL M. WALTERS Acting City Manager WEST COAST ARBORISTS, INC. RECOMMENDED FOR APPROVAL: RAUL GODINEZ, II Executive Director - Public Works Agency PATRICK MAHONEY President 25B-4 EXHIBIT B-1 SCHEDULE OF COMPENSATION Fiscal Year 2011-2012 ITEM DESCRIPTION UNIT PRICE 1 Tree Pruning Each $ 47.00 2 Service Request Pruning Each $ 55.90 3 Palm Pruning Each $ 24.00 4 Tree and Stump Removal Inch $ 18.70 5 Tree Only Removal Inch $ 13.00 6 Stump Only Removal Inch $ 5.90 7 Tree Planting 24"Box with RB Each $229.70 8 Arterial- Tree Planting 24" Box with RB Each $280.00 9 Infill- Tree Planting 24" Box with RB Each $280.00 10 Priority - Tree Planting 24"Box with RB Each $280.00 11 Tree Planting 36" Box with RB Each $954.70 12 Tree Well Installation Each $272.70 13 Root Pruning L.F. $ 8.60 14 Crew Rental - 3 man crew Hour $136.35 15 Emergency Crew Rental Hour $287.10 16 Watering Day $373.40 25B-5 25B-6