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Home My WebLink About25A - AGMT - TREE MAINTENANCE SERVICES REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: CLERK OF COUNCIL USE ONLY: AUGUST 1, 2011 TITLE: APPROVED ? As Recommended AMENDMENT TO AGREEMENT WITH ? As Amended WEST COAST ARBORISTS FOR TREE El Ordinance on Reading El Ordinance on 2n "d Reading MAINTENANCE SERVICES ? Implementing Resolution ? Set Public Hearing For i CONTINUED TO FILE NUMBER CITY MANAGER RECOMMENDED ACTION Authorize the Clerk of the Council and the City Manager to execute the attached amendment (Exhibit 1) for tree maintenance services with West Coast Arborists, Inc. in the amount not to exceed $760,622 for fiscal year 2011-2012. DISCUSSION The Public Works Agency (PWA) is responsible for the maintenance of approximately 65,000 street trees and 3,000 median trees. 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 Arborists, Inc. (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 PWA Tree Section has been reviewing the City's pruning standards. During the review it was noted that the industry standard for pruning has changed. Some cities are reducing their foliage removal to 15 percent of the tree canopy. This is approximately a 25 percent reduction in pruning costs, and the City has implemented a pilot program that reflects a reduced pruning level. Last month, the Council directed staff to explore reduced pricing to coincide with the reduced pruning standards. WCA recognizes that municipalities remain challenged by substantial reductions in revenue and increased operating costs and, based on Council's request, have agreed to add a price for lighter tree pruning. A survey was conducted of other Orange County cities for pruning costs including other comparable urban-forest-sized cities. The pruning pricing ranged from $46.50 up to $136.00 per tree (Exhibit 2); Santa Ana's price is $47.00 per tree. WCA has agreed to reduce the price by 30 percent for a light pruning. The light pruning price will be $33.00, which will be the lowest of all cities surveyed. Some trees may require a heavier trim and will continue to be charged at the current rate of $47.00. No other changes to the current agreement are proposed. 25A-1 Amendment to Agreement with West Coast Arborists for Tree Maintenance Services August 1, 2011 Page 2 This amendment will result in a savings of approximately $161,000 in pruning costs during the 2011- 2012 fiscal year. Other costs included in the program are for planting, tree removal, stump grinding, and emergency callouts. For this fiscal year, 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 $760,622. On June 21, 2004, the City Council approved the current 5-year agreement with WCA to provide general maintenance services for the city's urban forest, with an option for five one-year extensions, through fiscal year 2013-2014. This is the third one-year extension. West Coast Arborists, Inc. has successfully provided the services specified in the agreement, and staff recommends approval of the amendment. 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), and Stadium Maintenance (accounting unit 01113210-62320). APPROVED AS TO FUNDS AND ACCOUNTS: A:~Mt ~ S~, r. , ~kl . 4-- Raul Go nez II Francisco Gutierrez Executive Director Executive Director Public Works Agency Finance & Management Services Agency Gerardo Mouet Executive Director Parks, Recreation & Community Services Agency RG/DM Exhibits: 1. Amendment 2. Price Comparison for Tree Pruning Services 25A-2 EXHIBIT 1 FOURTH AMENDMENT TO AGREEMENT FOR TREE MAINTENANCE SERVICES THIS AMENDMENT, made and entered into this 18`h day of July, 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 1. 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. Contractor grants to City an additional option to extend the term for up to five consecutive one-year periods, through June 30, 2019. Said option(s) may be exercised in the sole discretion of the City. B. Section 4.A., COMPENSATION AND PAYMENT TO CONTRACTOR, shall be amended to increase total compensation by Seven Hundred Sixty Thousand, Six Hundred Twenty Two Dollars ($760, 622) 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. 25A-3 EXHIBIT 1 IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: CITY OF SANTA ANA MARIA D. HUIZAR PAUL M. WALTERS Clerk of the Council Acting City Manager APPROVED AS TO FORM JOSEPH STRAKA Interim City Attorney By: Laura Sheedy Assistant City Attorney WEST COAST ARBORISTS, INC. RECOMMENDED FOR APPROVAL: PATRICK MAHONEY RAUL GODINEZ, II President Executive Director - Public Works Agency 25A-4 EXHIBIT B-1 SCHEDULE OF COMPENSATION Fiscal Year 2011-2012 ITEM DESCRIPTION UNIT PRICE 1 Light Pruning Each $ 33.00 2 Tree Pruning Each $ 47.00 3 Service Request Pruning Each $ 55.90 4 Palm Pruning Each $ 24.00 5 Tree and Stump Removal Inch $ 18.70 6 Tree Only Removal Inch $ 13.00 7 Stump Only Removal Inch $ 5.90 8 Tree Planting 24" Box with RB Each $229.70 9 Arterial- Tree Planting 24" Box with RB Each $280.00 10 Infill- Tree Planting 24" Box with RB Each $280.00 11 Priority - Tree Planting 24" Box with RB Each $280.00 12 Tree Planting 36" Box with RB Each $954.70 13 Tree Well Installation Each $272.70 14 Root Pruning L.F. $ 8.60 15 Crew Rental - 3-man crew Hour $136.35 16 Emergency Crew Rental Hour $287.10 17 Watering Day $373.40 25A-5 25A-6 Exhibit 2 Price Comparison for Tree Pruning Services TREE PRUNING Pruning Type CITY PRICE Species Grid Current price for Species Pruning Santa Ana $ 47.00 x Local Cities Anaheim $ 58.00 x Costa Mesa $ 46.60 x County of Orange $ 135.00 x Fullerton $ 48.00 x Garden Grove $ 52.00 x Huntington Beach $ 95.00 x Mission Viejo $ 90.00 x Yorba Linda $ 46.50 x Cities visited by City staff in 2011 Claremont $ 49.00 x La Verne $ 90.00 x San Dimas $ 58.00 x Cities with comparable urban forests to Santa Ana Long Beach $ 55.00 x Whittier $ 90.00 x Note: The tree pruning prices are for a typical industry standard pruning As of May 2011 25A-7 25A-8