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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: NOVEMBER 17, 2020 TITLE: AWARD A CONTRACT TO WEST COAST ARBORIST, INC., FOR TREE MAINTENANCE SERVICES FOR AN EIGHTEEN MONTH TERM IN THE AMOUNT OF $3,028,650 WITH SIX ONE YEAR EXTENSIONS IN AN ANNUAL AMOUNT OF $2,019,100 FOR A TOTAL AMOUNT NOT TO EXCEED $15,143,250, FOR UP TO A SEVEN -AND -A- HALF -YEAR TERM (GENERAL FUND) /s/ Kristine Ridge CITY MANAGER CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1s' Reading ❑ Ordinance on 2i1 Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO FILE NUMBER RECOMMENDED ACTION Authorize the City Manager to execute an agreement with West Coast Arborist, Inc. for tree maintenance services for an initial 18-month term beginning July 1, 2021, and expiring December 31, 2022, in an amount of $3,028,650, with provisions for six one-year extensions in an annual amount of $2,019,100, exercisable by the City Manager, for a total amount not to exceed $15,143,250 for the seven -and -a -half -year maximum term, subject to non -substantive changes approved by the City Manager and City Attorney. DISCUSSION The Public Works Agency 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 the past 25 years in partnership with City staff. West Coast Arborist, Inc. (WCA) is the current provider and has proven to reliably service the community's urban forest needs by pruning approximately 15,000 trees a year. WCA has 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. Additionally, WCA provides arborist consulting services and routinely participates in City events by providing free trees and education to the public. The contract with WCA was approved in 2015 and expires on June 30, 2021. Santa Ana Municipal Code (SAMC) Section 2-807.d for Non -Bid Purchases allows contracts to be exempted from competitive bidding through an open market purchase when vendors have been awarded a similar type of purchase contract by another public agency after going through a competitive bidding process. The City of Rancho Cucamonga, California, utilized a competitive 25E-1