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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />JUNE 21, 2004 <br />TITLE: <br />AGREEMENT EXTENSION FOR <br />STREET TREE MAINTENANCE <br />SERVICES <br />�duarion l,r <br />CLERK OF COUNCIL USE ONLY: <br />APPROVED <br />LPs Recommended JUN 2 1 2004 <br />F1 As Amended <br />❑ Ordinance on I" Reading <br />❑ Ordinance on 2n° Reading <br />❑ Implementing Resolution <br />❑ Set Public Hearing For <br />CONTINUED TO <br />j ft� FILE NUMBER A- 2004 -116 <br />CITY MANAGER <br />RECOMMENDED ACTION] <br />Approve an agreement extension for five years plus an additional five - <br />year renewal option, with no additional increases in costs over the 10 <br />year period, with West Coast Arborists, Inc. for street tree maintenance <br />services in an amount not to exceed $865,350 for FY 2004/2005. <br />DISCUSSION <br />In October 1997, the City Council approved a five -year agreement with <br />West Coast Arborists, Inc. to provide general maintenance services for <br />the City's urban forest. This agreement included a provision for four <br />one -year extensions. The City still has two years of renewals remaining <br />under this agreement. The existing agreement includes annual CPI <br />increases for costs each year. The scope of services includes trimming, <br />planting, removal, stump grinding and emergency callouts. The annual <br />contract amount is determined based on the City's anticipated needs for <br />the fiscal year. <br />The City and the contractor have had an excellent public /private <br />partnership over the term of the contract working together with <br />neighborhoods and the community on tree care issues. In order to provide <br />stability and guarantee ongoing quality tree care and customer service, <br />and to offset recent budget challenges, the contractor is willing to <br />extend the contract for a total of 10 years with no increase in costs for <br />services during that period. This stabilization of rates will result in <br />savings to the City exceeding $200,000 over the term of the agreement. <br />In addition, the contactor is offering to provide an online tree <br />inventory software program, at no cost. This program is designed to <br />assist with managing the inventory critical to minimizing liability <br />issues and ensuring a well- maintained urban forest. <br />25A -1 <br />