The URL can be used to link to this page

Home My WebLink About25A - AGMT - TREE MAINT SRVSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: OCTOBER 2, 2018 TITLE: APPROVE AGREEMENT AMENDMENT WITH WEST COAST ARBORIST, INC. FOR TREE MAINTENANCE SERVICES {STRATEGIC PLAN NO. 6, 161 W6"r AEG 1 RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1s' Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the Council to execute an amendment to the agreement (A-2015-126) with West Coast Arborists, Inc. to provide tree maintenance services for the City by: increasing the annual agreement amount by $248,251.60, which includes $140,000 for the Parks, Recreation and Community Services Agency and a 10 -percent contingency ($108,251.60) of the original agreement amount for the Public Works Agency for the second year of the first, two-year renewal option period of July 1, 2017 through June 30, 2019, for a total annual cost of $1,330,767.60, and increasing the annual agreement amount by $108,251.60 for the Public Works Agency, which is a 10-pecent contingency of the original agreement amount, for the second, two-year renewal option period of July 1, 2019 through June 30, 2021, for a total annual cost of $1,190,767.60, subject to non -substantive changes approved by the City Manager and City Attorney. DISCUSSION On July 7, 2015, the City of Santa Ana awarded a two-year agreement to West Coast Arborists, Inc. for tree maintenance services in the City. The agreement included scheduled tree trimming of street trees as well as on-call tree maintenance services at city parks and the civic center campus for an annual amount of $1,082,516. The agreement included two, two-year renewal options, in which the City is in its second year of the first renewal period. The allocation identified in the agreement for Parks, Recreation and Community Services Agency (PRCSA) and the Civic Center is $50,000 and $10,000, respectively. On October 23, 2017, the PRCSA made a presentation to the Youth, Education and Community Services Council Committee indicating $500,000 is needed to trim all the park trees on a 4 -year 25A-1 Agreement Amendment with West Coast Arborists, Inc. October 2, 2018 Page 2 cycle. Due to budget constraints only an annual amount of $50,000 was allocated for tree trimming and removal at city parks. The PRCSA in collaboration with the Risk Management Division of the Human Resources Department have identified approximately 70 dead trees and 23 stumps at Centennial park that pose a potential liability risk to the City. Direction by the Interim Executive Director of PRCSA has been given to remove these trees at a cost of approximately $37,000. PRCSA is currently performing a tree survey at Santiago Park that will indicate the number of dead/diseased trees that need removal. In doing so, the $50,000 allocation for on-call tree maintenance services at city parks will be depleted. The Public Works Agency (PWA) collaboratively worked with PRCSA in this effort by assisting with the use of $20,000 from PWA's contract allocation for street tree services, which instead will be used for emergency tree removals at the Santa Ana Zoo, provided that the agreement authority allocation is replaced before the end of the year. Therefore, PRCSA is requesting $130,000 to be added to the agreement to provide a $110,000 allocation for as - needed services at City parks for the remainder of the year and to replenish the $20,000 amount used for the Zoo from the PWA's agreement allocation. PRCSA is also requesting an increase of $10,000 in agreement authority for tree maintenance services in the Civic Center, for a total increase of $140,000. $50,000 of the $140,000 increase for PRCSA will be provided through reallocating funds remaining from PRCSA's remaining balance of Addressing Maintenance Enhancing Services Program funds to address tree liability assessment and improvements. It is important to note that in order to identify the additional $25,000 in PRCSA-Park Maintenance and $20,000 in PRCSA- Zoo needed to increase the agreement authority, the agency will have to delay other maintenance and repair issues. Working together, PWA and PRCSA determined that a contract contingency of 10 -percent in the amount of $108,251.60 was necessary to allow adequate funding for unforeseen circumstances such as emergency removals, wind and rainstorm service efforts, and to address some of the challenges faced due to California's record drought during the past six years. STRATEGIC PLAN ALIGNMENT Approval of this item allows the City to meet Goal #6 - Community Facilities & Infrastructure, Objective #1 (Establish and maintain a Community Investment Plan for all City assets), Strategy B (Equitably maintain existing streets and associated assets in a state of good repair so they are clean, safe and aesthetically pleasing for all users). FISCAL IMPACT Funds in the amount of $248,251.60 are budgeted and available for expenditure in FY 2018-19 in the accounts listed below. Funds will be budgeted in successive years, as depicted, if optional extension is exercised. 25A-2 Agreement Amendment with West Coast Arborists, Inc. October 2, 2018 Page 3 Account FY 2018-19 FY 2019-20 FY 2020-21 PRCSA-Zoo (no. 01113220-62300) $20,000 PRCSA-Park Maintenance (no. 01113250-62320) $25,000 PRCSA-Civic Center Maint. (no. 07413250-62320) $10,000 PRCSA-Addressing Maint. Enhancing Services. no 05013018-62320) $50,000 HR -Liability Property Ins.(no. 08009051-62300) $35,000 PWA -Sanitation Services (no. 01117643-62300) $108,251.60 $108,251.60 $108,251.60 TOTALS $248,251.60 $108,251.60 $108,251.60 I ;77 FUNDS AND ACCOUNTS: Sergio Vidal wx6-wD Mf ((-TP) Acting Executive Director -p— '�l `t`'�,) nity Pervices Finance and Managemghti Services Agency N Fuad Sweiss, PE, PLS Executivfi Director Public rks Agency Exhibit: 1. Agreement Amendment Steven Human Resources Department 25A-3 25A-4 FIRST AMENDMENT TO AGREEMENT WITH WEST COAST ARBORISTS THIS FIRST AMENDMENT to the above -referenced agreement is entered into on October 2, 2018, by and between West Coast Arborists, a California corporation ("Consultant'), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. The parties entered into an Agreement No. A-2015-126 dated July 8, 2015 to provide tree - trimming and maintenance services ("Agreement'). B. On July 7, 2015, the City Council approved Agreement A-2015-126 for a term starting July 8, 2015 to June 30, 2017 with two, two year options for renewal. The Agreement only specified one two year renewal which was an error. The parties wish to amend the Agreement to specify that the term contain two, two-year options for renewal as previously approved by the City Council, C. The parties also wish to amend the Agreement to increase the compensation paid to Consultant to continue trim trimming services for the remainder of the Agreement term, Funds allocated for the Agreement were used for the unplanned removal of dead trees at City parks and additional funds are necessary to pay for the ongoing maintenance and trimming of City trees. In addition, the City requires additional tree maintenance services on a moving forward basis. The Parties therefore agree: 1, Section 2a, COMPENSATION, is revised to approve the following: A. Compensation for Term October 2, 2018 to June 30,2019: Increase the annual not to exceed amount of $1,082,516.00 by $248,251.60 for a revised not to exceed annual amount of $1,330,767.60.00. Specifically as to the $248,251.60 increase, $130,000 will be used for on-going maintenance and tree -trimming services for the Parks, Recreation, and Community Services Agency ("PRCSA"), $10,000 for tree maintenance in the Civic Center area, and $108,251.60 (a 10% contingency) for unforeseen circumstances will may arise and require tree maintenance, tree -trimming, tree removal, or like services, B. Compensation for Optional Second Two -Year Renewal July 1 2019 to June 3 2021: Increase the annual not to exceed amount of $1,082,516.00 by $108,251,60 for tree trimming and maintenance costs for the Public Works Agency, which constitutes a 10% contingency amount of the original agreement cost. The new not to exceed amount is $1,190,767.60. 2. Except as modified by this First Amendment, all terms and conditions of the Agreement shall remain in fall force and effect. Page 1 of 2 25A-5 IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement on the date and year first written above. ATTEST MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM SONIA R. CARVALHO City Attorney By: gaUkOj k . �YLL. LAURA A. ROSSINI Senior Assistant City Attorney RECOMMENDED FOR APPROVAL RALPH J. NUNEZ Interim Executive Director, Parks, Recreation and Community Services Agency CITY OF SANTA ANA RAUL GODINEZ II City Manager CONSULTANT Name: Title: [First Amendment -Agreement with West Coast Arborists] Page 2 of 2 25A-6