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Home My WebLink About25A - AGMT - TREE MAINTREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: FEBRUARY 19, 2019 TITLE: APPROVE AGREEMENT AMENDMENT WITH WEST COAST ARBORIST, INC. FOR TREE MAINTENANCE SERVICES (STRATEGIC PLAN NO. 6, 1B) CITY MANAGER 1:7x�I�7NIt�iI��I"�7:ITT��C�7�1 CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 151 Reading ❑ Ordinance on 2ntl 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: 1. Increasing the annual agreement amount by $348,535, which includes $248,535 for the Parks, Recreation and Community Services Agency and a $100,000 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 $1,679,302.60, and 2. Increasing the annual agreement amount by $100,000 for the Public Works Agency for the second, two-year renewal option period of July 1, 2019 through June 30, 2021, for a total annual cost of $1,290,767.60, subject to non -substantive changes approved by the City Manager and City Attorney. DISCUSSION On July 7, 2015, the City Council authorized the award 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. On October 2, 2018, the City Council authorized an amendment to the agreement increasing the annual amount by $248,251.60. The increase included $140,000 for the Parks, Recreation and Community Services Agency (PRCSA) and a 10 percent contingency ($108,251.60) of the original agreement amount for the Public Works Agency (PWA) 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. In addition, the increase included $108,251.60 for the PWA, which is a 10 percent 25A-1 Agreement Amendment with West Coast Arborists, Inc. February 19, 2019 Page 2 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. The amendment enabled PRCSA to remove dead trees and stumps at Centennial, Bomo Koral, Santa Anita, Adams, Portola, and Riverview Parks, Santa Ana Zoo, and the Civic Center. In November 2018, an assessment of trees at Birch, Centennial, Fisher, Sandpointe, Santiago, Windsor and Memorial parks and the Santa Ana Zoo was completed. The result of this assessment identified removal of 319 dead and/or diseased trees and stumps at a cost of $203,013. Additionally, the City of Santa Ana recently settled a lawsuit regarding mature trees whose roots purportedly damaged adjacent homes along the North Paseo in the Sandpointe Neighborhood (near MacArthur Blvd. and Birch Street). As part of the lawsuit, the City agreed to remove the 82 trees at a cost of $45,522. An increase of $248,535 is required to address these matters. Lastly, the PWA is requesting an increase of $100,000 to allow adequate funding for unforeseen circumstances such as emergency removals, wind and rainstorm service efforts, and to address plant health care management for insect infestations and mature tree survival. 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 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. Account FY 2018-19 FY 2019-20 FY 2020-21 PRCSA-Park Maintenance (no. 01113250-62320) $248,535 PWA -Special Gas Tax Fund (no. 02917635-62320) $100,000 $100,000 $100,000 TOTALS $348,535 $100,000 $100,000 25A-2 Agreement Amendment with West Coast Arborists, Inc. February 19, 2019 Page 3 Parks, Recreation and Community Services Execut ve Director Public orks Agency Exhibit: 1. Agreement Amendment APPROVED AS TO FUNDS AND ACCOUNTS: �Ri.i„ �iJSw�o Kathryn Downs, CPA M (Fdol() Executive Director -A t(tcASrb, .-.> Finance and Management Services Agency 25A-3 25A-4 SECOND AMENDMENT TO AGREEMENT WITH WEST COAST ARBORISTS THIS SECOND AMENDMENT to the above -referenced agreement is entered into on February 19, 2019, by anal 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 ("Agreemenfl. The Agreement was for a two-year terns ending June 30, 2017, with two, two-year options for renewal with an annual not to exceed amount of $1,082,516.00. The agreement included scheduled tree trimming of street trees, as well as, on-call tree maintenance services at City parks and the Civic Center. B. On October 2, 2018, the parties entered into the First Amendment (A-2018-233) of the Agreement. The First Amendment increased the compensation for the first extension (7/1/17 to 6/30/19) by $248,251.60 for an annual not to exceed amount of $1,330,767.60. This increase included $130,000 for on-going maintenance and tree trimming; $10,000 for tree maintenance in the Civic Center; and $108,251.60 as a contingency for unforeseen circumstances. The First Amendment also increased the compensation for the optional second extension (7/1/19 to 6/30/21) by $108,251.60 for tree -trimming services for the Public Works Department. The total annual not to exceed amount for the second extension was $1,190,767.60. C. The parties would like to amend the Agreement for a second time to increase the compensation by $348,535 for the first extension (7/1/17 to 6/30/19) which includes $248,535 for removal of trees from various City parks including $45,522 for the removal of 82 trees from the North Paseo of the Sandpointe Neighborhood as previously agreed to in the settlement of a lawsuit involving the City; and $100,000 for the Public Works Department for unforeseen circumstances such as emergency removals, wind and rainstorm service efforts and plant health care management. The not to exceed amount for the remaining portion of the first extension will be $1,679,302.60. D. The parties would also like to amend the Agreement for a second time to increase the compensation by $100,000 for the optional second extension (7/1/19 to 6/30/21) for the Public Works Department for unforeseen circumstances such as emergency removals, wind and rainstorm service efforts and plant health care management. The annual not to exceed amount for the second extension will be $1,290,767.60. The Parties therefore agree: 1. Section 20, COMPENSATION, is revised to approve the following: A. Com eu nsation for the First Extension from February 19 2019 to June 30.201x: Increase the annual not to exceed amount of $1,330,767.60 by $348,535.00 for a revised not to exceed amount of $1,679,302.60 for the remainder of the first extension. This amendment Page I of 4 25A-5 includes $248,535 for removal of trees from various City parks including $45,522 for the removal of 82 trees from the North Paseo of the Sandpointe Neighborhood as previously agreed to in the settlement of a lawsuit involving the City. See attached Exhibit D (invoice for removal of various trees in City parks) and Exhibit E (invoice for removal of trees at the North Paseo in the Sandpointe Neighborhood); and $100,000 for the Public Works Department for unforeseen circumstances such as emergency removals, wind and rainstorm service efforts and plant health care management. All Exhibits are incorporated by reference as though set forth completely herein. B. Compensation for Optional Second Two -Year Renewal July 1 2019 to June 3 2021 Increase the annual not to exceed amount of $1,190,767.60 by $100,000 for the Public Works Department for unforeseen circumstances such as emergency removals, wind and rainstorm service efforts and plant health care management. The new total annual not to exceed amount for the optional second extension will be $1,290,767.60. 2. Except as modified by this Second Amendment, all terms and conditions of the Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to the Agreement on the date and year first written above. ATTEST NORMA MITRE Acting Clerk of the Council APPROVED AS TO FORM SONIA R. CARVALHO City Attorney Bv: K. LAURA A. ROSSINI Senior Assistant City Attorney RECOMMENDED FOR APPROVAL LISA RUDLOFF Executive Director, Parks, Recreation and Community Services Agency CITY OF SANTA ANA STEVEN MENDOZA Acting City Manager CONSULTANT Name: Title: Page 2 of 4 25A-6 EXHIBIT b REMOVAL OF TREES FROM VARIOUS CITY PARKS Page 3 of 4 25A-7 a WEST COAST ARSORISTS, INC. 2200 E. Via Burton Street - Anaheim, CA 92800 NACAOr 800,521.3714 Phone - 714.991.7844 E -Fax - WCAINC.COM CUSTOMER INFORMATION Main Contact MIKE LOPEZ CITY OF SANTA ANA - PARKS 220 S. DAISY AVENUE SANTA ANA, CA 92703 (714) 947.997n k mlnnR751@,qAnN-RnR nra Yes Billing Contact OANELL MERCADO CITY OF SANTA ANA - PARKS 220 S. DAISY AVENUE SANTA ANA, CA 92703 (714) 647-3398 - DMERCAD JOB LOCATION - -- --, - -- -- 1-, --111 -1 -- - ,"1 11 ... - .. - -11-1- Birch, Centennial, Fisher, Sandpointo Park, Zoo, Santiago. Windsor and Memorial Parks. SCOPE OF WORK -.1" - " . 11, --'-r': _ - - - I -- -- - - Recommended Tree and Stump Removals trees and V1 Ta 11A, I All work Will he completed in nucurflanur Willi AMI AAUU stlannards. Fricu l payment utprevroling W Mnintl bbom and report of cuptifind piyl to the Dopir-fil of lodastrH Relations as appin CA Contractors License 3B67134 federal Tax 10: 95-2250602 PAN'OrrHompsom ESTIMATED BY ACCEPTED BY onsonom .......................... M -M .. M E"6"" VIW P)M5/P6Nr/AF-a4 MANA-lil TITLE TITLE CA DIN Registration 10000OH56 DATE DATE Proposal Report 25A-8 Page I of I EXHIBIT E REMOVAL OF TREES FOR THE NORTH PASEO OF THE SANDPOINTE NEIGHBORHOOD Page 4 of 4 25A-9 wl� WEST COAST ARHORISTS, INC. 2290 E. Via Burton Street , Anaheim, CA 0280B 800,521.3714 Phone , 714,991.7B44 E•Fex - WCAINC.CUM CUSTOMER INFORMATION ...--- ....N .. «. __, .,. ,wa. _ . _ a ; ... ...--1---11-----1-----1—'--1 - 1-1 Main Contact 81111fla Contact MIKE LOPEZ BANELL MERCADO CITY OF SANTA ANA CITY OF SANTA ANA 220 S, DAISY AVE, 220 5, DAISY AVENUE SANTA ANA, CA 82703 SANTA ANA CO2703 JOB LOCATION Sandpoints Nark Paseo SCOPE OF WORK Tres and Stomp Removal (02 Tress) DRANO TOTAL. S45 572,pD COMMENTS CA Contractors License 306764 Federal Tax 10; 85 5260682 CA DIR Registration 1000090958 RANDY7HOMPSONy1oer m,7,s1D6N7'1ARr*hMANA4UR AT12Y44' ESTIMATED BY TITLE BATE ACCEPTED BY TITLE DATE Proposal Report 25A-10 p. age t of I