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Home My WebLink About25A - WEST COAST ARBORIST TREE MAINTENANCEREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: DECEMBER 3, 2019 TITLE APPROVE AN AGREEMENT AMENDMENT WITH WEST COAST ARBORIST, INC. FOR TREE MAINTENANCE SERVICES FOR CITY PARKS THAT WILL INCREASE THE ANNUAL AGREEMENT AMOUNT BY $250,000 PER YEAR FOR THE CURRENT RENEWAL PERIOD ENDING ON JUNE 30, 2021 FOR A TOTAL ANNUAL AGREEMENT AMOUNT OF $1,540,767.60 WITH THE ADDITIONAL AMOUNT TO BE FUNDED BY THE GENERAL FUND AND CIVIC CENTER FUND {STRATEGIC PLAN NO. 6, 1B} /s/Kristine Ridge CITY MANAGER CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 111 Reading ❑ Ordinance on 2otl Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO FILE NUMBER RECOMMENDED ACTION Authorize the City Manager to execute an agreement amendment with West Coast Arborist, Inc. for tree maintenance services for city parks to increase the annual agreement amount by $250,000 per year for the current renewal period ending on June 30, 2021. The new total annual agreement amount will be $1,540,767.60 with the additional amount to be funded by the General Fund and Civic Center Fund, subject to non -substantive changes approved by the City Manager and City Attorney. DISCUSSION For the 2019-2020 fiscal year, the City Council adopted a budget that appropriated additional funds for park maintenance. The Parks, Recreation, and Community Services Agency (PRCSA) is allocating some of the additional money towards tree maintenance and therefore an amendment is required to increase the contract authority with West Coast Arborist. The PRCSA is proposing to amend the agreement (Exhibit 1) to increase the annual amount by $250,000 used to provide additional tree maintenance services at City Parks. On July 7, 2015, the City Council authorized the award of 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 currently in its first year of the second renewal period. 25A-1 Agreement Amendment with West Coast Arborists, Inc. December 3, 2019 Page 2 On October 2, 2018, the City Council authorized an amendment to the agreement increasing the annual amount by $248,251.60. The increase included a one-time adjustment of $140,000 for the (PRCSA) and an annual adjustment of a 10 percent contingency ($108,251.60) for the Public Works Agency (PWA). 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. On February 19, 2019, the City Council authorized an amendment to the agreement increasing the annual amount by $348,535. The increase included a one-time adjustment of $248,535 for the PRCSA and an annual adjustment of $100,000 for the PWA. The amendment enabled PRCSA to remove dead trees and stumps at Birch, Centennial, Fisher, Sandpointe, Santiago, Windsor and Memorial parks and the Santa Ana Zoo. Additionally, the City of Santa Ana settled a lawsuit where the City agreed to remove 82 trees along the North Paseo in the Sandpointe Neighborhood. Lastly, the PWA had an increase 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 available in the following accounts for the current fiscal year and will be budgeted and made available for the following fiscal year: Fiscal Accounting Fund Accounting Unit Amount Year Unit -Account # Description Account Description 01113250- PRCSA-Park Facilities, FY 19-20 General Fund Maintenance & Repair, Bldg. & $200,000 62320 Grounds FY 19-20 01113220- General Fund PRCSA-Zoo, $30,000 62300 Contractual Services -Professional 07413250- Civic Center Maintenance, FY 19-20 62320 Civic Center Maintenance & Repair, Bldg. & $20,000 Grounds FY 19-20 Total $250,000 01113250- PRCSA-Park Facilities, FY 20-21 62320 General Fund Maintenance & Repair, Bldg. & $200,000 Grounds FY 20-21 01113220- General Fund PRCSA-Zoo, $30,000 62300 Contractual Services -Professional 07413250- Civic Center Maintenance, FY 20-21 Civic Center Maintenance & Repair, Bldg. & $20,000 62320 Grounds FY 20-21 Total $250,000 25A-2 Agreement Amendment with West Coast Arborists, Inc. December 3, 2019 Page 3 Lisa Rudloff Executive Director Parks, Recreation and Community Services Agency Exhibit: 1. Agreement Amendment APPROVED AS TO FUNDS AND ACCOUNTS: Kathryn Downs, CPA Executive Director Finance and Management Services Agency 25A-3 THIRD AMENDMENT TO AGREEMENT WITH WEST COAST ARBORISTS THIS THIRD AMENDMENT to the above -referenced Agreement is entered into on December 3, 2019, 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. N-2015-126 dated July 8, 2015 to provide tree - trimming and maintenance services ("Agreement'). The Agreement was for a two-year term 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 June 6, 2017, the City exercised the first optional extension of the term of the Agreement from July 1, 2017 to June 30, 2019. C. 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. D. On February 19, 2019, The City exercised the second optional extension of the term of the Agreement from July 1, 2019 to June 30, 2021. E. The parties would like to amend the Agreement for a third time to increase the compensation by $250,000 annually in an effort to provide additional tree trimming services for City trees. The annual not to exceed amount would be $1,540,767.60. The Parties therefore agree: 1. Section 2a, COMPENSATION, is revised to approve the following: A. Compensation for Optional Second Two -Year Renewal July 1, 2019 to June 3, 2021: Increase the annual not to exceed amount of $1,290,767.60 by $250,000. The new total annual not to exceed amount for the optional second extension will be $1,540,767.60. 2. Except as modified by this Third Amendment, all terms and conditions of the Agreement shall remain in full force and effect. Page 1 of 2 25A-4 IN WITNESS WHEREOF, the parties hereto have executed this Third Amendment to the Agreement on the date and year first written above. ATTEST DAISY GOMEZ. CMC Clerk of the Council APPROVED AS TO FORM SONIA R. CARVALHO City Attorney By: &MF/ 1a, 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 KRISTINE RIDGE City Manager CONSULTANT Nate: Patrick M Title: President Page 2 of 2 25A-5