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Home My WebLink About05 WEST COAST ARBOR 06-04-01AGENDA R E "ORT NO. 5 06-04-01 MEETING DATE: TO' FROM' SUBJECT: JUNE 4, 2001 400-10 WILLIAM A. HUSTON, CITY MANAGER PUBLIC WORKS DEPARTMENT/FIELD SERVICES DIVISION EXTENSION OF WEST COAST ARBORISTS, INC. TREE TRIMMING CONTRACT SUMMARY Staff recommends that the City Council approve a five-year extension of the tree trimming contract with West Coast Arborists, Inc. The proposed extension will retain the existing fee schedule and not increase it for the duration of the contract extension. RECOMMENDATION It is recommended that the City Council approve a five-year extension of the tree trimming contract with West Coast Arborists, Inc. of Anaheim, California from July 1, 2001 through June 30, 2006 and authorize the Mayor to execute the contract amendment subject to the City Attorney's approval. FISCAL IMPACT The current annual cost of this contract is budgeted at $335,000. Of this amount $260,000 is funded through the City's General Fund and is budgeted in the Public Works Landscape Division. The remaining $75,000 is funded through the Tustin Landscape and Lighting District. BACKGROUND The City of Tustin has utilized the services of West Coast Arborists, Inc. (WCA) since February of 1993 for a full range of tree maintenance services. Staff has received numerous compliments on the work that is performed by WCA. The cooperation of WCA with City staff to implement a sound tree maintenance program was instrumental in the recognition of the City by the National Arbor Day Foundation as a Tree City USA. All work has been performed in a timely efficient, and professional manner with little disruption to citizens and street traffic. WCA staff has also been receptive and accommodating to the needs of staff and citizens while responding to emergencies, planting new trees and removing stumps. The original contract with WCA was for the period from February 16, 1993 through February 15, 1994 with three one-year extension options. The contract was extended twice with one year extensions. The first extension was for the period from February 16, 1.994 through June 30, 1995. The second extension was for the period from July 1, 1995 through June 30, 1996 On June 17, 1996, the City Council approved an amendment to the contract agreement with WCA that extended the term of the contract for five years from July 1, 1996 through June 30, 2001 and provided an option to the City to additionally extend the contract for up to five one-year periods beyond the initial five-year extension. Extension of West Coast Arborists, Inc. Tree Trimming Contract June 4, 2001 · Page 2 DISCUSSION The current amendment to the contract agreement with WCA allows the City to extend the term of the contract for five one-year extensions. WCA has offered the City a five-year extension with no price adjustment in the contract unit prices throughout the proposed five-year term of the contract. WCA additionally proposed to allow for another five-year extension at the end of the proposed extension with cost adjustments based on the Consumer Price Index for the next five years. The cities of Norwalk, Cerritos, Riverside, Alhambra, Newport Beach, Costa Mesa, Orange, and Fontana have entered into a 10-year contract extension with WCA "piggybacking" on the original agreement between the City of Tustin and WCA. These cities have taken advantage of WCA offer to keep the cost at the original unit prices. In the interest of securing a measure of financial security for both the City and the contractor and to retain a quality service provider, staff recommends that the City modify the current contract agreement and enter into a five-year extension in lieu of the five one-year extensions with no adjustment in compensation. WCA will continue to honor its original unit price ($39.00 per tree trimming) for all tree trimming services and associated tree care under the proposed extension. It should be noted that should the service prove to be unsatisfactory or should the City feel that it would be in its best interest to re-bid the contract, there is a contract clause permitting the City to terminate the contract without cause, with 30 days notification to West Coast Arborists, Inc. Tim D. Serlet Director of Public Works/City Engineer TDS:WA:ccg:Ext of West Coast contract.doc. Attachment Wisam Altowaiji Field Services Manager AMENDMENT TO CONTRACT AGREEMENT THIS AMENDMENT is entered into this day of ,2001, by and between the City of Tustin, a Municipal Corporation (herein referred to as "City"), and West Coast Arborists, Inc., a California corporation, whose address is 2200 Via Burton Street, Anaheim, California, 92806 (herein referred to as "Contractor"). This Amendment is made with reference to the following: RECITALS A. WHEREAS, City and Contractor entered into an Agreement dated February 16, 1993, the "Agreement", wherein Contractor agreed to perform tree maintenance services in accordance with the agreement and specifications entitled "Contract Tree Trimming "; B. WHEREAS, the initial term of the Agreement was for one year, with the option to be extended for three additional one-year periods; C. WHEREAS, City and Contractor entered into an Amendment to that Agreement on June 17th, 1996, which extended the agreement for a period of five years from July 1,1996, through June 30, 2001, with the option to be extended for up to five, one-year periods beyond the initial five-year extension. D. WHEREAS, City and Contractor desire to amend the Agreement and exercise the extension option, to extend the term of the Agreement for another five years at the current rate of compensation, in lieu of the five, one-year periods allowed; E. WHEREAS, City and Contractor finds that a, one time, five-year extension of the Agreement will promote stability at a predictable cost and provide top quality tree maintenance for time certain; AGREEMENT The Agreement is hereby amended as follows' mo The term of this Agreement shall be for a period of five-years, commencing on July 1, 2001, through June 30, 2006, unless terminated pursuant to Section B, Page B-2, Paragraph 6," Termination During Contract Period", of this Agreement; or terminated, without cause, by the City, with 30-days prior written notification. Be Co City shall pay the Contractor a sum not to exceed the approved budget of approximately $335,000, for services rendered for each year of the five-year term of this Agreement. Payment shall be made according to the billing schedule, attached as Exhibit C, and incorporated into this Agreement. No other price adjustment will be made. Except as expressly amended by this Amendment, all other terms and conditiOns of the Agreement and all attachments and exhibits thereto, shall remain in full force and effect. H:~rlELD SERVICES~'~dmin Filcs\CONTRACTkWes! Coast Art~orists\20t}l\01 WCA Cnlrcl Anmdmca~l.doc IN WITNESS WHEREOF, the parties have hereunto set their hands and seals the year and date first above written. THE CITY OF TUST1N (Seal) BY: Mayor of the City of Tustin ATTEST: City Clerk of the City of Tustin APPROVED AS TO FORM' City Attorney Date APPROVED 'As TO CONTENT: Public Works Director Date (Seal) CONTRACTOR Firm Name: BY: West Coast Arbo'rists, Inc. 2200 Via .Burton Street, Anaheim, Ca 92806 Patrick O. Mahoney TITLE: President ATTACH PROPER NOTARY ACKNOWLEDGMENT FOR SIGNATURES OF AUTHORIZED PERSON (S) H:~IELD SERVICES\Admin Filcs\CONTRACT~Wcs! Coast Arborisls\2001\OI WCA ClllrCl Alnndlncnl.doc SPECIFICATIONS FOR CONTRACT TREE TRIMMING EXHIBIT C SCHEDULE OF COMPENSATION The undersigned certifies that he/she has read all documents related to this bid proposal and understands all terms and conditions related thereto; and in conformity with the terms and conditions, hereby proposes to the City of Tustin the following' AS DESCRIB, ED IN THIS, CON,TRACT: UNIT PR!....CE DESCRIPTION Grid Trimming $3 9.00 per tree Complete tree and stump removal Stump only removal t Tree Planting: 15 gallon tre9 with root barrier 15 gallon tree without root barrier 24 inch box tree with root barrier 24 inch box tree without root barrier Tree Watering (includes one-man crew with truck and necessary handtools) Crew Rental (3 men, aerial unit, dump. truck and chipper) Crew Rental (2 men) Crew Rental (1 man) $13.00 diameter inch $4.00 diameter inch $95.00 each $80.00 each $195.00 each $160.00 each . $260.00 day $95.00 hour $63.34 hour $31.67 hour $200.00 hour Emergency call out Tree Care Professionals Serving Conmmnities Who Care About Trees