HomeMy WebLinkAbout15 WEST COAST ARBOR 06-17-96AGEN DA
NO. ,15
6-17-96
In t e r-C om
DATE:
JUNE 17, 1996
TO:
FROM:
SUBJECT:
WILLIAM A. HUSTON, CITY MANAGER
PUBLIC WORKS DEPARTMENT/ENGINEERING DMSION
EXTENSION OF WEST COAST ARBORISTS, INC. TREE TRIMMING CONTRACT
SUMMARY
Staff recommends that the City Council approve a five year extension of the West Coast Arborists, Inc. Tree
Trimming Contract and authorize an expansion of the Contract to' provide tree trimming services for 9,135 trees
per year with no increase in the per tree cost for at least five years with a maximum annual cost of $356,285.
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, CA from July 1, 1996 to June 30, 2001 and authorize the Public Works
Director/City Engineer to execute the Contract amendment, subject to City Attorney approval.
FISCAL IMPACT
The annual cost of this contract is budgeted at $356,285. Of this amount, $246,285 would be paid from the
City's General Fund and is currently budgeted in the Public Works Landscape Division while the remaining
$110,000 is funded through the Tustin Landscape and Lighting District. At the current service level, the five
year cost is estimated at $1,781,425.
BACKGROUND
The City of Tustin has utilized the services of West Coast Arborists, Inc. (WCA) since February of 1993. Staff
has received numerous compliments on the work that is performed by WCA. The WCA maintenance
program was recently instrumental in the City being recognized 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 have 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 of February 16, 1993 to February 15, 1994. The contract has
been extended twice. The first extension was for the period from February 16, 1994 to June 30, 1995. The
second extension was for the period from July 1, 1995 to June 30, 1996. Altogether, WCA has held the contract
for three years and five months. For each extension, WCA has retained its original unit price for all trimming
services and associated tree care and planting. The per tree cost for trimming has remained at $39.
The City has approximately 18,800 trees in its parks, street parkways, and center islands. A full inventory of
all trees is still in progress. Under the current contract, WCA is responsible for trimming 5,094 'trees per
year.
DISCUSSION
With the most recent contract extensiOn period ending June 30th, 1996, WCA has offered the City both a five
year extension with five one year options and a ten year extension of the current contract at current service price
levels. There would be no cost of living adjustments during the term of these extensions. The City also has the
option to extend the contract for only one year, per the current contract terms. Recently the Cities of Newport
Beach, Costa Mesa, Orange and Fontana approved ten year extensions of their contracts with West Coast
Arborists. Due to previous City Council direction and action related to the terms of service contracts and the
desire to have contracts competitively bid, staff is recommending a five year extension of the current contract.
With the forthcoming restructuring of the City's landscape maintenance contract, WCA would be
responsible for maintaining an additional 1,221 trees per year that were previously the responsibility of the
City's landscape maintenance contractor. It is also proposed that WCA assume responsibility for tree
trimming from the City's landscape contractor for the Tustin Landscape and Lighting District area. This
would add 2,820 trees to their annual maintenance schedule.
With this proposed expansion of its service area, WCA would be trimming a maximum of 9,135 trees per
year, up from the current total of 5,094. Staff has received assurances from WCA that it has both the
equipment and personnel to accommodate this increase in its workload while maintaining the same quality
service. The table below summarizes the work areas, trimming schedule and contract costs:
Service Area
'City Wide Current WCA Contract
City Wide - Former Landscape Contract Area
Tustin LandscaPe & Lighting District
TOTAL:
Total tt of Trees Max. Trees
Trimmed/Yr
12,881 5,094
2,59.1 1,221
3,323 2,820
18,795 9,135
Max, Annual
COst.
$198;666
· .:~ $47,61.9
o ooo
$356,285~00
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 accept West Coast Arborists offer to extend the
current contract for five years with the City's option for five additional one year extensions. This contract
amendment could, if completed, result in the City asking for competitive bids in the year 2001. It should be
noted, that should the service prove to be unsatisfactory or the City feels that it would like to go out to bid
sooner for whatever reason, there is a contract clause permitting the City to terminate the contra~t, without
cause, with 30 days notification to WCA.
Public Works Director/City Engineer
Public Works Department
TDS:jm
Attachments
AMENDMENT TO
CONTRACTOR AGREEMENT
THIS AMENDMENT is entered into this 17th day of June, 1996 by and between the City of
Tustin, a Municipal Corporation (herein referred to as "City"), and West Coast Arborists, Inc., 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 maintenance services for City trees;
B. WHEREAS, the terms of the Agreement was for one year, initially, with the ability
to be extended for up to three additional one year periods;
C. WHEREAS, City and Contractor desire to amend the Agreement to change the term
of the Agreement for a five year extension at the current rate of compensation;
D. WHEREAS, the City Council finds that a five year extension of the Agreement will
promote stability at a predictable cost and provide top quality tree maintenance for time certain.
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as
follows:
Article VII. TERM of the Agreement shall be amended to read as follows:
The Term of this Agreement shall be for a period of five years, commencing July 1, 1996,
unless terminated pursuant to Section B Paragraph 6 of this Agreement. The agreement may be
additionally extended for up to five one year periods beyond the initial five year extension.
Exhibit C.
follows:
COMPENSATION TO THE CONTRACTOR shall be amended to read as
City shall pay Contractor a sum not to exceed $356,265 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 to Agreement, all other terms and
conditions of the February 16, 1993, Agreement and all Exhibits thereto, shall remain in full force
and effect.
IN WlT1NESS VVl-IEREOF, the parties have caused this Agreement to be executed on the
day and tear first written above.
THE CITY OF TUSTIN
BY:
Mayor of the City of Tustin
ATTEST:
City Clerk of the City of Tustin
CONTRACT APPROVED:
City Attorney
Date
APPROVED AS TO CONTENT:
Date
CONTRACTOR
Finn Name: West~~i~t)s, Inc.
BY: Patrick Mahonev /
- /
TITLE: President
EXHIBIT C
SCHEDULE OF COMPENSATION
The undersigned certifie~ 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:
UNIT PRICE
EXTENDED PRICE
AS DESCRIBED IN THIS CONTRACT:
9,135 trees in various locations
throughout-the City of Tustin
$ 39.00
$356,265.00
UNIT DESCRIPTION UNIT PRICE
EXTRA WORK:
Complete Tree & Stump Removal
diameter inch
$13.00
Stump Only Removal
diameter inch
4.00
Tree Planting
15 gallon with root barrier
w/o root barrier
24 inch box with root barrier
w/o root barrier
Watering
Each 95.00
Each 80.00
Each 195.00
Each 160.00
.
Day 260.00
Crew Rental
3 men, aerial unit,
dump truck and chipper
Hourly 95.00
Emergency Call Out
Hourly 200.00
Respectfully submitted,
West Coast Arborists, Inc.
Patrick O. Mahon~
President