HomeMy WebLinkAbout06 AMEND AGREEMENT WITH WEST COAST ARBORISTS, INC.Docusign Envelope ID: 986AA054-0725-4395-8229-B3E25F62944C
MEETING DATE
TO:
FROM:
SUBJECT:
SUMMARY:
Agenda Item 6
Initial
AGENDA REPORT Reviewed: afs
City Manager RM
Finance Director
NOVEMBER 19, 2024
ALDO E. SCHINDLER, CITY MANAGER
MICHAEL GRISSO, DIRECTOR OF PUBLIC WORKS
AMEND AGREEMENT WITH WEST COAST ARBORISTS, INC.
Request approval to amend the Urban Forestry Management Agreement with West Coast
Arborists, Inc. The proposed amendment extends the agreement term by an additional five
and a half years and updates the fee schedule.
RECOMMENDATION:
It is recommended that the City Council:
1. Approve Amendment No. 4 to the Urban Forestry Management Agreement with
West Coast Arborists, Inc. to extend the term of the agreement for an additional five
and a half years; and
2. Authorize the Mayor to execute Amendment No. 4 to the Urban Forestry
Management Agreement with West Coast Arborists, Inc. on behalf of the City.
FISCAL IMPACT:
Sufficient funds are budgeted and appropriated within the Public Works Department's
operating budget for Fiscal Year 2024-2025. Each subsequent year is contingent upon City
Council approval of the annual budget appropriation and satisfactory performance of
services provided. The contract amount may vary based upon discretionary services on a
case by case basis for tree removal, replacement, and supplemental watering.
CORRELATION TO THE STRATEGIC PLAN:
This action contributes to the fulfillment of the City's Strategic Plan Goal B: Public Safety
and Protection of Assets ensuring Tustin is an attractive, safe and well -maintained
community in which people feel pride. Specifically, Strategy 5, which among other items, is
to ensure continuous maintenance and improvement of public facilities.
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City Council Agenda Report
West Coast Arborists Agreement
November 19, 2024
Page 2
BACKGROUND AND DISCUSSION:
The Public Works Department is responsible for maintenance of the City's urban forest,
which is comprised of over 15,500 trees within City parks, street medians, and parkways.
The City's urban forest plays an important role in the character and charm of the City,
providing a sense of place and balance to arterial roadways, neighborhoods, and
community facilities.
In May 2024, staff began exploring options to secure tree maintenance services for
calendar 2025 and beyond. Efforts included a comprehensive Request for Proposal,
an analysis of current market conditions through evaluation of recent proposals received
by two Southern California cities, and consideration of amending the City's current
agreement to maintain original services, while securing a market -based price increase.
Staff elected to negotiate with West Coast Arborists, Inc. ("WCA") to determine if
agreeable terms could be reached.
At the close of negotiations, staff and WCA have agreed to an extension through June
30, 2030, that will maintain the same level and quality of services currently provided.
Unit pricing will be adjusted nine percent (9%), effective January 1, 2025, through June 30,
2026, followed by annual fee adjustments priced in accordance with the increase in the
Consumer Price Index (CPI).
The City of Tustin has utilized WCA since February of 1993 for a full range of
tree maintenance services. WCA's work is performed in a timely, efficient and
professional manner with little disruption to citizens and street traffic. WCA has also been
receptive and responsive to the needs of City staff and citizens while responding to
emergencies, planting new trees, and special requests.
Michael Grisso
Director of Public Works
Attachment:
1. Fourth Amendment to Agreement with West Coast Arborists, Inc
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FOURTH AMENDMENT TO
CONTRACT AGREEMENT
THIS FOURTH AMENDMENT (the "Amendment No. 4") is entered into the 1st day
of January 1, 2025, by and between the City of Tustin, a municipal corporation (herein
referred to as "City"), and West Coast Arborists, Inc., a California corporation, (herein
referred to as "Contractor").
This Amendment No. 4 is made with reference to the following:
RECITALS
A. WHEREAS, City and Contractor entered into an Agreement dated August 1, 2013
(the "Agreement"), wherein Contractor agreed to perform tree maintenance services in
accordance with the Agreement and specifications entitled "Urban Forestry
Management."
B. WHEREAS, City and Contractor entered into the First Amendment to the
Agreement on July 5, 2016, and extended the Agreement until June 30, 2018.
C. WHEREAS, City and Contractor entered into the Second Amendment to the
Agreement on July 1, 2018, and extended the Agreement until June 30, 2019.
D. WHEREAS, City and Contractor entered into the Third Amendment to the
Agreement on December 17, 2019, and extended the Agreement until December 31,
2024.
E. WHEREAS, City and Contractor desire to adjust the fee schedule to reflect a nine
percent (9%) increase to all contract items listed on the fee schedule, effective January
1, 2025.
F. WHEREAS, City and Contractor desire to extend the term of the contract through
June 30, 2030.
AGREEMENT
The Agreement is hereby amended as follows:
A. Term.
The term of the Agreement shall be extended from January 1, 2025 through June
30, 2030.
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B. Compensation
1. The areas of tree maintenance services to be provided by the Contractor
under this Agreement and the corresponding compensation are amended
as follows in Exhibit A, Fee Schedule C.
C. Effect of Amendment
This Amendment No. 4 is supplemental to the Agreement and is by reference
made a part of the Agreement. All of the terms, conditions, and provisions of the
Agreement, as modified by and inclusive of Amendment Nos. 1-3, unless
specifically modified herein, shall apply to this Amendment No. 4 and shall
continue in full force and effect. In the event of any conflict or inconsistency
between the provisions of this Amendment No. 4 and any of the provisions of the
Agreement, the provisions of this Amendment No. 4 shall in all respects govern
and control.
D. Incorporation of Recitals
The Recitals above are hereby incorporated into this section as though fully set
forth herein and each Party acknowledges and agrees that such Party is bound,
for purposes of Amendment No. 4, by the same.
E. Entire Agreement
The Agreement together with Amendment No. 4 constitute the entire Agreement
between the parties and supersedes all prior negotiations, arrangements,
representations, and understandings, if any, made by or among the Parties with
respect to the subject matter hereof. No amendments or other modifications of the
Agreement and Amendment No. 4 shall be binding unless executed in writing by
both Parties hereto, or their respective successors, assigns, or grantees.
F. Severability
In the event that any one or more of the phrases, sentences, clauses, paragraphs,
or sections contained in this Amendment No. 4 shall be declared invalid or
unenforceable by valid judgment or decree of a court of competent jurisdiction,
such invalidity or unenforceability shall not affect any of the remaining phrases,
sentences, clauses, paragraphs, or sections of this Amendment No. 4, which shall
be interpreted to carry out the intent of the partied hereunder.
G. Authority
The persons executing this Amendment No. 4 on behalf of the parties hereto
warrant that they are duly authorized to execute this Amendment No. 4 on behalf
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of said parties and that by do executing this Amendment No. 4 the Parties hereto
are formally bound to the provisions of this Amendment No. 4.
IN WITNESS WHEREOF, this Amendment No. 4 has been executed in the name
of City, by its officer's thereunto duly authorized, and Contractor as of the day and year
first above written.
IN WITNESS WHEREOF, the parties have hereunto set their hands and seals the
year and date first above written.
M
ATTEST:
APPROVED AS TO FORM:
City Attorney
�I
THE CITY OF TUSTIN
Mayor of the City of Tustin
City Clerk of the City of Tustin
CONTRACTOR
Patrick Mahoney
President
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Exhibit A
SCHEDULE C
FOR
URBAN FORESTRY MANAGEMENT
CITY OF TUSTIN
The undersigned proposes to furnish all materials, supplies, equipment and/or services
set forth herein, subject to all conditions outlined in the RFP, at prices indicated below:
Hardwood Tree Trimming:
Unit Price in Figures
Full prune Hardwood tree
0" - 6" Diameter Standard Height
$
63.10
7" - 12" Diameter Standard Height
$
96.40
13" - 18" Diameter Standard Height
$
96.40
19" - 24" Diameter Standard Height
$
96.40
25" - 30" Diameter Standard Height
$
162.85
31" - 36" Diameter Standard Height
$
162.85
36"+ Diameter Standard Height
$
162.85
Crown Raise/Clearance Prune Hardwood tree
0" - 6" Diameter Standard Height
$
46.50
7" - 12" Diameter Standard Height
$
63.10
13" - 18" Diameter Standard Height
$
63.10
19" - 24" Diameter Standard Height
$
63.10
25" - 30" Diameter Standard Height
$
96.40
31" - 36" Diameter Standard Height
$
96.40
36"+ Diameter Standard Height
$
96.40
Palm Tree Trimming:
Prune Date Palm (Phoenix spp.)
$
162.85
Clean Trunk for Date Palm (Phoenix spp.)
$
16.60/foot
Prune Fan Palm (Washingtonia spp.)
$
74.75
Clean Trunk for Fan Palm (Washingtonia spp.)
$
16.60/foot
Prune all other Palm Species
$
74.75
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Exhibit A
Root Pruning:
Annual total estimated cost includes the cost for all labor, materials, permits, special equipment,
licenses, hauling and disposal fees necessary to complete the contract requirements. Root pruning
and installation shall be done on an "as needed" basis per Department's requirement.
Root Pruning and installation of 12 inch root barrier:
$ 16.60 per lineal foot
Root Pruning and installation of 18 inch root barrier:
$ 31.60 per lineal foot
Root Pruning and installation of Root barrier Product
depth will vary from 12" to 30" and could include
horizontal applications.
$ 31.60 per lineal foot
Total estimated cost (A Total + B Total + C + Total) $ 79.80
General Labor Rates
Hourly rate for 1 Ground Person
Hourly rate for 1 Equipment Operator
Hourly rate for 1 Trimmer
$ 83.10
$ 83.10
$ 83.10
Day Rate Service Crew:
Boom truck per eight (8) hour day to include a chip body, low decibel chipper, 1 trimmer, 2
ground persons $ 1,901.83
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Exhibit A
Tree Removal:
Tree and Stump removal per inch trunk Diameter at Standard Height (DSH)
Removal Cost Removal Cost
(Milled Urban Lumber) (Standard Removal)
0" -
6"
DSH
$
33.25
7" -
12"
DSH
$
33.25
13" -
18"
DSH
$
58.15
19" -
245'
DSH
$
58.15
25" -
305'
DSH
$
58.15
31" -
36"
DSH
$
58.15
Over 36"
DSH
$
58.15
$ 33.25
$ 33.25
$ 33.25
$ 49.85
$ 49.85
T, A AF;
Stump grinding per stump diameter inch at grade $ 11.60
Tree Plantina (Unit Cost shall include tree + Dlantina + double staked with 2"lodae Doles
15 Gallon $ 166.20
24 inch Box $ 332.40
36 inch Box $ 1080.25
48 inch Box
Fan Palm per foot BTH (brown trunk height)
Fan Palm 10-30 feet BTH
Tree Watering:
Watering of young trees, water truck/operator-per day
Emergency Services:
Fully equipped 3 person crew called in for emergency service:
During normal business hours
After hours, weekends Wor holidays- per man
ISA Certified Arborist — per hour
$ 1662.00
$ 83.10
$ 83.10
$ 664.80
$ 399.00
$ 133.00
$ 166.20
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