Report to Mayor and City Council
Tuesday, August 15, 2017
Consent
SUBJECT:
Title
CONSIDER APPROVING A SIX-MONTH AMENDMENT TO THE CITY'S TREE MAINTENANCE AGREEMENT WITH WEST COAST ARBORISTS, INC. (CITY COUNCIL)
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I. SUMMARY
Staff is requesting approval of the contract amendment (Exhibit No. 2) to extend the Tree Maintenance Services with West Coast Arborists, Inc. for the term July 1, 2017 through December 31, 2017, while the City is completing the RFP process. Additional funding is requested due to the unusual loss of trees and additional tree trimming as a result of the drought.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. AUTHORIZE a six-month contract extension for Tree Maintenance Services with West Coast Arborists, Inc. for the term July 1, 2017, through December 31, 2017, at a monthly cost of $32,600.00, and a total of $195,600.00.
2. AUTHORIZE an additional expenditure up to $39,120.00 (20%), for unforeseen additional trimmings outside the normal scope of work.
3. AUTHORIZE the Mayor to execute the contract amendment following approval as to form by the City Attorney.
4. ADOPT Resolution No. 17-117, A Resolution of the City CouncIL OF the City of CARSON, CALIFORNIA, AMENDING THE Fiscal Year 2017/18 budget IN THE State gas tax and general funds
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III. ALTERNATIVES
DO NOT AUTHORIZE a six- month extension with West Coast Arborists, Inc.
IV. BACKGROUND
The City of Carson is responsible for the care of approximately 20,000 trees located in various public parkways, medians, parks and City facilities. On July 1, 2014, the City Council approved a contract with WCA for the term July 1, 2014, through June 30, 2017, at a total cost of $978,019.00.
The City Council authorized an additional annual expenditure up to $65,200.00 (20%) for unforeseen additional trimmings outside the normal scope of work, such as trees in the park. West Coast Arborists also completed additional unscheduled tree trimming in the Presidential Tract. In most cases, the City’s tree crew handles removals and responds to urgent conditions.
However, California has faced five straight years of drought, which began in 2011. Although we had normal rainfall this last year, many trees have died off. The drought caused the death of over 200 trees on City property and rights of way. Hundreds of trees dropped limbs, requiring emergency trimming. The City currently has inventoried over 155 dead trees that still need removal. The original contingency fund has been entirely expended. Staff recommends rebuilding the contingency fund by $39,120.
RFP for Tree Trimming Services
On June 6, 2017 the City Council directed staff to issue an RFP and to extend the agreement with West Coast Arborists for six additional months at a total cost of $195,600.00. This was in lieu of extending the current contract for one (1) additional three year term. Staff is currently working on the RFP for Tree Maintenance Services. The timeline to award a new contract is as follows:
V. FISCAL IMPACT
The additional funds requested will total $39,120 of which $31,296 will be transferred to account number 12-80-999-004-6005 from the Gas Tax Fund Balance and $7,824 will be transferred to account number 01-80-840-106-6005 from the General Fund Balance.
The net impact will be a reduction in the General Fund Balance of $7,824.
VI. EXHIBITS
1. West Coast Arborists, Inc. Contract, 2014 (pgs. 4-36)
2. Amendment No. 1 (pgs. 37-43)
3. Minutes Excerpt, June 6, 2017, Item No. 25 (pgs. 44-45)
4. Resolution No. 17-117 (pg. 46)
Prepared by: Christopher Ortiz, Public Works Operations Manager