Report to Mayor and City Council
Tuesday, September 21, 2021
Consent
SUBJECT:
Title
CONSIDER APPROVAL OF AMENDMENT NO. 2, TIME EXTENSION, TO THE AGREEMENT (18-097) WITH WEST COAST ARBORIST, INC., FOR TREE MAINTENANCE SERVICES TO THE CITY (CITY COUNCIL)
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I. SUMMARY
In 2017, a Request for Proposal (RFP) notice was published to solicit qualified firms for tree maintenance services. In 2018, it was determined that West Coast Arborist, Inc. (WCA) was the most qualified to provide tree maintenance services to the City. WCA’s contract for tree maintenance services is from October 1, 2018 through September 30, 2021. There is currently $133,388 remaining in WCA’s contract that is unable to be spent by the end of September when the contract ends. Staff is requesting the City Council extend WCA’s contract by two additional months through November 30, 2021 to continue meeting tree service requests from residents and businesses during the period the RFP for tree services is underway.
II. RECOMMENDATION
Recommendation
Take the following actions:
1. APPROVE Amendment No. 2 to Agreement 18-097 with West Coast Arborist, Inc. to provide tree maintenance services for the period of October 1, 2021 through November 30, 2021; and
2. AUTHORIZE the Mayor to execute the amendment following approval as to form by the City Attorney (Exhibit No. 1).
1.
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III. ALTERNATIVES
1. DO NOT EXTEND two additional months through November 30, 2021 to West Coast Arborist, Inc.
2. TAKE any other action the City Council deems appropriate and consistent with the law.
IV. BACKGROUND
The Public Works Department is responsible for the care and maintenance of approximately 18,652 trees located throughout the City in various public parkways, center medians, parks, and City facilities. On October 1, 2018, the City Council awarded WCA a three-year contract to provide tree maintenance services for the period of October 1, 2018 through September 30, 2021.
An RFP for tree maintenance services is currently underway.
Because there are remaining funds in the contract, and since there are additional tree maintenance needs of the City, staff recommends that the City Council allow for the extension of the contract to WCA for two-month period from October 1, 2021 through November 30, 2021. The recommendation for the extensions will assist in meeting the tree service requests from residents and businesses for street sweeper clearance, fruit removal, and other issues.
V. FISCAL IMPACT
None. There are existing funds from the tree trimming services which are being carried over from FY 2020-21 budgets, so no additional funds are being requested at this time.
VI. EXHIBITS
1. Amendment No. 2 to the WCA Contract Agreement (Agreement 18-097) (pgs. 3-8)
Prepared by: Ariel De La Paz ,Landscape and Building Superintendent