Report to Mayor and City Council
Tuesday, November 01, 2022
Consent
SUBJECT:
Title
REPORT ON THE AGREEMENT WITH WEST COAST ARBORISTS, INC. FOR TREE MAINTENANCE SERVICES.
Body
I. SUMMARY
On October 18, 2022 Staff presented to the City Council Amendment No. 4 to the Agreement with West Coast Arborists, Inc. (“WCA”), requesting that the contract be extended for (1) one additional month from December 31, 2022 through January 31, 2023 at an additional cost of $199,000.00 bringing the increased contract sum to $2,901,792.12, to allow contractor to continue meeting tree service requests for Carson residents and businesses while staff prepares to go out to bid for award of a new contract.
Councilmember Dear asked what the term of the original contract was and whether there were still any optional extensions available under the contract. Staff confirmed that the original contract, awarded in October 2018, was a three-year contract for the period of October 1, 2018 through September 30, 2021, with City options to extend the term up to three years (until September 30, 2024), either incrementally or all at once, at the City’s sole election.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. RECEIVE and FILE.
Body
III. ALTERNATIVES
None.
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, medians, parks, and City facilities.
On October 18, 2022, the City Council approved Amendment No. 4 extending the contract for (1) one additional month from December 31, 2022 through January 31, 2023 at an additional cost of $199,000.00 bringing the increased contract sum to $2,901,792.12, to allow contractor to continue meeting tree service requests for Carson residents and businesses while staff undertakes the bidding process for award of a new contract.
Staff has suspended any work on an RFP for tree maintenance services and is prepared to bring an amendment back for City Council approval, extending the contract term to 2024 (three years from the expiration of the three-year contract, as amended) and increasing the contract sum to an amount to be determined.
V. FISCAL IMPACT
None. Funds for this service were included in the FY 2022/23 budget in account no. 101-80-840-106-6004.
VI. EXHIBITS
1. None
Prepared by: Eliza Jane Whitman, P.E, Public Works Director, Freddy Loza LBM Superintendent