02-02-2021 - AGENDA ITEM 06 CONSIDERATION OF AMENDMENT NO. 1 TO WEST COAST ARBORISTS, INC. CONTRACT FOR CITYWIDE TREE MAINTENANCE SERVICESAGENDA ITEM NO.
AGENDA STAFF REPORT
City of West Covina I Office of the City Manager
DATE: February 2, 2021
TO: Mayor and City Council
FROM: David Carmany
City Manager
SUBJECT: CONSIDERATION OF AMENDMENT NO. 1 TO WEST COAST ARBORISTS, INC.
CONTRACT FOR CITYWIDE TREE MAINTENANCE SERVICES
RECOMMENDATION:
It is recommended that the City Council authorize the City Manager to negotiate and execute Amendment No.
1 with West Coast Arborists, Inc. increasing the annual compensation by $300,000 for Fiscal Year 2020-21.
BACKGROUND:
The Public Services Department is responsible for maintenance of all City -owned facilities and public
infrastructure. One component of these maintenance responsibilities is establishing and maintaining an efficient
and cost-effective tree maintenance program. Implementing an annual tree maintenance program is critical in
order to ensure the proper upkeep and maintenance of the City's urban forest. These regular maintenance
services vary in scope and frequency depending on the size, species and condition of trees.
West Coast Arborists, Inc. (WCA) has been providing tree maintenance services to the City of West Covina
since 1997. In 2020, the City issued a Request for Proposals for tree trimming services. On July 7, 2020, the
City Council approved the proposal with WCA for a three (3) year term not exceeding $485,000 annually.
The 2020 contract with WCA, changed the City's tree trimming cycle from the previous contract of a five-year
tree trimming cycle to 3,500 trees annually (1,500 trees short of a five-year trimming cycle), which put the City
in a seven-year trimming cycle. Prior to the seven-year tree trimming cycle established in 2017, tree
maintenance was done on as -needed basis. Inconsistent trimming schedules have caused some trees in the City
to be overgrown and in need of additional maintenance.
DISCUSSION:
While the industry standard for tree trimming is three to five years, due to the current budgetary constraints, the
City is unable to maintain a five-year trimming cycle. The City's current budget, Fiscal 2020-21 (FY 2020-21),
allows for 3,500 trees to be trimmed annually, which is approximately seven -year -trimming cycle.
On November 17, 2020, the City Council adopted Resolution No. 2020-111, which appropriated an additional
$300,000 to Citywide Maintenance District Account No. 188.61.4141.6130 to increase the tree trimming
budget and enable the City to trim street trees during FY 2020-21. The additional services will address tree
trimming that has been deferred as a result of lack of funding in previous years and previous years the city was
not on a tree trimming cycle. The appropriation has been approved, however, the contract with WCA requires
an amendment to reflect the additional services for FY 2020-21. The proposed Amendment No. 1 to the WCA
contract for citywide tree maintenance services increases the contract amount by $300,000, to $785,000, for FY
2020-21 only. The remaining terms of the WCA contract will remain $485,00 annually, based on a seven-year
tree trimming cycle.
The increased contract amount will be used to address overgrown tree trimming and compromised tree
removals needed in within Citywide Maintenance District. There are a number of benefits by approving the
additional funds for tree maintenance, including improving the overall appearance of the community, reducing
exposure to claims for damages from tree related incidents, better customer service to residents who
want/expect more frequent tree trimming, reduction of other tree related hazards (i.e. potentials source of fuel
for fires), among others.
LEGAL REVIEW:
The City Attorney's Office has reviewed the amendment and approved it as to form.
OPTIONS:
The City Council has the following options:
1. Adopt staff's recommendation;
2. Provide alternative direction.
Prepared by: Mike Cresap
Additional Approval: Paulina Morales
Fiscal Impact
FISCAL IMPACT:
There is no fiscal impact with this request.
The Fiscal impact was addressed on November 17, 2020 through City Council's adoption of Resolution No.
2020-111, which appropriated the additional $300,000 to Citywide Maintenance District Account No.
188.61.4141.6130.
Attachments
Attachment No. 1 - First Amendment to Professional Services Agreement with West Coast Arborist, Inc
CITY COUNCIL GOALS & OBJECTIVES: Enhance City Facilities and Infrastructure
Enhance the City Image and Effectiveness
Protect Public Safety
Attachment No. 1 —
First Amendment to
Professional Services Agreement with
West Coast Arborists, Inc.
FIRST AMENDMENT TO
CITY OF WEST COVINA
PROFESSIONAL SERVICES AGREEMENT
WITH
WEST COAST ARBORISTS, INC.
FOR
CITY TREE TRIMMING AND MAINTENANCE SERVICES
THIS FIRST AMENDMENT ("Amendment") is made and entered into as of February 2,
2021 ("Effective Date") by and between the CITY OF WEST COVINA, a municipal
corporation ("City"), and WEST COAST ARBORISTS, INC., a California corporation
("Contractor").
WHEREAS, City and Contractor entered into a Maintenance Services Agreement
dated July 1, 2020 for Contractor to trim and maintain City trees ("Original Agreement"); and
WHEREAS, on November 17, 2020, the City Council, through the adoption of
Resolution No. 2020-111, approved Budget Amendment No. 021, which appropriated an
additional $300,000 for citywide tree maintenance services for Fiscal Year 2020-2021; and
WHEREAS, City and Contractor desire to amend the Scope of Services and
increase Contractor's compensation for Fiscal Year 2020-2021 accordingly.
NOW, THEREFORE, for valuable consideration, the receipt and sufficiency of which
is hereby acknowledged, the parties agree as follows:
1. The Scope of Services set forth in Exhibit A of the Original Agreement shall be
amended as follows:
a. On the first page of Exhibit A, the following paragraph shall be deleted in
its entirety: "Contractor will perform complete prunes on approximately
5,000 city trees in the grid each year over a five year period, as requested
by City and on a schedule agreed upon by City and Contractor."
b. Said paragraph shall be replaced with the following: "Contractor will
perform complete prunes on approximately 3,500 City trees in the grid each
year, as requested by City and on a schedule agreed upon by City and
Contractor. Contractor understands and agrees that City may request
additional pruning based upon availability of City funds."
2. During the first year of the term, Contractor shall provide additional tree trimming
and maintenance services to trees in the grid as requested by City and on a
schedule agreed upon by City and Contractor.
3. Section 2.1 of the Original Agreement shall be amended to read as follows:
2.1. Compensation. Contractor shall be paid in accordance with the fee
schedule set forth in Exhibit "B," attached hereto and made a part of this
Agreement (the "Fee Schedule"). Contractor's annual compensation during the
first year of the term shall not exceed Seven Hundred Eighty -Five Thousand
Dollars ($785,000.00). Thereafter, Contractor's annual compensation for the
West Coast Arborists, Inc. Amendment 1 1 Page 1
Updated April 2020
remainder of the initial term and any extension period shall not exceed Four
Hundred Eighty -Five Thousand Dollars ($485,000.00). Contractor's total
compensation shall not exceed Two Million Seven Hundred Twenty -Five
Thousand Dollars ($2,725,000.00).
4. All terms not defined herein shall have the same meaning and use as set forth in
the Original Agreement.
IN WITNESS WHEREOF, City and Contractor have executed this Amendment as of the
date set forth above.
CITY OF WEST COVINA
David Carmany
City Manager
ATTEST:
Lisa Sherrick
Assistant City Clerk
APPROVED AS TO FORM:
Thomas P. Duarte
City Attorney
CONT CAR
Patric ahoney
Presi ent
4
and Mahoney
ice President/Secreta
West Coast Arborists, Inc. Amendment 1 1 Page 2
Updated April 2020