Item 11 - CONSIDERATION OF SECOND AMENDMENT MAINTENANCE SERVICES AGREEMENT WITH WEST COAST ARBORISTS, INC. FOR CITYWIDE TREE MAINTENANCE SERVICESAGENDA ITEM NO. 11
AGENDA STAFF REPORT
City of West Covina I Office of the City Manager
DATE: August 16, 2022
TO: Mayor and City Council
FROM: David Carmany
City Manager
SUBJECT: CONSIDERATION OF SECOND AMENDMENT MAINTENANCE SERVICES
AGREEMENT WITH WEST COAST ARBORISTS, INC. FOR CITYWIDE TREE
MAINTENANCE SERVICES
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Ratify invoices paid to West Coast Arborists, Inc for services provided through June 30, 2022.
2. Authorize the City Manager to execute the Second Amendment to the Maintenance Services
Agreement with West Coast Arborists, Inc. for tree trimming and maintenance services for City
trees.
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. These regular maintenance services vary in
scope and frequency depending on the sizes, species and condition of trees.
West Coast Arborists, Inc. (WCA) has been providing tree maintenance services to the City of West
Covina since 1997. On July 7, 2020, Council awarded a bid for Trimming and Tree Maintenance
Services to WCA and authorized the execution of the Maintenance Services Agreement (Agreement) with
an initial term through June 30, 2023, with two (2) one (1)-year extension options. On January 19, 2021,
Council authorized amending the Scope of Services and increasing WCA's compensation for Fiscal Year
(FY) 2020-2021.
DISCUSSION:
In addition to the annual tree trimming cycle services, staff has utilized the WCA to address public safety
concerns for emergency tree removal and necessary hillside slope maintenance services, in parks and
along right of ways. This has resulted in year-to-date costs of approximately $620,000, which is over the
annual compensation limit of $485,000 specified in the Agreement.
Estimated Cost of Services through 6-30-22
Estimated Overage
The City went over the annual limit last year as well which prompted the First Amendment approved by
Council. Rather than continuing to amend the agreement each year, staff recommends removing the
compensation limit. WCA is paid according to a fee schedule that is based on the City's demand for tree
trimming and maintenance services for City trees. As services are based on the City's demand, the
proposed amendment would remove the compensation limit so it will not impede the City's ability to
respond to maintenance issues. With the removal of the limitation, WCA will continue to be paid in
accordance with the established fee schedule.
LEGAL REVIEW:
The City Attorney's Office has reviewed the amendment and approved it as to form.
Prepared by: Maria Delira, Purchasing Manager
Fiscal Impact
FISCAL IMPACT:
These services are paid from various funds based on the location. Despite the increase in services,
there are sufficient balances within the FY 2021-22 budget to accommodate the overages.
Account No.
Account Name FY2021-22
Budget
Current
Balance
110.61.4142.6130
Service Contracts
983,600
151,948
124.61.4141.6130 11service
Contracts
261,700
32,030
181.61.4145.6130 11service
Contracts
145,800
56,223
182.61.4145.6130 11service
Contracts
68,100
50,189
183.61.4145.6130 11service
Contracts
36,1001
300
184.61.4145.6130 11service
Contracts
286,900
35,345
186.61.4145.6130 11service
Contracts
75,000
14,849
187.61.4145.6130 11service
Contracts
65,400
14,849
188.61.4141.6130 11service
Contracts
499,100
149,136
Total
$2,421,700
$504,869
Attachments
Attachment No. 1 - Second Amendment
CITY COUNCIL GOALS & OBJECTIVES: Protect Public Safety
Enhance City Image and Effectiveness
ATTACHMENT NO.1
SECOND AMENDMENT
TO
CITY OF WEST COVINA
MAINTENANCE SERVICES AGREEMENT
WITH
WEST COAST ARBORISTS, INC.
FOR
TREE TRIMMING AND MAINTENANCE SERVICES
THIS SECOND AMENDMENT ("Amendment') is made and entered into as of August 16,
2022 ("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, City and Contractor amended the Scope of Services and increased
Contractor's compensation for Fiscal Year 2020-2021 through the First Amendment to the
Agreement, dated January 19, 2021; and
WHEREAS, City and Contractor now desire to amend Section 2.1 of the Original
Agreement as set forth herein.
NOW, THEREFORE, for valuable consideration, the receipt and sufficiency of which is
hereby acknowledged, the parties agree as follows:
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").
2. All terms not defined herein shall have the same meaning and use as set forth in
the Original Agreement.
3. All other terms, conditions, and provisions of the Original Agreement not in conflict
with this Amendment shall remain in full force and effect.
[SIGNATURE PAGE FOLLOWS.]
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
APPROVED AS TO INSURANCE:
Helen Tran
Human Resources and Risk
Management Director
CONTRACTOR
Patrick Mahoney
President
Richard Mahoney
Vice President/Secretary
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West Coast Arborists, Inc.
Second Amendment