HomeMy WebLinkAboutStaff Report 6760City of Palo Alto (ID # 6760)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 4/25/2016
City of Palo Alto Page 1
Summary Title: Amendment No. 4 to Tree Pruning and Removal Contract
Title: Approval of Amendment Number 4 to Contract Number C13148075 in
the Amount of $117,000 With West Coast Arborists Inc., for Tree Pruning and
Removal Services for a Total Contract Compensation Not-to-Exceed
$1,349,410
From: City Manager
Lead Department: Public Works
Recommendation
Staff recommends that Council approve and authorize the City Manager or
designee to execute Amendment No. 4 to Contract No. C1314875 with West
Coast Arborists, Inc.(Attachment A) in the amount of $117,000,increasing the
not-to-exceed compensation to $1,349,410 for tree pruning and removal services
through June 30, 2016.
Background
The City has used contract services for tree pruning and removal since 2000,
providing a proactive cycle of basic tree maintenance for the City. The most
recent tree maintenance contract was initiated in 2013, and awarded to West
Coast Arborists, Inc. (CMR #3252) as a three-year contract with two,one-year
mutual renewal options, to perform pruning, removal, stump grinding, and other
maintenance of approximately 5,054 City trees annually along street corridors
within the City’s limits. The original contract was set to expire on June 30, 2015.
Several amendments have been executed to extend the contract term and/or add
funding. Amendment No. 1 was executed to correct the original contract
agreement termination date of June 30, 2015 to January 13, 2016. Amendment
No. 2 was approved by Council on March 9, 2015 (CMR #5270), adding $182,410
and extending the term of the contract to March 14, 2016 to address backlogged
City of Palo Alto Page 2
pruning work orders, the increase in drought-related work orders and to provide
staff more time to complete the Request for Quotations (RFQ) process for a
replacement contract.Amendment No. 3 was executed to extend the contract
term to June 30, 2016 to bridge the gap between the contract expiration and the
expected City Council approval of a new contract.
A new, 3-year RFQ for Tree Pruning and Removal Services was developed and
competitively solicited in January 2016. Results from the lowest, responsible
bidder indicate a significant cost increase for services (in some cases 200-300%).
Cost increases are attributed but not limited to an increase in demand due to
drought, changes in labor agreements and prevailing wage requirements, and
scope of work expansion. Available funding in the existing contract was
effectively exhausted in March 2016.
Discussion
Due to the significant cost increase expected in the new contract, staff
determined that it was appropriate to allow Finance Committee and City Council
to consider the new multi-year contract as part of the FY 2017 proposed budget.
Funding in the current contract has been exhausted, and staff is therefore
recommending approval of Amendment No. 4 at this time to provide additional
funding so that tree pruning and removal services can be continued.
The addition of $117,000 in contract funds will provide pruning for approximately
1,680 trees and removal of approximately 30 trees if needed,consistent with
current contract rates, maintaining the monthly average of 420 trees on a 7-year
pruning cycle.
Retaining West Coast Arborists via Amendment No.4, will continue essential
pruning and removal services until the budget process is complete and a new
contract awarded. Pruning and removal services promote the health of the tree
population and enhance street appearance and safety.
Resource Impact
Sufficient funding for this amendment is available in the Fiscal Year 2016
operating budget.
City of Palo Alto Page 3
Policy Implications
This recommendation does not represent any change to existing City policies.
Environmental Review
The recommended action is CEQA-exempt under the California Environmental
Quality Act pursuant to CEQA Guidelines Section 15301(h) (maintenance of
existing landscape).
Attachments:
·Attachment A -Amendment 4 to Contract C13148075 West Coast Arborists (PDF)
Revision April 28, 2014
AMENDMENT NO. 4 TO CONTRACT NO. C13148075
BETWEEN THE CITY OF PALO ALTO AND
WEST COAST ARBORISTS, INC.
This Amendment No .4 to Contract No. C13148075 (“Contract”) is entered into
April 25, 2016 , by and between the CITY OF PALO ALTO, a California chartered municipal
corporation (“CITY”), and WEST COAST ARBORISTS, INC., a California corporation, located at
2200 East Via Burton Street, Anaheim, CA 92806 (“CONTRACTOR”).
R E C I T A L S
A. The Contract was entered into between the parties for the provision of General
services for tree pruning and removal services.
B. The parties wish to amend the Contract by increasing the compensation
from One million two hundred thirty two thousand four hundred ten dollars ($1,232,410)
to a not to exceed total amount of One million three hundred forty nine thousand four
hundred ten dollars ($1,349,410) for continuation of services as specified in Exhibit “A”
of the original contract per Council Staff Report #6760, date 4/25/16.
NOW, THEREFORE, in consideration of the covenants, terms, conditions, and
provisions of this Amendment, the parties agree:
SECTION 1. Section 5 “COMPENSATION FOR ORIGINAL TERM” is hereby
amended to read as follows:
“CITY shall pay and CONTRACTOR agrees to accept as not-to-exceed compensation for the
full performance of the Services and reimbursable expenses, if any:
The total maximum lump sum compensation of dollars ($ ); OR
The sum of dollars ($ ) per hour, not to exceed a total maximum
compensation amount of dollars ($ ); OR
A sum calculated in accordance with the fee schedule set forth at Exhibit C, not to
exceed a total maximum compensation amount of One million three hundred forty
nine thousand four hundred ten dollars ($1,349,410) .
CONTRACTOR agrees that it can perform the Services for an amount not to exceed the total
maximum compensation set forth above. Any hours worked or services performed by
CONTRACTOR for which payment would result in a total exceeding the maximum amount
of compensation set forth above for performance of the Services shall be at no cost to CITY.
DocuSign Envelope ID: 8DAFB94C-363D-43C7-9852-269929C6D3AE
Revision April 28, 2014
SECTION 2. Except as herein modified, all other provisions of the Contract,
including any exhibits and subsequent amendments thereto, shall remain in full force and effect.
IN WITNESS WHEREOF, the parties have by their duly authorized representatives
executed this Amendment on the date first above written.
CITY OF PALO ALTO
____________________________
City Manager
APPROVED AS TO FORM:
_____________________________
Senior Deputy City Attorney
WEST COAST ARBORISTS, INC.
By:___________________________
Name:_________________________
Title:________________________
DocuSign Envelope ID: 8DAFB94C-363D-43C7-9852-269929C6D3AE
Vice President
Victor Gonzalez