TITLE:
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THIRD AMENDMENT TO THE AGREEMENT WITH WEST COAST ARBORISTS, INC. FOR TREE MAINTENANCE SERVICES
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DEPARTMENT: PUBLIC WORKS DEPARTMENT/MAINTENANCE SERVICES DIVISION
PRESENTED BY: RAJA SETHURAMAN, PUBLIC WORKS DIRECTOR
CONTACT INFORMATION: ROBERT RYAN, MAINTENANCE SERVICES MANAGER, (714) 327-7499
RECOMMENDATION:
recommendation
Staff recommends the City Council:
1. Approve the Third Amendment (Attachment 1) to the Maintenance Services Agreement (MSA) with West Coast Arborists, Inc. (WCA), to provide maintenance of the City’s urban forest, increasing the annual compensation by $150,000 for an annual not to exceed amount of $778,679.04.
2. Authorize the City Manager and City Clerk to execute the proposed amendment and future amendments to the MSA.
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BACKGROUND:
The City of Costa Mesa entered into a two (2) year agreement with WCA (Attachment 2) for comprehensive tree maintenance services on October 1, 2019, terminating on November 30, 2021 with the option to extend the term for one (1) successive two (2) year period. On December 1, 2021, the City and WCA entered the First Amendment to the agreement (Attachment 3) to exercise the two-year renewal period terminating on November 30, 2023. On February 17, 2022, the City and WCA entered into the Second Amendment to the Agreement (Attachment 4), increasing the annual compensation by $12,327.04 based on a Consumer Price Index increase of two percent (2%) for the 2021-2022 Fiscal Year, as permitted by the agreement.
ANALYSIS:
WCA has provided tree maintenance services to the City for over 20 years. The City has added over 700 new trees to its urban forest through Capital Improvement Projects (CIP) and through the Parkway Tree Planting Program since the beginning of the most recent agreement effective October 1, 2019. The newly planted trees require regular maintenance. As a result, staff requests City Council approval of the Third Amendment to the MSA to increase the compensation by $150,000 to ensure sufficient funding to continue to plant and provide proper care of newly planted trees. The additional funding will allow the Department to plant up to 100 new trees by June 30, 2023. The locations for the new trees will be identified through resident requests via the City’s new online Parkway Tree Planting Program. Additionally, staff will identify vacant tree sites in various parks and Westside in order to increase the tree canopy in deficient areas.
The first five years are critical for the long-term health and vitality of a tree. Proper watering and pruning will help provide for a healthy mature tree, and reduce future maintenance costs and potential failure. The new trees will be monitored on a regular basis. Automatic tree watering bags will be utilized in non-irrigated parkways. Tree stakes and ties will be inspected and adjusted as needed. Additionally, young trees will be trimmed and trained to ensure proper growth.
ALTERNATIVES:
The City Council could reject the proposed amendment and redirect staff to proceed with awarding the contract as is. This would require staff to reduce the maintenance and planting of new trees and preserve funding for dead tree removal, urgent special requests, prioritize trimming of mature trees and emergency responses.
FISCAL REVIEW:
The funding for the increase is available in the Fiscal Year 2022-23 Public Works Department operation budget. The department will be seeking an increase in its operating budget in future years for “Young Tree Care Program” to maintain newly planted trees.
LEGAL REVIEW:
The City Attorney’s Office has reviewed this report, prepared the Third Amendment to the MSA, and approves them both as to form.
CITY COUNCIL GOALS AND PRIORITIES:
This item supports the following City Council Goal:
• Strengthen the Public’s Safety and Improve the Quality of Life
CONCLUSION:
Staff recommends that City Council:
1. Approve the Third Amendment (Attachment 1) to the Maintenance Services Agreement with West Coast Arborists, Inc. (WCA), to provide maintenance of the City’s urban forest, increasing the annual compensation by $150,000 for an annual not to exceed amount of $778,679.04.
2. Authorize the City Manager and City Clerk to execute the proposed amendment and future amendments to the MSA.