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Home My WebLink AboutAGENDA REPORT 2022 0615 CCSA REG ITEM 10ECITY OF MOORPARK, CALIFORNIA City Council Meeting of June 15, 2022 ACTION APPROVED STAFF RECOMMENDATION. BY A. Hurtado. E. Consider Amendment to Agreement with West Coast Arborists, Inc. for Tree Maintenance Services. Staff Recommendation: Approve Amendment No. 2 to Agreement with West Coast Arborists, Inc. for tree maintenance services, and authorize the City Manager to sign the Amendment, subject to final language approval of the City Manager. (Staff: Jeremy Laurentowski, Parks and Recreation Director) Item: 10.E. MOORPARK CITY COUNCIL AGENDA REPORT TO: Honorable City Council FROM: Jeremy Laurentowski, Parks and Recreation Director BY: Leland Baxter, Parks and Facilities Supervisor DATE: 06/15/2022 Regular Meeting SUBJECT: Consider Amendment to Agreement with West Coast Arborists, Inc. for Tree Maintenance Services SUMMARY Staff is requesting that the City Council consider Amendment No. 2 to the Agreement with West Coast Arborists, Inc. (WCA) for citywide tree maintenance services to extend the term for one year and adjust the schedule of compensation. BACKGROUND In September of 2019, the City Council approved a contract with WCA to provide general tree maintenance services for the approximately 14,000 trees located in the City of Moorpark’s (City) various landscape maintenance districts, parks and other City- maintained properties. The contract award was based on the results of a request for proposals (RFP) issued earlier that year by the City of San Buenaventura (Ventura) for equivalent tree maintenance services. The Ventura RFP included an Optional Cooperative Purchase Agreement clause which made it possible for Moorpark to piggy- back on the contract award resulting from that RFP. Ventura awarded a contract to WCA based largely on the fact that they offered the lowest cost service proposal. WCA was agreeable to providing tree maintenance services for the City at the service rates proposed in the Ventura RFP, which provided the City with savings of 15% to 30% over the prior rates. The contract that the City established with WCA had an initial term ending June 30, 2021, with the option to extend the term for up to three additional one- year periods. Amendment No. 1 was approved by City Council and executed on June 9, 2021, extending the term through June 30, 2022. Item: 10.E. 1187 Honorable City Council 06/15/2022 Regular Meeting Page 2 DISCUSSION Staff has been pleased with WCA’s performance under the tree maintenance service contract and desires to execute the second of the optional one-year term extensions to extend the contract through June 30, 2023. WCA is amenable to the term extension however they have requested a cost adjustment of approximately 15%, based on changes in the Consumer Price Index (CPI), increased labor costs, increased fuel costs, and significant cost increases for green waste diversion related to SB 1383, California’s Short-Lived Climate Pollutant Reduction Law. The impact to service rates varies by service. For example, the cost for general pruning would increase by $12.60 per tree, tree and stump removal would increase by $4.95 per diameter inch, and fifteen (15) gallon tree planting would increase by $15.40 per tree. The complete cost comparison is listed in the table below: Tree Maintenance Service Cost Comparison FY 2021/22 - FY 2022/23 Service/Unit Description Unit Unit Price FY 2021/22 Unit Price FY 2022/23 Increase General Pruning Per Tree 84.15$ 96.75$ 12.60$ Clearance Pruning Per Tree 30.80$ 35.40$ 4.60$ Tree and Stump Removal Per DBH In.32.85$ 37.80$ 4.95$ Tree Only Removal Per DBH In.22.55$ 26.00$ 3.45$ Stump Only Removal Per Diameter In 12.30$ 14.00$ 1.70$ Tree Planting 15 Gallon Per Tree 102.60$ 118.00$ 15.40$ Tree Planting 15 Gallon w/ RootBarrier Per Tree 125.15$ 144.00$ 18.85$ Tree Planting 24” Box Per Tree 246.25$ 283.00$ 36.75$ Tree Planting 24” Box w/ RootBarrier Per Tree 266.75$ 306.75$ 40.00$ Tree Planting 36” Box Per Tree 638.15$ 733.85$ 95.70$ Tree Planting 36” Box w/ RootBarrier Per Tree 666.90$ 767.00$ 100.10$ Crew Rental (3 or 4-man crew)Per Man Hour 79.00$ 90.85$ 11.85$ Emergency Crew Rental (3 or 4-man crew)Per Man Hour 97.45$ 112.00$ 14.55$ Optional Services Tree Inventory (Non-GPS)Per Tree Site -$ -$ -$ Tree Inventory–GPS Based Data: Per Tree Site 1.00$ 1.15$ 0.15$ Staff feels that the new service rates are justifiable based on current cost increases and is not requesting an increase to the total contract value, or an increase to the Fiscal Year 2022/23 Operating Budget as a result of the proposed adjustment to the schedule of compensation rather, the City will absorb the increased service costs by reducing the number of trees to be maintained. The cost increase will ultimately result in approximately 15% less trees that will be maintained over the next twelve months. However, staff has been able to complete significant tree maintenance services over the last several years and feels confident that the cost increase will not severely impact tree maintenance operations as we move into 2023. It should be noted that the City saved over 15% in tree maintenance service 1188 Honorable City Council 06/15/2022 Regular Meeting Page 3 rates annually when we piggy-backed the Ventura bid in 2019, and that the requested Amendment with WCA is comparable to the rates established by the prior contract that was executed in 2014. Although the contract with WCA was approved by the Council in 2019, and the extension does not require any adjustment to the total cost of the contract, the underlying terms of the contract would be modified by replacing the original rate schedule with the new schedule of compensation. As a result, staff is seeking authorization from the City Council to execute Amendment No. 2 to the Agreement with WCA to incorporate the new schedule of compensation and extend the term for one additional year ending June 30, 2023. FISCAL IMPACT As noted above, despite increased service rates from WCA, approval of Amendment No. 2 to the Agreement with WCA is not anticipated to have any impact on the total contract value or planned expenditure for FY2022/23. Adequate funding for tree maintenance services is included in the proposed budget for Fiscal Year 2022/23. As a result, no additional appropriation is required at this time. COUNCIL GOAL COMPLIANCE This action is consistent with City Council Strategy 6, Goal 2, Objective 2 (6.2.2): “Develop a Tree Master Plan and Maintenance Plan including tree inventory and mapping by June 30, 2021.” STAFF RECOMMENDATION Approve Amendment No. 2 to Agreement with West Coast Arborists, Inc. for tree maintenance services, and authorize the City Manager to sign the Amendment, subject to final language approval of the City Manager. Attachment: Draft Amendment No. 2 to Agreement with West Coast Arborists, Inc. for Tree Maintenance Services 1189 AMENDMENT NO. 2 TO AGREEMENT BETWEEN THE CITY OF MOORPARK AND WEST COAST ARBORISTS, INC., FOR TREE MAINTENANCE SERVICES This Amendment No. 2 to the Agreement between the City of Moorpark, a municipal corporation (“City”), and West Coast Arborists, Inc., a corporation (“Contractor”), for tree maintenance services (“Agreement”), is made and entered into on this ___ day of ____________________, 2022. RECITALS WHEREAS, on September 27, 2019 the City and Contractor entered into an Agreement to have the Contractor provide tree maintenance services at various City landscape maintenance districts, parks and properties; and WHEREAS, on June 9, 2021 the City and Contractor amended the Agreement to extend the term for one additional year and increased the compensation for services to be performed by Contractor from six hundred twelve thousand five hundred dollars ($612,500) to a total contract value of nine hundred sixty-two thousand five hundred dollars ($962,500), and documented said agreement to amend by jointly approving Amendment No. 1 to the Agreement; and WHEREAS, the City and Contractor now desire to amend the Agreement for an additional period; and WHEREAS, the City and Contractor now desire to amend the Agreement to increase the compensation for services to be performed by Contractor from nine hundred sixty-two thousand five hundred dollars ($962,500) by a value of three hundred fifty thousand dollars ($350,000) for a total contract value of one million three hundred twelve thousand five hundred dollars ($1,312,500), and document said agreement to amend by jointly approving Amendment No. 2 to the Agreement. NOW, THEREFORE, it is mutually agreed by and between the parties to the Agreement as follows: I. Section 1, TERM, is amended by replacing this section in its entirety as follows: “The term of the Agreement shall be from the date of execution until June 30, 2023, unless this Agreement is terminated or suspended pursuant to this Agreement. Upon mutual consent of both parties, the term of this Agreement may be extended by a written amendment executed by both parties for one (1) additional one (1) year period.” II. Section 2, SCOPE, is amended by replacing paragraph two in its entirety as follows: “Compensation for the services to be performed by Contractor shall be in accordance with Exhibit C through June 30, 2021. For the period of July 1, 2021 through June 30, 2022 compensation for the services to be performed shall be in accordance with Exhibit F. Beginning July 1, 2022 ATTACHMENT 1190 Amendment No. 2 to Agreement between City of Moorpark and West Coast Arborists, Inc. Page 2 compensation for the services to be performed shall be in accordance with Exhibit G. Compensation shall not exceed the rates or value of two hundred sixty-two thousand five hundred dollars ($262,500) for the initial period ending June 30, 2020. Compensation shall not exceed the rates or value of three hundred fifty thousand dollars ($350,000) annually for every year thereafter, including any contract extensions, without a written amendment to the Agreement executed by both parties. Payment by City to Contractor shall be in accordance with the provisions of this Agreement.” III.Section 5, PAYMENT, is amended by replacing paragraph two in its entirety as follows: “The City agrees to pay Contractor monthly, in accordance with the payment rates and terms and the schedule of payment as set forth in Exhibits C, F and G, based upon actual time spent on the above tasks. This amount shall not exceed two hundred sixty-two thousand five hundred dollars ($262,500) for the initial period ending June 30, 2020. Compensation shall not exceed the rates or value of three hundred fifty thousand dollars ($350,000) annually for every year thereafter, for the total term of the Agreement unless additional payment is approved as provided in this Agreement.” IV.Exhibit B, Section E, CREW RENTAL, is amended by replacing this section in its entirety as follows: “Contractor shall provide, at no additional cost, all staff, vehicles and equipment necessary perform the general and clearance pruning, tree and/or stump removal, and tree planting services (with or without rootbarrier) at the unit prices indicated in Exhibits C, F and G. Crew Rental rates shall be applied to specific tasks that fall outside of the general services identified in Exhibits C, F and G, including, but not limited to: specialty pruning defined by the City Representative, extensive vegetation removal and/or clearance pruning, tree removals requiring special arrangements and/or equipment, and emergency services.” V.Remaining Provisions: Except as revised by this Amendment No. 2, all of the provisions of the Agreement shall remain in full force and effect. 1191 Amendment No. 2 to Agreement between City of Moorpark and West Coast Arborists, Inc. Page 3 In Witness Whereof, the parties hereto have caused this Amendment to be executed the day and year first above written. CITY OF MOORPARK WEST COAST ARBORISTS, INC. _______________________________ _______________________________ Troy Brown City Manager Patrick Mahoney President Attest: _______________________________ Ky Spangler City Clerk 1192 EXHIBIT G TREE MAINTENANCE SERVICES SCHEDULE OF COMPENSATION -BEGINNING JULY 1, 2022 - Price Per Service/Unit: Service/Unit Description Unit Unit Price General Pruning Per Tree $ 96.75 Clearance Pruning Per Tree $ 35.40 Tree and Stump Removal Per DBH Inch $ 37.80 Tree Only Removal Per DBH Inch $ 26.00 Stump Only Removal Per Diameter Inch $ 14.00 Tree Planting 15 Gallon w/o RootBarrier Per Tree $ 118.00 Tree Planting 15 Gallon w/ RootBarrier Per Tree $ 144.00 Tree Planting 24” Box w/o RootBarrier Per Tree $ 283.00 Tree Planting 24” Box w/ RootBarrier Per Tree $ 306.75 Tree Planting 36” Box w/o RootBarrier Per Tree $ 733.85 Tree Planting 36” Box w/ RootBarrier Per Tree $ 767.00 Crew Rental: 3 or 4-man crew including pickup, aerial lift, chipper and chipper truck Per Man Hour $ 90.85 Emergency Crew Rental: 3 or 4-man crew including pickup, aerial lift, chipper and chipper truck Per Man Hour $ 112.00 Optional Services Tree Inventory (Non-GPS): Standard (Non-GPS) tree inventory completed as work progresses. The foreman will record the tree site data and submit the information for processing along with monthly billing. Within one (1) year. Per Tree Site $ 0.00 Tree Inventory – GPS Coordinate Based Data: Tree inventory involving the collection of the tree inventory using Global Positioning System (GPS) Coordinates. Per Tree Site $ 1.15 1193