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HomeMy WebLinkAboutAGENDA REPORT 2023 0517 CCSA REG ITEM 10ICITY OF MOORPARK, CALIFORNIA City Council Meeting of May 17, 2023 ACTION APPROVED STAFF RECOMMENDATIONS. BY A. Hurtado. I. Consider Amendments to Agreements with West Coast Arborists, Inc. for Tree Maintenance and Tree Pest Control/Arborist Services. Staff Recommendation: 1) Approve Amendment No. 3 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; and 2) Approve Amendment No. 2 to the contract with WCA for tree pest control and arborist 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.I. MOORPARK CITY COUNCIL AGENDA REPORT TO: Honorable City Council FROM: Jeremy Laurentowski, Parks and Recreation Director DATE: 05/17/2023 Regular Meeting SUBJECT: Consider Amendments to Agreements with West Coast Arborists, Inc. for Tree Maintenance and Tree Pest Control/Arborist Services SUMMARY Staff is requesting that the City Council approve Amendment No. 3 to the Agreement with West Coast Arborists, Inc. (WCA) for citywide tree maintenance services, and Amendment No. 2 to the Agreement with WCA for tree pest control and arborist services to extend the term of each agreement for one year and adjust the schedules 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) parks, landscape maintenance districts, 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 to the contract was executed in June of 2021 and implemented the first one-year extension, extending the term through June 30, 2022. In June of 2022 WCA requested a service rate adjustment of approximately 15% to accompany the second one-year term extension, citing increases in in the Consumer Price Index, labor costs, fuel costs, and Item: 10.I. 501 Honorable City Council 05/17/2023 Regular Meeting Page 2 significant cost increases for green waste diversion related to SB 1383, California’s Short- Lived Climate Pollutant Reduction Law. Amendment No. 2 to the contract was approved by City Council on June 15, 2022, extending the contract term through June 30, 2023, and incorporating the requested service rate adjustments. In November of 2021, the City approved a contract with WCA for pest control and arborist services. Services provided under this contract include monitoring the City’s tree inventory for destructive pests like the Invasive Shot Hole Borer (ISHB). ISHB is known to target several species of native trees, including and most notably Platanus racemosa, commonly known as California Sycamore, and has the potential to cause massive losses to the City’s tree inventory if not managed properly. Additionally, this contract covers certified arborist services to respond to other tree problems, inspect and prepare the annual High Street Pepper Tree Report and provide an annual inspection report for all the City maintained trees. The term of this contract was through June 30, 2022, with up to three optional one-year term extensions. In June of 2022 the City and WCA implemented the first one-year extension by executing Amendment No. 1 to the contract. The current term for both contracts ends on June 30, 2023, however both contracts are eligible for one-year extensions by mutually executed contract Amendment. DISCUSSION The City has benefited from the consistency of service provided to the City by consolidating all tree services under one provider. Services across both contracts are managed through WCA’s Arbor Access software, allowing staff to be more responsive to tree-related issues when they arise. Arbor Access also provides access to the City’s GIS- based tree inventory, which provides an up-to-date geographical listing of all City trees. Staff has been pleased with WCA’s performance under the current contracts and desires to execute the next available one-year term extensions to extend each contract through June 30, 2024. WCA is amenable to the term extension however they have requested an accompanying cost adjustment of approximately 5% due to operational cost increases related to labor, fuel, recycling and insurance premiums. The impact to service rates varies by service. Cost comparisons between prior year rates and the proposed rates for FY 2023/24 are listed in the tables below: 502 Honorable City Council 05/17/2023 Regular Meeting Page 3 Tree Maintenance Service Cost Comparison FY 2019/20 - FY 2023/24 Service/Unit Description Service Rates FY 2019/20 - FY 2021/22 Service Rates FY 2022/23 Proposed Service Rates FY 2023/24 Increase for FY 2023/24 General Pruning (per tree)84.15$ 96.75$ 101.58$ 4.83$ Clearance Pruning (per tree)30.80$ 35.40$ 37.15$ 1.75$ Tree & Stump Removal (per DBH in.)32.85$ 37.80$ 39.70$ 1.90$ Tree Only Removal (per DBH in.)22.55$ 26.00$ 27.30$ 1.30$ Stump Only Removal (per Diameter in.)12.30$ 14.00$ 14.70$ 0.70$ Tree Planting 15 Gal (per tree)102.60$ 118.00$ 124.00$ 6.00$ Tree Planting 15 Gal w/RootBarrier (per tree 125.15$ 144.00$ 151.00$ 7.00$ Tree Planting 24” Box (per tree)246.25$ 283.00$ 297.00$ 14.00$ Tree Planting 24” Box w/RootBarrier (per tr 266.75$ 306.75$ 322.00$ 15.25$ Tree Planting 36” Box (per tree)638.15$ 733.85$ 770.50$ 36.65$ Tree Planting 36” Box w/RootBarrier (per tre 666.90$ 767.00$ 805.35$ 38.35$ Crew Rental (per man hr.)79.00$ 90.85$ 95.40$ 4.55$ Emergency Crew Rental (per man hr.)97.45$ 112.00$ 117.60$ 5.60$ Optional Services Tree Inventory-Non-GPS (per tree site)-$ -$ -$ -$ Tree Inventory–GPS Based (per tree site)1.00$ 1.15$ 1.20$ 0.05$ Tree Pest Control & Arborist Services Cost Comparison FY 2021/22 - 2023/24 Service/Unit Description Service Rates FY 2021/22 - FY 2022/23 Proposed Service Rates FY 2023/24 Increase for FY 2023/24 Trap Construction and Monitoring (per trap)615.60$ 646.40$ 30.80$ Trap Monitoring (per mo.)102.60$ 107.75$ 5.15$ Trunk Spraying (per in. of trunk)2.55$ 2.70$ 0.15$ Soil Drench/Inject (per in. of trunk)2.55$ 2.70$ 0.15$ Trunk Injection - imidacloprid (per in. of trunk)14.00$ 14.70$ 0.70$ Trunk Injection - ememectin (per in. of trunk)118.00$ 124.00$ 6.00$ Arborist Inspection & Report (per hr.)144.00$ 151.00$ 7.00$ Staff believes that the new service rates are justifiable based on industry-related cost increases over the past year. No increase to the total contract value, or to the proposed Fiscal Year (FY) 2023/24 Operating Budget, will be required due to the proposed adjustments to the service rates. 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 FY 2023/24. It should be noted that the City realized significant savings in tree 503 Honorable City Council 05/17/2023 Regular Meeting Page 4 maintenance services by piggy-backing on the Ventura bid in 2019 and staff believes that WCA’s rates remain competitive, even with the requested rate adjustment. Although both contracts with WCA have been approved by the Council and the extensions do not require any adjustment to the total cost of the contract, the underlying terms of each contract would be modified with updated rate schedules. As a result, staff is seeking authorization from the City Council to execute Amendment No. 3 to the contract with WCA for citywide tree maintenance services and Amendment No. 2 to the contract with WCA for tree pest control and arborist services to adjust the schedules of compensation and extend the term of each contract for one additional year ending June 30, 2024. ENVIRONMENTAL DETERMINATION This action is exempt from the California Environmental Quality Act (CEQA) as it does not constitute a project, as defined by Section 15378 of the State CEQA Guidelines. Therefore, no further environmental review is required. FISCAL IMPACT As noted above, despite increased service rates from WCA, approval of the contract amendments is not anticipated to have any impact on the total contract value or planned expenditure for FY 2023/24. Adequate funding for tree maintenance, pest control and arborist services is included in the proposed budget for FY 2023/24. As a result, no additional appropriation is required at this time. COUNCIL GOAL COMPLIANCE This action does not support a current strategic directive. STAFF RECOMMENDATION 1. Approve Amendment No. 3 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; and 2. Approve Amendment No. 2 to the contract with WCA for tree pest control and arborist services, and authorize the City Manager to sign the Amendment, subject to final language approval of the City Manager. Attachment 1: Amendment No. 3 to Agreement with West Coast Arborists, Inc. for tree maintenances services Attachment 2: Amendment No. 2 to Agreement with West Coast Arborists, Inc. for tree pest control and arborist services 504 AMENDMENT NO. 3 TO AGREEMENT BETWEEN THE CITY OF MOORPARK AND WEST COAST ARBORISTS, INC., FOR TREE MAINTENANCE SERVICES This Amendment No. 3 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 __________________________________. 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, on June 21, 2022, 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 nine hundred sixty-two thousand five hundred dollars ($962,500) to a total contract value of one million three hundred twelve thousand five hundred dollars ($1,312,500), and documented said agreement to amend by jointly approving Amendment No. 2 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 revise the service rates and increase the compensation for services to be performed by Contractor from one million three hundred twelve thousand five hundred dollars ($1,312,500) by a value of three hundred fifty thousand dollars ($350,000) for a total contract value of one million six hundred sixty-two thousand five hundred dollars ($1,662,500), and document said agreement to amend by jointly approving Amendment No. 3 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, 2024, unless this Agreement is terminated or suspended pursuant to this Agreement.” ATTACHMENT 1 505 Amendment No. 3 to Professional Services Agreement between City of Moorpark and West Coast Arborists, Inc. Page 2 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. For the period of July 1, 2022, through June 30, 2023, compensation for the services to be performed shall be in accordance with Exhibit G. Beginning July 1, 2023, compensation for the services to be performed shall be in accordance with Exhibit H. 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, G, and H 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, G and H. Crew Rental rates shall be applied to specific tasks that fall outside of the general services identified in Exhibits C, F, G and H, 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.” 506 Amendment No. 3 to Professional Services Agreement between City of Moorpark and West Coast Arborists, Inc. Page 3 V.Remaining Provisions: Except as revised by this Amendment No. 3, all of the provisions of the Agreement shall remain in full force and effect. 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 507 Effective Date: Region Area: July 01, 2023 5.00% West - Class B/C Sincerely, Victor M. Gonzalez Vice President, Business Development Adjustment Requested: We at West Coast Arborists, Inc. are committed to offering you the quality, integrity, and customer service you expect and deserve from a tree care provider. We would like to take this opportunity to express our gratitude to you and your staff for your commitment to a thriving urban forest. We are approaching the end of the fourth year of the current agreement and have greatly appreciated your support and business relationship. Since the contract originated, we have realized substantial cost increases to our operations, particularly in labor, fuel, recycling, and insurance premiums. As a result, we respectfully request a slight cost adjustment of 5.00% based on the for the region from the previous calendar year, as published by the Department of Labor’s Bureau of Labor Statistics: We greatly appreciate your consideration in this matter through this time of growth and change. It is our goal to continue as your urban forest management and maintenance service provider.  Should you have any questions or require additional information, please do not hesitate to email me at  vgonzalez@wcainc.com  or call me at  (800) 521-3714. Tree Care Professionals Serving Communities Who Care About Trees www.WCAINC.com April 14, 2023 ATTN: JEREMY LAURENTOWSKI CITY OF MOORPARK 799 MOORPARK AVENUE MOORPARK, CA 93021 RE: Tree Maintenance Services performed by WCA, Inc. Dear Mr. Laurentowski, West Coast Arborists, Inc. 2200 E. Via Burton · Anaheim, California 92806 · 714.991.1900 · 800.521.3714 · Fax 714.956.3745 EXHIBIT H 508 1 General Pruning Each $101.60 2 Clearance Pruning Each $37.15 3 Tree and Stump Removal Inch $39.70 4 Tree Only Removal Inch $27.30 5 Stump Only Removal Inch $14.70 6 Plant 15 Gal w/o RB Each $124.00 7 Plant 15 Gal w/RB Each $151.00 8 Plant 24" Box w/o RB Each $297.00 9 Plant 24" Box w/RB Each $322.00 10 Plant 36" Box w/o RB Each $770.50 11 Plant 36" Box w/RB Each $805.35 12 GPS Tree Inventory Each $1.20 13 Crew Rental - per man Man Hour $95.40 14 Emergency Crew Rental - per man Man Hour $117.60 The proposed rates reflect a cost adjustment of 5% to help offset the increase in operating costs. CITY OF MOORPARK Item Schedule of Compensation for Year 2023 - 2024 Tree Maintenance Services performed by WCA, Inc. Description Unit Proposed Prices Printed on: 4/19/2023 5:20:26 AM Page 2 of 2 509 ATTACHMENT 2 AMENDMENT NO. 2 TO PROFESSIONAL SERVICES AGREMEENT BETWEEN THE CITY OF MOORPARK AND WEST COAST ARBORISTS, INC., FOR TREE PEST CONTROL AND ARBORIST SERVICES This Amendment No. 2 to the Agreement between the City of Moorpark, a municipal corporation (“City”), and West Coast Arborists, Inc., a corporation (“Consultant”), for tree pest control and arborist services (“Agreement”), is made and entered into on _______________________________________. RECITALS WHEREAS, on November 29, 2021, the City and Consultant entered into an Agreement to have the Consultant provide certified arborist and tree pest control services; and WHEREAS on June 21, 2022, the City and Consultant amended the Agreement to extend the term for one additional year and increase the compensation for services to be performed by Consultant from fifty thousand dollars ($50,000) to a total contract value of one hundred thousand dollars ($100,000); and WHEREAS, the City and Consultant now desire to amend the Agreement for an additional period; and WHEREAS, the City and Consultant now desire to amend the Agreement to revise the service rates and increase the compensation for services to be performed by Consultant from one hundred thousand dollars ($100,000) by a value of fifty thousand dollars ($50,000) for a total contract value of one hundred fifty thousand dollars ($150,000), 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 to June 30, 2024, unless this Agreement is terminated or suspended pursuant to this Agreement. Upon the mutual consent of both parties, the term of this Agreement may be extended for one (1) additional one (1) year period.” 510 Amendment No. 2 to Professional Services Agreement between City of Moorpark and West Coast Arborists, Inc. Page 2 II.Section 2, SCOPE OF SERVICES, is amended by replacing paragraph three in its entirety as follows: “Compensation for the services to be performed by Consultant shall be in accordance with Exhibits C through June 30, 2023. Beginning July 1, 2023, service rates shall be in accordance with Exhibit E. Compensation shall not exceed the rates or total contract value of fifty thousand dollars ($50,000) annually, which includes an annual contingency of seventeen thousand dollars ($17,000), as stated in Exhibits C and E, without a written Amendment to the Agreement executed by both parties. Payment by City to Consultant shall be in accordance with provisions of this Agreement.” III.Section 5, PAYMENT, is amended by replacing paragraph two in its entirety as follows: “The City agrees to pay Consultant monthly, in accordance with the payment rates and terms and the schedule of payment as set forth in Exhibits C and E, based upon actual time spent on the above tasks. This amount shall not exceed fifty-thousand-dollars ($50,000) annually, which includes an annual contingency of seventeen thousand dollars ($17,000), for the term of the Agreement unless additional payment is approved as provided in this Agreement.” IV.Remaining Provisions: Except as revised by this Amendment No. 2, all of the provisions of the Agreement shall remain in full force and effect. 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 511 Effective Date: Region Area: July 01, 2023 5.00% West - Class B/C Sincerely, Victor M. Gonzalez Vice President, Business Development Adjustment Requested: We at West Coast Arborists, Inc. are committed to offering you the quality, integrity, and customer service you expect and deserve from a tree care provider. We would like to take this opportunity to express our gratitude to you and your staff for your commitment to a thriving urban forest. We are approaching the end of the fourth year of the current agreement and have greatly appreciated your support and business relationship. Since the contract originated, we have realized substantial cost increases to our operations, particularly in labor, fuel, recycling, and insurance premiums. As a result, we respectfully request a slight cost adjustment of 5.00% based on the for the region from the previous calendar year, as published by the Department of Labor’s Bureau of Labor Statistics: We greatly appreciate your consideration in this matter through this time of growth and change. It is our goal to continue as your urban forest management and maintenance service provider.  Should you have any questions or require additional information, please do not hesitate to email me at  vgonzalez@wcainc.com  or call me at  (800) 521-3714. Tree Care Professionals Serving Communities Who Care About Trees www.WCAINC.com April 26, 2023 ATTN: JEREMY LAURENTOWSKI CITY OF MOORPARK 799 MOORPARK AVENUE MOORPARK, CA 93021 RE: Tree Pest Control & Arborist Services performed by WCA, Inc. Dear Mr. Laurentowski, West Coast Arborists, Inc. 2200 E. Via Burton · Anaheim, California 92806 · 714.991.1900 · 800.521.3714 · Fax 714.956.3745 EXHIBIT E 512 1 Trap Construction & Monitoring Each $646.40 2 Monthly Trap Monitoring Each $107.75 3 Trunk Spraying Inch $2.70 4 Soil Drench/Injection Inch $2.70 5 Trunk Injection - Imidacloprid Inch $5.40 6 Trunk Injection - Emamectin Inch $6.45 7 Arborist Inspection & Report - 6 hr min Man Hour $150.85 The proposed rates reflect a cost adjustment of 5% to help offset the increase in operating costs. CITY OF MOORPARK Item Schedule of Compensation for Year 2023 - 2024 Tree Pest Control & Arborist Services performed by WCA, Inc. Description Unit Proposed Prices Printed on: 4/26/2023 8:44:00 AM Page 2 of 2 513