SR - AGR-6299.1 - FIRST AMENDMENT TO AGREEMENT FOR TREE MAINTENANCE SERVICES1. SUBJECT
First Amendment to Tree Maintenance Services Agreement No. 6299 (Amendment), Bid No.
156 -05; with West Coast Arborist (WCA).
2. SUMMARY
This Amendment authorizes payment for extra services of $111,635 per year with a total annual
not to exceed amount of $725,000.
13. RECOMMENDED ACTION
1. Authorize the appropriation of $310,000 from the Sanitation (220) Unreserved Fund Balance
to expenditure account number 220.5025.51700.00000, Tree Services — Contractual Services.
2. Approve Amendment in an amount of $111,635, bringing the total amount of the contract to
$725,000 annually.
14. FISCAL IMPACT
Upon appropriation, funds will be available in the following accounts:
220.5025.51700.00000 Tree Services — Contractual Services $863,000
15. STRATEGIC PLAN GOAL(S)
lb. Provide for a safe community - Provide and maintain infrastructure necessary to ensure
public safety.
2a. Be a fiscally healthy community - Expend fiscal resources responsibly.
6 GENERAL PLAN IMPLEMENTATION
Growth Management Goal 6.0 Provide roadway corridors that are aesthetically pleasing and
contribute to a feeling of safety, security, and comfort for motorist, bicyclists, and pedestrians.
Policy 6.3: Provide lighting, landscape, street trees, and other appropriate scaled streetscape
features that accommodate all users on commercial corridors. Where appropriate, lighting
should be scaled for autos as well as pedestrians.
Infrastructure Goal 3.0 Ensure adequate maintenance of public rights -of -way to enhance public
safety and improve circulation.
Policy 3.2: Provide sufficient levels of street sweeping, landscaping, graffiti abatement,
shopping cart and bulk item removal from the streets, sidewalks, alleys, and other public rights -
of -way.
Urban Design Goal 1.0 Promote streetscapes that enhance the economic vitality and overall
visual quality of commercial corridors, support the circulation network, and support pedestrian -
scale streets and patterns of activity.
Policy 1.1: Enhance the streetscape along the City's major commercial corridors and other
major streets through coordinated public and private improvements to convey a positive image
of the district, contribute to its economic vitality and perception of the City, and improve visual
and physical transitions into adjacent neighborhoods. Streetscape design should include wide
sidewalks to accommodate unified landscaping, trees, lighting, paving, street furniture, and
other public improvements appropriate to the scale of the streets.
17. DISCUSSION and BACKGROUND
The current tree services agreement budget is $415,000. This budget was based on 2005 rates
under the WCA agreement that terminated December 31, 2015. In late 2015 staff requested bids
for trees services with a reduction in the scope of work to align with the FY15 -16 budget. Two
bids were received and reviewed and on December 8, 2015, the City Council awarded the current
five -year agreement with WCA. Therefore, the contract amount with WCS is $615,000. Due to
the significant cost increase associated with the bids in late 2015, the City Council authorized a
one -time appropriation of $200,000 to cover the difference in the budget and the contract award
amount.
In August 2015, Public Works initiated a study to look at the sanitation fund revenue, expenditures,
and rates. The study was completed and adopted by the City Council on June 11, 2017. The study
identified current revenue from the street tree fees at $863,000 of which $134,000 of this revenue
funds the salary and benefits of the Tree Services Coordinator. Staff's recommendation is to
increase the service level of the agreement to be consistent with the revenue generated by the street
tree fee ($729,000) dedicated to the contract. To accomplish this, staff is asking for $310,000 from
the unreserved 220 fund balance be appropriated to the Tree Services account
220.5025.51700.00000. This one time appropriation will allow staff to direct WCA to increase
tree trimming service levels to approximately 80% of the traditional FY 15 -16 tree trimming cycle.
Funding for the remaining three and half years on the contract will be requested through the
operating budget process.
ITEM 2 11/14/17
8. ATTACHMENTS
• First Amendment to Tree Maintenance Services Agreement