03.04 Tree Maintenance Agreement Amendment1. SUBJECT
First amendment to Tree Maintenance Services Agreement No. 6294 with West Coast Arborists,
Inc.
2. SUMMARY
This amendment increases the total not -to- exceed amount available for tree maintenance services
at all city facilities, parks, right of way landscapes, landscape assessment districts, and community
facilities districts by $65,000 annually, for a new total annual amount not -to- exceed $365,000. The
$65,000 increase for Fiscal Year 2017 -2018 is needed in the Santiago Hills Assessment District.
3. RECOMMENDED ACTION
Approve amendment with West Coast Arborists, Inc. for an annual increase of $65,000 and
authorize the Mayor and the City Clerk to execute on behalf of the City.
4. FISCAL IMPACT
Funds are available for the amendment in Fiscal Year 2017 -2018 (FY 18) as follows:
291.7026.51700.00000 Contractual Services $65,000
Funding for years four and five of the agreement are dependent upon approval of the annual
operating budget in these subsequent years.
5. STRATEGIC PLAN GOAL(S)
3. Enhance and promote quality of life in the community
a. Refurbish, maintain, develop and /or expand public use places and spaces.
6. GENERAL PLAN IMPLEMENTATION
Policy 6.3: Establish and maintain greenways, and pedestrian and bicycle connections that
complement the residential, commercial and open space areas they connect.
Policy 6.8: Maximize landscaping along streetscapes and within development projects to enhance
public health and environmental benefits.
7. DISCUSSION and BACKGROUND
Background
West Coast Arborists (WCA) was awarded a five -year agreement in January 2016 for tree
trimming and maintenance of the Community Services Department tree inventory. The current
agreement with WCA for the amount of $300,000 annually provides for tree maintenance at all
city facilities, parks, right of way landscapes, landscape assessment districts, and community
facilities districts. Services include regular trimming, emergency response to fallen or damaged
trees, special request trimming, removals, arborist assessments, and planting of new trees.
In the Santiago Hills Assessment District (SHAD), this specific inventory includes approximately
3,000 trees. Many of the trees in SHAD are large, mature pine and eucalyptus trees located along
paseos between and in close proximity to homes. Because of their size and proximity to homes,
more aggressive trimming is warranted.
Discussion
More aggressive trimming of the mature trees in SHAD requires additional work in the amount of
$65,000 for FY 18. Funds for this work are available within the existing SHAD budget. This
trimming is helpful to ensure a healthy and aesthetically pleasing tree canopy, as well as lessen the
probability of tree limbs and tree failures during wind events. This additional trimming is also
highly responsive to resident comments and requests.
This first amendment increases the annual compensation starting in FY 18 by $65,000 annually,
for a new total annual not -to- exceed amount of $365,000 for FY 18, FY 19 and FY 20. FY 18 is
dedicated solely to SHAD. $25,000, of the additional $65,000 annually, will be dedicated to SHAD
for FY 19 and FY 20. The remaining $40,000 for FY 19 and FY 20 will be available within the
contract to be used as needed throughout the entire Community Services Department inventory to
ITEM 2 04/10/18
be responsive to tree maintenance emergencies, unplanned removals of sick or dead trees, as well
as allows the Department to be responsive to a variety of tree needs as funds are available.
The new total five -year contract value will increase from not -to- exceed $1,500,000, to not -to-
exceed $1,695,000.
8. ATTACHMENTS - 77
First Amendment to Agreement No. 6294
Agreement No. 6294
ITEM 3 04/10/18
CITY COUNCIL MINUTES APRIL 10, 2018
2. PUBLIC COMMENTS (Continued)
Raul Rodriguez — spoke in support of President Trump.
Genevieve Peters — spoke in support of President Trump.
El Modena Friday Night Live — high school students promoting healthy lifestyles;
expressed their appreciation to the Orange Police Department for their efforts in conducting
checkpoints to reduce drunk driving and thanked local businesses for their efforts to serve
alcohol responsibly.
3. CONSENT CALENDAR
All items on the Consent Calendar are considered routine and are enacted by one motion
approving the recommended action listed on the Agenda. Any member of the City Council,
staff or the public may request an item be removed from the Consent Calendar for
discussion or separate action. Unless otherwise specified in the request to remove an item
from the Consent Calendar, all items removed shall be considered immediately following
action on the remaining items on the Consent Calendar.
3.1 Confirmation of warrant registers dated March 8, March 16, March 22, and March
30, 2018. (C2500.J.1.7)
ACTION: Approved.
3.2 City Council Minutes, Regular Meeting of March 13, 2018. (C2500.D.4)
ACTION: Approved.
3.3 Waive reading in full of all ordinances on the Agenda.
ACTION: Approved.
3.4 First amendment to Tree Maintenance Services Agreement No. 6294 with West Coast
Arborists, Inc. (A2100.0; AGR- 6294.1)
NOTE: Councilmember Nichols recorded an abstention due to a potential conflict with
employment.
ACTION: Approved amendment with West Coast Arborists, Inc. for an annual increase of
$65,000; and authorized the Mayor and the City Clerk to execute on behalf of the City.
3.5 First Amendment to Professional Services Agreement with Project Partners, Inc. for
temporary staffing services. (A2100.0; AGR- 6566.1)
ACTION: Approved a First Amendment to Professional Services Agreement with Project
Partners, Inc. in the amount of $20,000; and authorized the Mayor and City Clerk to execute
on behalf of the City.
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