AGENDA TITLE:
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Adopt a Resolution Authorizing Increase of City Manager’s Change Order Authority by $400,000 to Execute Contract Amendment No. 2 for 2021-2023 Tree Maintenance Contract with West Coast Arborists, Inc., of Anaheim (PW)
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MEETING DATE:
May 1, 2024
PREPARED BY:
Public Works Director
recommendation
RECOMMENDED ACTION:
Adopt a Resolution Authorizing Increase of City Manager’s Change Order Authority by $400,000 to Execute Contract Amendment No. 2 for 2021-2023 Tree Maintenance Contract with West Coast Arborists, Inc., of Anaheim.
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BACKGROUND INFORMATION:
The Public Works Department manages an annual on-call contract that provides for structural pruning, maintenance trimming, stump grinding, emergency calls, removal of City trees, pest control, and tree planting at various locations throughout the City. This contract is heavily utilized by both the Public Works and Parks departments.
On April 21, 2021, the City Council authorized the award for the 2021-2023 Tree Maintenance Contract (Resolution 2021-97) to West Coast Arborists, Inc., of Anaheim. The authorization also allowed the City Manager to execute change orders up to $80,000. Since awarding the contract, Council has approved to increase the City Manager’s change order authority by $1,390,324 over the duration of the contract. The additional change order authority was necessary due to storm events’ responses, a contract extension, the Council’s “one-time fund” project for the Lodi Lake Fire Mitigation, and additional funding to match the approved budget.
Staff approached West Coast Arborists, Inc. (“WCA”), in regards to a potential contract extension for Fiscal Year 2024/25. WCA conditionally agreed to extend the contract through June 30, 2025 if a Consumer Price Index (CPI) adjustment was included to address the costs associated with substantial inflation. Staff proposed an increase of 3.33% to cover the costs of inflation and increasing minimum wage. WCA agrees with the proposal.
Staff recommends authorizing the increase of the City Manager’s change order authority by $400,000 to execute contract amendments for the 2021-2023 Tree Maintenance Contract with West Coast Arborists, Inc. This increases the City Manager’s total change order authority to $1,790,324 to include this contract extension, the previous change orders, and allows additional change orders to be authorized for the remainder of the contract. The additional change order authority, if approved, will be utilized for both Public Works and Parks tree maintenance contract needs.
STRATEGIC VISION:
5E. Infrastructure: Proactive infrastructure development for Sphere of influence & growth areas.
FISCAL IMPACT:
Citywide tree maintenance is essential for sustaining a healthy and safe urban forest.
FUNDING AVAILABLE:
Funding for this work will be adopted in the Fiscal Year 2024/25 budget.
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Charles E. Swimley
Public Works Director
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Andrew C. Keys
Interim City Manager