AGENDA TITLE:
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Adopt a Resolution Authorizing an Increase of City Manager’s Change Order Authority by $400,000 and Execute Contract Amendment No. 3 for 2021-2023 Tree Maintenance Contract with West Coast Arborists, Inc., of Anaheim (PW)
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MEETING DATE:
May 21, 2025
PREPARED BY:
Public Works Director
recommendation
RECOMMENDED ACTION:
Adopt a resolution authorizing an increase of City Manager’s change order authority by $400,000 and execute Contract Amendment No. 3 for 2021-2023 Tree Maintenance with West Coast Arborists, Inc., of Anaheim to extend contract until June 30, 2026.
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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, Recreation and Cultural Services departments.
On April 21, 2021, the Council authorized the award for the 2021-2023 Tree Maintenance Contract (Resolution 2021-97). The original contract term was for 2 years with 3 one-year extensions if mutually agreed upon by both parties. The authorization also allowed the City Manager to execute change orders up to $80,000. Since award, Council has approved the City Manager to increase the City Manager’s change order authority by $1,790,324 over the duration of the contract. The additional change order authority was necessary due to storm event responses, contract extensions, the Council’s “one time fund” project for the Lodi Lake Fire Mitigation, and additional funding corresponding with Council approved annual budget expenditures.
Amendment No. 3, if approved, extends the contract through June 30, 2026. The addition of $400,000 to the City Manager’s change order authority will provide citywide tree maintenance funding through the contract term. This brings the total contract amount to $2,818,804.
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 $2,190,324 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 2025/26 budget.