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    37.    
City Council Regular
Meeting Date: 06/13/2017  
Submitted By: Mary Grunder, Management Analyst II

SUBJECT:
AMENDMENT NO. 4 TO WEST COAST ARBORIST AGREEMENT NO. A2014-49
RECOMMENDATION:
Authorize the execution of Amendment No. 4 to Agreement No. A2014-49 with West Coast Arborists (WCA) to extend the termination date to June 30, 2018.
BACKGROUND/ANALYSIS:
In an effort to renew all contracts exceeding five years and ensure that the City is receiving excellent service and competitive pricing, staff developed a Request for Proposal for Urban Forest Management Services. As a result of this process, WCA was selected and the City Council authorized Agreement No. A2014-49 on April 22, 2014. The term of this agreement is May 1, 2014 to June 30, 2017.
 
The contract covers the maintenance of over 42,000 trees in the City’s parks, open space and street-scape.  At the time of contract award, the budget for tree maintenance was $475,000.  In the FY 2015-16 budget, Council authorized a budget of $591,600 for the maintenance of the trees in order to relieve some of the backlog of tree work orders accumulating from the leaner budget years. Amendment No. 1, in the amount of $25,000, was issued to manage the urgent trimming and removals.  Staff requested Amendment No. 2 to increase contract authority to allow the continuation of needed tree maintenance up to the budget limit of $591,600.  Amendment No. 3 was approved in March 2017 to increase the not-to-exceed amount by $50,000 for a total annual not-to-exceed amount of $641,600.
 
WCA has proven to be very responsive to the tree maintenance issues in the City and are leaders in their industry.  With this amendment, WCA has agreed to retain the current pricing schedule approved three years ago.  Staff recommends renewing this agreement for an additional year.
ENVIRONMENTAL (CEQA) REVIEW:
The proposed project is categorically exempt from the requirements of the California Environmental Quality Act (CEQA) pursuant to Title 14 California Code of Regulations § 15301 (h) as a Class 1 categorical exemption (Existing Facilities). The project involves maintenance of existing landscape and is not anticipated to have any significant impacts with regard to traffic, noise, air quality, or water quality.
FISCAL IMPACT:
This is not a commitment to spend, rather an approval of the contract authority. The costs will be funded by the various Parks and Landscape and General Fund fiscal year 2017-2018 budget in accordance with the work needed in those areas.
 
REVIEWED BY OTHERS:
This item has been reviewed by the Finance Director and Contract Compliance Officer.
 
Attachments
Amendment No. 4

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