City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
It is respectfully recommended the City Council authorize entering into a new five-
year agreement with West Coast Arborists (WCA) for tree trimming services
throughout Culver City.
BACKGROUND:
Since 1993, Culver City has utilized the services of WCA to provide tree trimming
throughout the City. The initial agreement expired in 1996 and the City entered into
a new agreement with WCA following a formal competitive bid process. This
agreement recently expired on June 30, 2006.
Throughout the years, WCA has gained a reputation as a competent, conscientious
contractor and staff has been impressed with their professionalism and high quality
tree maintenance services. Additionally, numerous compliments from the
community have also been received. As their experience in Culver City has
increased, WCA has become more efficient and knowledgeable about the City’s tree
population.
DISCUSSION:
Throughout previous agreements with WCA, the City of Culver City has taken
advantage of competitive rates provided by WCA. These competitive rates have
been possible due to WCA’s extensive experience and knowledge of the City’s tree
population and the fact that WCA has a yard located nearby in Beverly Hills. The
close proximity of WCA’s yard and the fact that they have a large contract in Beverly
Meeting Date: August 28, 2006 Item Number: A-5
AGENDA ITEM: Award a New Five-year Agreement to West Coast Arborists for
Tree Trimming Services.
Contact Person/Dept:
Eric Mirzaian
Public Works-Maintenance Operations
Phone Number:
(310) 253-6410
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [X] Attachments: [X]
Public Notification:
Master Notification List on 8/23/06; West Coast Arborists on 8/21/2006
Department Approval:
Charles D. Herbertson 8/16/06
City Manager Approval:
Martin Cole for Jerry Fulwood 8/22/06
City Controller Approval:
Marlee Chang 8/21/06City of Culver City, California
City Council Agenda Item Report
Hills and other nearby cities has allowed WCA to have low production costs and
these low costs have translated into savings for the City.
The Public Works Department has continued to maintain one in-house tree trimming
crew (4 crew members & 1 Pest Control Technician who serves as crew leader) to
supplement the services provided by WCA. During Fiscal Year 2005-06, WCA
trimmed approximately 2,600 trees, while 1,300 trees were trimmed by the Public
Works Department.
In July of 2006, WCA submitted a new five year proposal to the City. The new
proposal represents a ten percent (10%) increase over the tree trimming rates that
are currently paid by the City. Over the last ten years, the costs of labor, fuel,
equipment and insurance have increased significantly. The proposed increase is
designed to address these operating cost increases. The new proposal includes
trimming for seven of the most common species throughout the City (Jacaranda,
Podocarpus, Southern Magnolia, Canary Island Pine, Washington Palms, Ficus, and
Chinese Elm) at a specific trimming frequency recommended for each of these
species as outlined in WCA’s proposal, the grid pruning of all other trees throughout
the City based on a five-year pruning cycle, and all other miscellaneous services
including stump removal and tree planting. The new proposal will also include the
development of an urban forestry website by WCA, which will allow residents to
review maintenance schedules and look up information about the trees on their
street such the last time it was trimmed and the next scheduled trim. Access to this
website will be by way of link from the City’s website.
A survey comparing the proposed agreement to the trimming contract services
provided to other nearby municipalities yielded the following results for the average
trimming cost per tree:
Culver City: $84/tree-species trimming (medium variety trees)
$172/tree-species trimming (large variety trees)
$50/tree-Washingtonia Palm trimming
$95/tree-grid pruning
Burbank: $144/tree-species trimming
$49/tree-palm tree trimming
$39/tree-grid pruning
Beverly Hills: $40/tree-species trimming (small variety trees)
$100/tree-species trimming (medium variety trees)
$200/tree-species trimming (large variety trees)
$50/tree-Washingtonia Palm trimmingCity of Culver City, California
City Council Agenda Item Report
Santa Monica: $144/tree-full trimming
$40/tree-clearance trimming
Based on the above, Staff believes that WCA’s proposal is reasonable and
competitive. Also, it should be noted that WCA’s proposal is for the same price over
the next five years. With contract costs increasing for other cities over the next five
years, this comparison should become more favorable to Culver City over time.
Staff is recommending the City Council authorize the extension of the agreement
with WCA by waiving the formal competitive bidding process. Staff has consistently
received a high level of service from WCA. Additionally, WCA’s knowledge and
experience with Culver City’s tree population and the close proximity of their yard in
Beverly Hills serves as an advantage over other firms by allowing WCA to provide a
more cost-effective and responsive service to the City.
FISCAL ANALYSIS:
The cost of the proposed agreement will be $480,317 annually (Fiscal Year 2006-07
through 2010-11) and includes the trimming of approximately 2,500 species trees
and the grid pruning of approximately 1,500 trees annually in addition to the stump
removal and the planting of new trees.
Funding for the tree trimming services provided by WCA will be through the following
Public Works Department-Tree Maintenance Section account:
10161600.619800
ATTACHMENTS:
1. WCA Tree Trimming Proposal.
MOTIONS:
That the City Council:
1. Authorize entering into a new five-year agreement with West Coast Arborists for
tree trimming services throughout the City in accordance with their new proposal.
2. Direct the City Attorney to prepare the necessary documents and authorize the
City Manager to approve the documents.
MEETING DATE: 08/28/06
AGENDA ITEM:
Award a New Five-year Agreement to West Coast
Arborists for Tree Trimming Services.
ATTACHMENTS
Pages
•
WCA Tree Trimming Proposal
1-4TrEe Care Prcf .
fessionals Seniing Convnunitfes Who Care Abrna Trees
www.WCAINC.com
/13/2006 10: 58 7149921027
WCA INC
PAI5E 02/04
July 13, 2006
Mr. Charles Herbertson
Director of Public Works
City of Culver City
9505 W Jefferson
Culver City CA 90232
RE: Tree Maintenance Agreement
Dear Mr. Herbertson,
West Coast Arborists (WCA) is pleased to provide tree-pruning services for the City of Culver
City. Over the past 12 years, the City of Culver City has been a favored client of WCA
because of its dedicated commitment to providing quality urban forestry maintenance to its
residents and business owners_
In 1993 the City entered into an agreement with WCA for tree maintenance services. In
1996, the City approved a long-term contract extension with a 20% discount price on all
"Full Trims" with the remainder of the Price Schedule staying the same. With the term of
the contract expiring on June 30, 2006, we would like to offer the City an extension to the
contract_
We propose a contract extension of five (5) additional years until Fiscal Year 2011-2012. We
understand the City has the right to terminate the contract without cause, upon 30 day
written notice. Additionally, with labor, fuel, and insurance costs increasing substantially
over the past 12 years, we respectfully request a 10% increase on all unit prices. We agree to
hold these prices for the five year period. Attached for your review is a proposed Price
Schedule_
Until a contract extension is approved by City Council, WCA agrees to provide any tree
maintenance services the City may have under the current rates for a period of 60 days.
As part of the contract extension, WCA agrees to assist the City in developing its Urban
Forestry vvebsite as a component of the City's main Website at no additional cost.
Understanding the City's strive to maintain a modernized website, we propose to update the
City's urban Forestry website including a "Resident Module' which allows residents to
review maintenance schedules and look up certain tree information.
Page 1 of 2
West Coast Arborists, Inc.
a Burton
Streei * Anaheim, CA 92806 • 714 991.1900 • 800.521 3714 • Fax 714.5.i74507/13 r 2U05 11J:58 7149311027
tr,ICA INC
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Tree Care Profe.T.Tipnals 5erping Communities 147/7.0 Care About TrEcs
www.WCAINC.com
City of Culver City
July 13, 2006
Page 2 of 2
Listed below are samples of features that can be incorporated in the website.
• Urban Forestry homepage
• Top 25 Species (include alternating photos of the tree species)
? Species List
? Tree Planting Diagrams
• Street Tree Ordinance
? Frequently Asked Questions (FAQ)
? Industry-related website links
? Contact Information
Each page will appear very similar to main website and will include tree photos. The photos
will alternate each time you enter a page.
Thank you for your consideration and we look forward to continuing the excellent working
relationship between the City of Culver City and WCA.
Sincerely,
678-------' Victor M. Gonzalez
Director of Marketing
Ar6
West Coast Ati)()rists,
so rton Street • Anaheim, CA 92506 • 714,991.1900 • 800,521.3714 • Fox 714,956 3745Trcc care Profe?.5winnals Scrving Cornmunitics
Who Care About Trec.s.
www.WCAIINIC, corn
07/1V2006 19:E8 7143911027
WCA INC
PAGE 04/04
CITY OF CULVER CITY
TREE MAINTENANCE SERVICES
SCHEDULE OF COMPENSATION
CURRENT PROPOSED
UNIT PRICES
ITEM DESCRIPTION /UNIT UNIT PRICES
1 Full Trim 0-6" dsh Each 36.00 39.60
2 Full Trim 7-16" dsh Each 76.00 83.60
3 Full Trim over 16 dsh Each 156.00 171.60
4 Clearance Trim 0-6" dsh Each 15_00 16.50
5 Clearance Trim 7-16' dsh Each 25.00 27.50
6 Clearance Trim over 16" dsh Each 33.00 38.50
7 Trim Coco Palm Each 20.00 22.00
8 Trim Washingtonia Palm Each 45_00
49.50
9 Trim Date Palm Each 95.00 104.50
10 Tree Stump Removal Dia, Inch
$ 13.00 14.30
11 Tree Only Removal Dia. Inch 9.00 9.90
12 Stump Only Removal Dia. Inch 4.00 4,40
Tree Planting:
13 15 gallon tree w/ Barrier
Each 95.00 $ 104.50
14 24 inch box tree w/ Barrier Each $ 195.00 $ 214.50
15 36 inch box tree w/ Barrier Each $ 700.00 $ 770.00
16 Root Pruning Linear Foot 6_00 6-60
17 Crew Rental Per hour 100.00 110.00
(3 men w/ equipment)
18 Emergency Response Per hoiir 200.00 $ 220.00
19 Tree Watering Daily 240_00 $ 264.00
dsh diameter at standard height
Prices have been in effect since 1996. Current 'Tull-Trim" prices included a 20%
discount from original bid_
Proposed unit prices include an increase of 10% and is rounded in the nearest tenth
of a dollar. The proposed unit. prices are valid for five (5) years.
West Coast Arborists, inc.
t, • c'e- 714.991_1900 • 800.521.371
4 • Fox 7121,956.3745Total:
Species Pruning
Work Descriptions
8,269 2,535
Unit Unit Price Extended Total
Qty
341 Each
Each 1,578
Full Pruning 7-16" dbh
Full Pruning over 16" dbh
617 Each Washing-tonia Palm Pruning
28,456.80
270,561.26
30,516.75 $ 49.50
Top 7 Tree Species
Common Name Qty Pruning Cycle Trees/Year
Jacaranda 612 3 Years 204
Podocarpus 684 5 Years 137
Southern Magnolia 821 5 Years 164
Canary Islqnd Pine 1,124 4 Years 281
Washingtonia Palms 1,233 2 Years 617
Ficus 1,591 4 Years 398
Chinese Elm 2,204 3 Years 735
Species Pruning Budget Subtotal:
329,534.81
PLUS
#-Year Pruning Cycle Budget Subtotal;
Total Remaining City Trees 7,231
# of Trees Approx. FY Budget
2-Year Pruning Cycle: 3,616 343,472.50
3-Year Pruning Cycle: 2,410 228,981.67
4-Year Pruning Cycle: 1,808 171,736.25
5-Year Pruning Cycle: 1,446 137,389.00
6-Year Pruning Cycle: 1,205 114,490.83
ADDITIONAL SERVICES:
Tree & Stump Removal Inch $ 14.30 500 7,150.00
Tree Planting - 15-gallon Each $ 104.50
95
2,612.50
Stump Removal Inch $ 4.40 200 880.00
Crew Rental Hour $ 110.00 25 2,750.00
Additional Services Subtotal: 13,392.50
Species Pruning + 2-Yr Cycle + Adel Services
Species Pruning + 3-Yr Cycle + Addt'l Services
Species Pruning + 4-Yr Cycle + Addt tl Services
Species Pruning + 5-Yr Cycle + Addt tl Services
Species Pruning + 6-Yr Cycle + Addel Services
$ 686,399.81
$ 571,908.98
$ 514,663.56
480,316.31
$ 457,418.14
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