City of Culver City, California
Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council approve a new five year Professional Services
Agreement with West Coast Arborists (WCA) for citywide tree trimming services.
BACKGROUND:
Since 1996, the City has maintained a contract with WCA for citywide tree trimming.
The current contract with WCA was extended in 2006 by action of the City Council
and is due to expire on June 30, 2011. Up until last year, the current contract
covered the trimming of approximately 80% of the City’s trees, as well as, a variety
of additional services; while an in-house crew handled the remaining 20% of the tree
trimming.
The City Council amended the current contract in June 2010 to increase the amount
of the contract by $171,663 to bring the total annual cost for this current fiscal year
to $651,979. The amendment increased the scope of work performed by WCA after
the work done by the in-house crew was contracted out to WCA as part of last fiscal
year’s budget reductions.
DISCUSSION:
WCA has presented a proposal to the City for a new five-year agreement. In their
proposal, WCA agrees to hold the current prices for all services for fiscal years
Meeting Date: 05/23/2011 Item Number: C-12
CITY COUNCIL AGENDA ITEM: Approval of a New Professional Services
Agreement with West Coast Arborists for Citywide Tree Trimming Services for a
Term of Five Years.
Contact Person/Dept.:
Eric Mirzaian/Public Works
Phone Number: (310) 253-6410
Fiscal Impact: Yes [x] No [] General Fund: Yes [x] No []
Public Hearing: [] Action Item: [] Attachments: [X]
Public Notification: Agenda and Meetings - City Council (05/19/11); West Coast
Arborists, Inc and Audubon Society (05/16/11)
Department Approval:
Charles D. Herbertson(05/12/11)
City Attorney Approval:
Carol Schwab (by H. Baker) (05/18/11)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (05/18/11)
City Manager Approval:
John M. Nachbar (05/19/11) City of Culver City, California
Agenda Item Report
2011/12 through 2013/14; while applying a cost adjustment of three percent for each
of fiscal years 2014/15 through 2015/16 to account for inflation. Additionally, as part
of the new agreement, WCA will complete a GPS street and parkway tree inventory
at no additional cost. This feature, called Arbor Access, is already utilized by City
staff to view the urban forest’s inventory and work history;however, the inventory
information is over ten years old. WCA will update the inventory and will include
new information pertaining to tree grates and sidewalk damage caused by City trees
which will provide additional valuable information to the Public Works Department.
Additionally, WCA will assist the City in updating its urban forestry website at no
additional cost. This enhanced website will allow residents to review
maintenance/trimming schedules for their areas and look up certain tree information,
such as tree species type, tree planting specifications, and FAQ’s . This enhanced
website will obtain information from the aforementioned Arbor Access system so that
the information available to the public will be current.
Staff has worked with representatives of the local Audubon Society to develop a tree
trimming schedule and practices that will be more protective of birds and other
wildlife. The proposed agreement will indicate that no scheduled tree pruning will
take place during March and April in order to avoid disturbing bird nests during this
peak nesting period. WCA will continue to inspect all trees for active nests. Trees
that are found to have active nests will not be trimmed until a later date when the
nest is no longer active.
Per Culver City Municipal Code Section 3.07.085, professional services are exempt
from competitive bidding provided the contract is based on competitive quotations
whenever practical, as determined by the City Manager. Given the recent increases
in labor and fuel costs, this proposal is highly competitive. When the existing
agreement was amended in June of 2010, staff conducted research to compare the
unit prices proposed for Culver City to those of other nearby municipalities. The
proposed unit prices provided by WCA to Culver City (~$40-172 per tree trimmed
depending on tree diameter) was favorable compared to Beverly Hills (~$40-200 per
tree trimmed depending on tree diameter), and considerably lower than Santa
Monica (~$144 per tree trimmed) and West Hollywood (~$65-195 per tree trimmed).
Over the years, staff has been impressed with WCA’s professionalism and high
quality tree maintenance services. Additionally, WCA’s tenure with the City has
resulted in a vast knowledge of the City’s tree population.
FISCAL ANALYSIS:
Should the City Council approve this proposal, the contract amount will be $651,979
per year. The cost adjustment to account for inflation will be added for the fourth
and fifth years making the contract amounts for those two years $671,539 and City of Culver City, California
Agenda Item Report
$691,685 respectively. Funding has been requested as part of the City Manager’s
Proposed Budget for Fiscal Year 2011/2012 in the Tree Maintenance-Other
Contractual Services account (10161600.619800).
ATTACHMENTS:
1. March 21, 2011 letter from WCA to the City of Culver City
2. WCA pricing schedule
MOTION:
That the City Council:
1. Approve a five year professional services agreement with West Coast Arborist in
the amount of $651,979 per year for the first three years, $671,593 in year four
and $691,685 in year five; and,
2. Authorize the City Attorney to review/prepare the necessary documents; and,
3. Authorize the City Manager to execute such documents on behalf of the City.
MEETING DATE:
AGENDA ITEM:
Proposal letter dated March 21, 2011
2 Pricing schedule
Pages
1-2
3
1
05/23/11
Approval of Entering into a New Professional Services
Agreement with West Coast Arborists for Citywide Tree
Trimming Services and Related Budget Ammendment.
ATTACHMENTS Tree CO:7:f.! Comar11771- 11-eS 1;o - Care About Trees
www.WCANC c - om
March 21, 2011
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, Inc. (WCA) appreciates the hard work that you and your staff have
provided during the past 15 years to help make the tree maintenance program a huge success
for the residents of Culver City. Since 1996, we have worked with City staf Ito develop a "team
effort" approach in the care of the City's Urban Forest annually, while maintaining the rates the
same during the last five years.
The term of the current Agreement is set to expire on June 30. To prornOte stability and
guarantee residents with quality tree care and customer service for years to: come, we would
like to express our interest in continuing the Agreement for five (5) additional years.
Additionally, in an effort to help offs:et the current economic situation,
WCA agrees to hold the
prices for fiscal years 2011-12, 20.12-13 and 2013-14. For the remaining two years ; we
respectfully request a cost adjustment based on the Consumer Price index (CPI).
As part of a contract extension, WCA offers a complete GPS Street and park tree inventory at no
additional cost (valued at $60,0004 This will include inventorying tree grates and sidewalk
damage caused by City trees. WCA will continue to provide access to our web-based tree
inventory program called ArborAccess with unlimited software support and training during the
entire length of the contract.
Additionally, \A/CA offers to assist the City in updating its Urban Forestry website as a
component of the City's main website also at no additional cost We propose to include a
'Resident Module" which allows residents to review maintenance schedules and look up
certain tree information. Listed below are features that can be incorporated in the website.
* Top 25 Species & Species List
o Tree Planting Diagrams/Specifications
* Street Tree Ordinance
• Frequently Asked Questions (FAQ)
O Industry-related website links & Contact information
Page 1 a 2
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806 • 714.9,9,L19=4800,521.371 Fc.rx 714.956.
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Tree Ce.,re Prr,frssthnizIS Serving (::61nntimities Whei Cate /Mout Trees www.WCIAINC:corn
Culver City — Extension
March 21, 2011
Page 2 of 2
Last, in consideration of the bird nesting season, we propose to eliminate
programmed/scheduled tree pruning during March and April of each year. Service request
pruning and emergency response wilt continue on an as-ne.eded basis,
Thank you for your consideration. We look forward to continuing the excellent working
relationship between the City of Culver City and Vt/CA. Should you have any questions, or
require additional information please do not hesitate to contact me at (800) 521-3714.
Sincerely,
Victor M. Gonzalez
Vice-President, Director of Marketing UNIT PRICES:
FOR FT11/12 15114
69.60
83.60
171,60
16.50
2740
35.50
22.00
49,50
104.50
14,30
9.90
4,40
194 50
214.50
779,00
119.00
220,00
264.00
$
$
UNIT PRICES
FOR FY14/1p,
4 0,80
86,10
176,75
Tree Ce.tre... 'ryes, an•ls Ser . ving Connomilies Who Care ,1..b.aut Trees *wi,ii.WCA.INC4001
CITY OF CULVER CITY
TREE MAINTENANCE SERVICES
SCHEDULE OF COMPENSATION
CURRENT
fEivi 15-E -SCRIPTION MEM UNIT PRICES
1 Full Trim 0-6" dab Each $ 3940
2 Full Trim 716" dsh Each $ 83.60
3 Full Trim. over 16 5 dsh Each $ 171.60
4 Clearance Trim 0-6" dab Each i $ 16.50
5 Clearance Trim 746 clsh Each $ 27,50
6 Clearance Trim over 16" d ,31' Each 38.50
T Trim Coc.o Palm Each $ 22.00
8. Trim Weshingtenia Palm Each $ 49,50
9 Trim Date Palm Each $ 104.50
10 Tree & Stdmp Removal Dia. Inch $. 14,30
11 Tree Only Removal Dia. Inch $ 9.90
12 Sturrip Ohi.y RernoVal Die, Inch $ 4.40
Tree Planting:
13 . 15 gallon tree w/ Barrier Each $ 104.50
14 24 inch box tree w/ Barrier Each $ 214 ,50
15 36 inch box tree w/ Barrier Each $ 770.00
I4 Root Pruning Linear Foot $ 6.60
I
17 Crew Rental Per hour $ 110.00
(3 men wi equipment)
Emergency Response Per hour 220.00
9 Tree Watering; Daily _ 264,00
UNIT PRICES:
FOR FYI 5/16
; 42.90
$ 68.70,
$ 182:00
17,50
$ 29.10
$
40:90
$ p349
$ 52.50
$ 110,80
$ 15.19
$ 10.50
4.60
$ 11.0.80
$ 227.50
$ 816.90
7.90
$ nemp
223,30
280.00
dshf .7.- diameter at standard height
Prices have been in effect since 405 and will remain the tele until June 30, 2014. For FY 2014-2015 and 2015-201e the
prices will be adjusted based on the Consumer Price Index for LA,Orange-Riverside region for previous 12 months, net
to exceed 3.0%.
West Coast Arborists
Anohern CA 92806 • 714.99 i .1900
$ Inc.
• 800.521.3714 • Fax 71.4.956.374S