City of Culver City, California
Agenda Item Report
Meeting Date: _06/28/10_ Item Number: C-7
CITY COUNCIL AGENDA ITEM: Approval of an Amendment to the Existing
Professional Services Agreement with West Coast Arborists for Tree Trimming
Services.
Contact Person/Dept.: Helen
Kerstein/PW, Eric Mirzaian/PW
Phone Number: (310) 253-5618, (310) 253-
6410
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: [X]
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: (E-mail) Agenda and Meetings – City Council (06/23/10); (E-mail)
West Coast Arborists (06/21/10)
Department Approval:
Charles D. Herbertson(06/16/10)
City Attorney Approval:
Carol Schwab (by H. Baker) (06/23/10)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (06/23/10)
City Manager Approval:
P. Lamont Ewell (06/23/10)
RECOMMENDATION:
Staff recommends the City Council approve an amendment to the existing
professional services agreement with West Coast Arborists to increase the amount of
the agreement by $171,663.
BACKGROUND:
Since 1993, the City has maintained a contract with West Coast Arborists (WCA) for
tree trimming. Over the years, staff has been impressed by WCA’s professionalism
and high quality tree maintenance services. The current contract with WCA was
extended in 2006 and runs through Fiscal Year 2010/2011. The contract covers the
trimming of roughly 80% of the City’s trees as well as a variety of additional services.
An in-house crew handles the remaining 20% of tree trimming and also engages in
other activities such as handling complaints and responding to urgent requests and
emergencies.
As part of his Fiscal Year 2010/2011 budget proposal, the City Manager
recommended and the City Council approved contracting out the tree trimming
services that are currently provided by the in-house crew. Pursuing this option
involves amending the contract with WCA to increase its scope and eliminating the
Senior Tree Maintenance Worker (golden handshake), Maintenance Worker I
(vacancy), and Maintenance Worker I positions. The Tree Maintenance Crew Leader
will continue to manage WCA’s contract and act as the City’s Arborist and Pest
Control Technician. City of Culver City, California
Agenda Item Report
DISCUSSION:
The proposed contract expansion is at the same prices that the City has been
receiving since 2006. Given the increases in labor, fuel, equipment and insurance
during that period of time, this proposal is highly competitive. Also, these prices are
generally favorable when compared with those paid by other local municipalities, as
shown in the comparison below:
Culver City: $40/tree trimmed (small trees, 0”-6” diameter)
$84/tree trimmed (medium trees, 7”-16” diameter)
$172/tree trimmed (large trees, over 16” diameter)
$50/tree trimmed (Washingtonia Palm trees)
Beverly Hills: $40/tree trimming (small trees, 0”-6” diameter)
$100/tree trimming (medium trees, 7”-16” diameter)
$200/tree trimming (large trees, 17”-24” diameter)
$350/tree (extra-large trees, over 25” diameter)
$45/tree trimmed (Washingtonia Palm trees)
*Note: Charges increase for evening/weekend work
Santa Monica: $144/tree trimmed
West Hollywood: $65/tree trimmed (small/medium trees, 3”-12” diameter)
$120/tree trimmed (medium/large trees, 12”-24” diameter)
$195/tree trimmed (extra large trees, 24” and over diameter)
The current WCA contract is for $480,317 per year and covers the trimming of roughly
4,000 trees, as well as some additional services. Staff recommends expanding
WCA’s contract to include the trimming of another 1,024 trees and a variety of
additional activities, which are currently performed by in-house staff. The following
table shows the proposed additional services and the associated costs, which total
$171,663:
Activity Quantity Unit Price Per Unit Total Cost
Tree
Trimming
1,024 Trees $ 90.00|1010| $ 92,160
Tree Planting 103 Trees $ 214.50 $ 22,094
Tree Stump
Removal
1,272 Dia. Inches $ 4.40 $ 5,597
Tree Limb
Removal
175 Limbs $ 55.00 $ 9,625
|1010| The price per tree trimmed varies from $40-$172 depending on the size of the tree. $90 represents the
expected average rate given Culver City’s mix of trees. City of Culver City, California
Agenda Item Report
Tree Removal 1,428 Dia. Inches $ 9.90 $ 14,137
Clear Signs 15 Hours $ 110.00 $ 1,650
Emergency
Call-outs
120 Hours $ 220.00 $ 26,400
Total $ 171,663
The indicated quantity of the proposed additional services is an estimate since
resources and tasks may need to be shifted to address any unforeseen conditions
and circumstances.
Pursuant to Culver City Municipal Code Section 3.07.070.A, this professional
services agreement may be approved without the necessity of formal competitive
bidding, provided that, the agreement is based upon competitive quotations,
whenever practical, from three vendor contractors. Because of the very limited
number of companies that provide tree trimming services on the scope needed by
the City, the City Manager has determined that it is not practical to obtain
competitive quotations.
FISCAL ANALYSIS:
Should City Council approve this proposal, the City will increase its contract with WCA
by $171,663 per year. However, it is estimated that the City will save roughly
$205,000 in salary expenses as well as roughly $42,000 in non-salary expenses per
year, as it will be able to sell three of the trucks it uses in tree trimming and will no
longer have to pay the Equipment Replacement Fund for their maintenance and
amortization. Thus, the City is expected to experience a net savings of roughly
$75,000 per year to the General Fund.
ATTACHMENTS:
1. West Coast Arborist’s Schedule of Compensation
MOTION:
That the City Council:
1. Approve an amendment to the existing professional services agreement with
West Coast Arborists to increase the authorized amount of the agreement by
$171,663 (for a total not-to-exceed amount of $651,979); 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: 06/28/10
AGENDA ITEM: Approval of an Amendment to the Existing Tree
Trimming Contract with West Coast Arborists.
ATTACHMENTS
Pages
West Coast Arborist's Schedule of Compensation 1CITY OF CULVER CITY
TREE MAINTENANCE SERVICES
SCHEDULE OF COMPENSATION
ITEM DESCRIPTION UNIT
CURRENT
PRICE
1 Full Trim 0-6" dsh Each $ 39.60
2 Full Trim 7-16" dsh Each $ 83.60
3 Full Trim 16" dsh Each $ 171.60
4 Clearance Trim 0-6" dsh Each $ 16.50
5 Clearance Trim 7-16" dsh Each $ 27.50
6 Clearance Trim over 16" dsh Each 38.50
7 Trim Coco Palm Each $ 22.00
8 Trim VVashingtonia Palm Each $ 49.50
Trim Date Palm Each $ 104.50
10 Tree & Stump Removal Dia. Inch $ 14.30
11 Tree Only Removal Dia. Inch $ 9.90
12 Stump Only Removal Dia. 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
16 Root Pruning Linear Foot $ 6.60
17 Crew Rental Per hour
$ 110.00
(3 men with equipment)
18 Emergency Response Per hour
$ 220.00
19 Tree Watering Daily
$ 264.00
DSH = diameter at standard height