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AUTHORIZE RATIFICATION FOR AN INCREASE OF $42,000 FOR SERVICES RENDERED IN PURCHASE ORDER VALUE AND AN ALLOWANCE OF $30,000 WITH WEST COAST ARBORISTS, INC. FOR EMERGENCY TREE SERVICES (PURCHASE ORDER NO. 190497)
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion authorizing the City Manager to:
1. Authorize a ratification for an increase in the value of Purchase Order (PO) No. 190497 with West Coast Arborists, Inc. (WCA) for emergency tree services by $42,000 for services rendered.
2. Authorize an additional allowance of $30,000 for anticipated emergency tree service requests through June 30, 2016 for a total increase of an additional $72,000 to PO 190497.
It is further recommended that the motion authorize the City Manager to take appropriate and necessary actions to carry out the purpose and intent of this motion.
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Summary
Public Works supplements the City’s single tree crew with a local tree contractor, WCA, for emergency tree services for extreme weather events, such as storms and/or high winds, as well as general emergency service requests during peak demand hours. During the past winter season, several storm events occurred, quickly exhausting the emergency tree services annual PO in the amount of $50,000. After administratively increasing the PO by $24,500 to a total value of $74,500, additional high-wind storm events coupled with staff resource limitations quickly exceeded the revised PO balance. Staff is requesting an additional $72,000; $42,000 for services rendered and an additional $30,000 for anticipated emergency tree service requests through June 30, 2016. This request revises the total PO value to $146,500.
DISCUSSION
Background
Public Works provides emergency tree services during normal and after business hours throughout the year. Emergency tree services include, but are not limited to, downed trees and limbs on homes, trees blocking streets, and trees and limbs down on vehicles. During extreme weather events, storms and/or high winds, the City’s single tree crew relies on a local tree contractor to supplement staff as oftentimes there are simultaneous tree emergencies at all hours of the day and night.
In June 2015, staff informally solicited quotes for emergency tree services from qualified tree contractors. The City only received one bid from WCA of Stockton, CA. The initial PO was issued to WCA in the amount of $50,000, consistent with historical annual emergency contracted efforts. During the second half of what had been a typical storm season, multiple large after-hours wind events occurred, exhausting almost 50 percent of the PO balance within two days.
Anticipating on-going emergency needs during the remaining months of the fiscal year, the PO was administratively increased by $24,500, bringing the total PO value to $74,500. This was executed to ensure that resources were immediately available in the event of further emergency needs. Two high-wind storm events in March 2016, coupled with ongoing staff resource limitations due to retirement of a crew member, resulted in subsequent emergency call-outs that quickly exceeded the balance of the PO. As of June 9, 2016, PO No. 190497 for emergency tree services has been over expended by $42,000.
Present Situation
Calls for emergency tree services during after-hours for downed trees on homes, trees blocking streets, and limbs and trees down on vehicles, continue to exceed the capacity of the City’s single tree crew, and therefore, the City must rely on contracted emergency tree services. It is projected that an additional $30,000 in emergency tree services will be expended by June 30, 2016, as we conclude a well above average year for emergency tree services.
Staff is requesting authorization to allocate an additional $72,000 to PO No. 190497 to allow the City to compensate WCA in the amount of $42,000 for emergency tree services already provided, and to provide an allowance of $30,000 for any additional services the City may incur before the end of the FY 2015/2016.
FINANCIAL SUMMARY
Sufficient funds are available in the Parks and Trees Section, Parks Division, Contractual Services account (010-3070-590).
There is no impact to the City’s General Fund or to any other restricted fund as a result of taking the recommended action.