title
APPROVE MOTION TO AUTHORIZE CONTRACT CHANGE ORDER FOR EMERGENCY ON-CALL TREE SERVICES
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion to authorize Contract Change Order No. 1, in the amount of $100,000 in fiscal year 2018-19, with West Coast Arborists, Inc. for Emergency On-Call Tree Services, Project No. OM-17-047.
It is also recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this motion.
body
Summary
Public Works supplements the City’s tree staff with contracted vendor services during storms and other emergency events.
On July 25, 2017, by Motion No. 2017-07-25-1112, Council approved a multi-year contract, in the amount of $572,400, with West Coast Arborists, Inc. (Attachment A). The total contract amount is evenly distributed across fiscal years 2017-18, 2018-19, and 2019-20. The contract expires June 30, 2020, and allows for two optional one-year extensions. The City experienced a significant increase in emergency call volume due to wind events and an inventory of aging trees. Of the allocated $190,800 in fiscal year (FY) 2018-19 funds, $114,902.50 is expended, leaving $75,897.50 available for the remainder of the FY.
Staff recommends Council approve Contract Change Order (CCO) No. 1, in the amount of $100,000 (Attachment B), revising the original contract amount with West Coast Arborists, Inc. to $290,800 in FY 2018-19, for a total contract value of $672,400. The proposed CCO No. 1 amount is based on a continuation of existing conditions and could be affected positively or negatively by weather conditions.
DISCUSSION
Background
The Operations and Maintenance Division of the Public Works Department provides emergency tree services during normal and after business hours throughout the year. Emergency tree services include, but are not limited to, removal of downed trees, limbs on homes or vehicles, and trees blocking streets. During extreme weather events, the City relies on a tree services contractor to supplement staff response to the emergency call-outs, as often there are simultaneous tree emergencies. In addition, during larger storm events, increased calls for tree emergencies typically continue over extended periods, requiring additional contracted services.
On July 25, 2017, by Motion No. 2017-07-25-1112, Council approved a multi-year contract, in the amount of $572,400, with West Coast Arborists, Inc. (Attachment A). The total contract amount is evenly distributed across fiscal years 2017-18, 2018-19, and 2019-20. The annual $190,800 amount was based on experience from previous years, which fluctuated from year-to-year based on need. The contract expires June 30, 2020, and allows for two optional one-year extensions.
Present Situation
In 2018, there was a significant increase in emergency call volume due to wind events and an inventory of aging trees. The combination of these factors increased the demand for after-hours services. Accordingly, the utilization of contracted emergency tree services for FY 2018-19 exceeded anticipated levels. Of the allocated $190,800 in FY 2018-19 funds, $114,902.50 is expended, leaving $75,897.50 available for the remainder of the FY.
|
Emergency Description |
2015-16 |
2016-17 |
2017-18 |
Jun 2018-Jan 19 |
Totals |
|
Pick-up Broken Limbs |
27 |
69 |
41 |
75 |
212 |
|
Tree Down/ Removal |
183 |
243 |
149 |
128 |
703 |
|
Totals |
210 |
312 |
190 |
203 |
915 |
Staff recommends Council approve CCO No. 1, in the amount of $100,000 (Attachment B), revising the original contract amount with West Coast Arborists, Inc. to $290,800 in FY 2018-19, for a total contract value of $672,400. The proposed CCO No. 1 amount is based on a continuation of existing conditions and could be affected positively or negatively by weather conditions.
FINANCIAL SUMMARY
CCO No. 1 with West Coast Arborists, Inc. in the amount of $100,000 for FY 2018-19 is proposed to be funded from the Public Works Department’s operating budget. CCO No. 1 is a one-time appropriation; this is not an annual increase to the contract. There is currently sufficient funding within the Parks operating budget overtime (010-3071-590) to reallocate $20,000 to maintenance and repair services (010-3071-590-) as indicated in the table below. The remaining funding will come from the Street operating budget to remove trees that have fallen in the roadway or on sidewalks.
The FY 2018-19 cost will be divided between two accounts as follows:
|
DESCRIPTION |
ACCOUNT |
AMOUNT |
|
General Fund |
010-3071-590 |
$20,000 |
|
Street Tree Maintenance and Repair Services |
|
|
|
Gas Tax |
030-3062-540 |
$80,000 |
|
Streets Maintenance and Repair Services |
|
|
|
Total |
|
$100,000 |
There is no impact to the City’s General Fund or any other unrestricted fund as a result of taking the recommended action.
Attachment A - Contract for Services with West Coast Arborists, Inc.
Attachment B - Contract Change Order No. 1