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APPROVE MOTION TO AUTHORIZE CONTRACT CHANGE ORDER NO. 3 FOR THE EMERGENCY ON-CALL TREE SERVICES PROJECT
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion to authorize Contract Change Order No. 3 in the amount of $200,000 with West Coast Arborists, Inc. for the Emergency On-Call Tree Services, Project No. OM-22-051.
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.
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Summary
On June 14, 2022, by Motion No. 2022-06-14-1210, Council awarded a Contract for Services in the amount of $604,800 to West Coast Arborists, Inc. of Anaheim, CA, to provide emergency on-call tree services to supplement the City’s tree crew response to emergency callouts.
The City executed two Contract Change Orders (CCOs) with West Coast Arborists, Inc. of Anaheim, CA, in the amount of $160,000. CCO No. 1, in the amount of $120,000, was executed on February 23, 2023, to cover a significant increase in emergency calls due to downed trees from high winds and street flooding. CCO No. 2, in the amount of $40,000, was executed on June 8, 2023, to provide additional emergency on-call tree services due to severe storms in the spring of 2023. The revised contract amount is $764,800.
Staff recommends that Council approve CCO No. 3 in the amount of $200,000 with West Coast Arborists, Inc. (Attachment A). The total revised contract amount will be $964,800.
DISCUSSION
Background
The Operations and Maintenance Division of the Public Works Department provides emergency tree services during regular business hours throughout the year. Emergency tree services include the removal of downed trees or limbs on homes and vehicles and trees blocking the streets. During extreme weather events, the City relies on tree service contractors to supplement the City’s tree crew responses to emergency callouts, and often, there are simultaneous tree emergencies. In addition, during larger storm events, dispatch will call for tree emergencies, typically continuing over extended periods, requiring contracted assistance to accommodate shift work. Emergency On-Call Tree Services, Project No. OM-22-051, provides emergency on-call tree services during regular and after-business hours throughout the year.
The City Manager approved CCO No. 1, in the amount of $120,000, on February 23, 2023. CCO No. 1 was needed as the City activated the Emergency Operations Center on December 31, 2022, in response to extreme weather conditions. The City experienced a significant increase in emergency call volume due to downed trees from high winds and street flooding. CCO No. 2, in the amount of $40,000, was approved by the City Manager on June 8, 2023, for additional funding for emergency on-call tree services due to severe storms in the spring of 2023.
Present Situation
Public Works supplements the City’s tree crew with contracted vendor services during storms and other emergency events. Public Works dispatched over 70 calls between February 4 and February 8, 2024, for service to West Coast Arborists, Inc. due to the high volume of emergency tree calls. CCO No. 3 will ensure adequate funding is available to pay West Coast Arborists, Inc. for all invoices associated with the storm and provide sufficient funding for the remainder of the fiscal year. CCO No. 3 will be split evenly over Fiscal Year (FY) 2023-24 and FY 2024-25.
Council approval is needed for CCO No. 3 with West Coast Arborists, Inc. because the cumulative amount of CCO No. 3 exceeds the administrative change order authority allowed under the existing contract.
Staff recommends that Council approve CCO No. 3 in the amount of $200,000 with West Coast Arborists, Inc. (Attachment A).
FINANCIAL SUMMARY
The funds will be encumbered at $100,000 in FY 2023-24 and $100,000 in FY 2024-25. There is sufficient funding in the Public Works FY 2023-24 Operating Budget, Account No. 4550-712-630013-240-242-30-45-000-000, and there is sufficient funding budgeted in FY 2024-25 Operating Budget, Account No. 4550-712-630013-240-242-30-45-000-000, to approve CCO No. 3 with West Coast Arborists, Inc. in the amount of $200,000. With the approval of CCO No. 3, the total revised contract amount with West Coast Arborists, Inc. is increased to $964,800.
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 - CCO No. 3 with West Coast Arborists, Inc.