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HomeMy WebLinkAbout18-City Administrator CITY OF SAN BERNA :DINO - REQUEST Fe. _I COUNCIL ACTION From: FRED WILSON Assistant City Administrator Subject: Amendment to agreement with West Coast Arborists, Inc. related to tree trimming services. Dept: Date: November 9, 1993 Synopsis of Previous Council action: 9/20/93 -- Resolution #93-359 adopted which awarded contract to West Coast Arborists, Inc. for tree trimming services in the amount of $329,500. Recommended motion: 1. Adopt resolution. 2. That the City Administrator be authorized to transfer funding in the amount of $70,700 from Street Tree Maintenance, Personnel Services to Street Tree Maintenance, Professional/Contractual Services. ~ 5"0""" Contact person: Frp.:d wil~nn Phone: 5122 Supporting data attached: yes Ward: FUNDING REQUIREMENTS: Amount: $70,700 Source: IAcct. No.) 001-404-53150 (Acct. Description) Street Tree Maint. /Prof. /Contractual Finance: ~.d.,/6-// 4~ //h Council Notes: 75-0262 Agenda Item No. 1'8 CITY OF SAN BERNA[ llNO - REQUEST FO, COUNCIL ACTION STAFF REPORT As part of the FY 93/94 budget review, a number of options were presented to the Mayor and Council relative to balancing the budget. One of those options involved exploring the issue of privatization of City services where competitive markets existed. This recommendation was made with the understanding that privatization would be accomplished through attrition and would not involve layoffs. In order to explore this issue in more detail, a committee was established consisting of the Assistant city Administrator, City Treasurer, Public Works Director, Assistant Director of Public services and the Park Maintenance superintendent. In addition, representatives of S.B.P.E.A., representing both the General Unit and Mid-Management units have attended meetings with this committee. The purpose of the committee is not only to consider privatization opportunities but also to look at ways of becoming entrepreneurial in the delivery of City services. Park maintenance services were initially recommended to be evaluated on a pilot project basis for privatization. On September 7, 1993, the council authorized the Purchasing Agent to solicit bids for contract landscape maintenance services for five locations within the City totaling 17.49 acres. These five locations in the past required the services of two park maintenance workers on a full time basis at an annual cost of $61,000. Based on previous contracts, it was estimated that the contract for landscape maintenance services could be performed at an annual cost of approximately $42,000,00. The actual costs, however, are still not known as the bid process has not yet been completed. The second pilot project recommended for privatization at this time is tree trimming services. This activity was selected because of a number of factors including: (1) the existence of a competitive market; and (2) the City has successfully used contract tree trimming services in the past. In addition, there are currently two vacancies in the Street Tree Maintenance section: 1 Tree Trimmer and 1 Lead Maintenance Worker. The annual cost for these two positions including benefits is $70,700. It is proposed to transfer these budgeted salary figures to professional/contractual services and increase the existing tree trimming contract with West Coast Arborists, Inc. It is estimated that this figure will permit approximately 1,330 trees to be trimmed at various locations in the city. The focus of this contract amendment will be on residential streets in the City as noted in Attachment "A". 'j-0264 West Coast Arborists, Inc. was recently awarded a contract in the amount of $329,500 to perform tree trimming services city-wide. This contract anticipated the trimming of approximately 6200 trees citywide. According to Public Services staff, this company has performed very well in the field and they concur with the proposed contract amendment. In addition, due to the field personnel and volume of equipment West Coast Arborists has maintained in the field, they are able to trim trees at a less expensive unit cost than could be performed by the City. The committee is also evaluating other programs to privatize. As these evaluations are completed, recommendations will be made to the Mayor and Council to consider other programs for pilot projects for privatizing. 1 RESOLUTION NO. 2 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING A FIRST AMENDMENT TO THE AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO AND 3 WEST COAST ARBORISTS, INC. RELATING TO TREE TRIMMING SERVICES. 4 5 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: 6 SECTION 1. The Mayor of the City of San Bernardino is hereby 7 authorized and directed to execute on behalf of said city, a first 8 amendment to the agreement with West Coast Arborists, Inc. relating 9 to tree trimming services. 10 SECTION 2. The authorization to execute the above referenced amendment to agreement is rescinded if the parties to the agreement 11 12 fail to execute it within sixty (60) days of the passage of this 13 resolution. 14 I HEREBY CERTIFY that the foregoing resolution was duly 15 adopted by the Mayor 16 17 18 19 20 and Common Council of the City of San day meeting thereof, held on the Bernardino at a of , 1993, by the following vote, to wit: ABSENT ABSTAIN Councilmembers NAYS AYES NEGRETE 21 CURLIN 22 HERNANDEZ 23 OBERHELMAN 24 DEVLIN 25 POPE-LUDLAM 26 MILLER 27 28 RESOLUTION Or ~HE CITY OF SAN BERNARDINO UTHORIZING A FIRST AMENDMENT TO -IE AGREEMENT WITH WEST COA_.' ARBORISTS, INC. 1 2 3 4 5 6 7 city Clerk The foregoing resolution is hereby approved this day of , 1993. Tom Minor, Mayor city of San Bernardino 8 Approved as to form and legal content: 9 JAMES F. PENMAN 10 City Attorney :~ BY'!_ t f~ 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 -2- 1 2 3 THIS FIRST AMENDMENT to the agreement between WEST COAST 4 ARBORISTS, INC. (" CONTRACTOR" ) and the City of San Bernardino 5 ("CITY") is entered into as of this day of 6 ' 1993. 7 WITNESSETH: 8 WHEREAS, the parties entered into that certain agreement dated 9 September 20, 1993, and 10 WHEREAS, the parties desire now to amend said agreement, 11 NOW, THEREFORE, the parties hereto agree as follows: 12 SECTION 1. Section C.2., of that certain agreement between 13 the parties dated September 20, 1993, is amended to read as 14 follows: 15 "c. 2. Over the term of this agreement, CONTRACTOR shall be 16 paid for such services for a total amount not to exceed $400,200.00 17 determined in accordance with Bid Specification F-94-05. The 18 Assistant Director of Public Services shall provide the Contractor 19 with the listing of residential streets upon which the additional 20 tree trimming services shall be performed." 21 SECTION 2. Except as amended herein, said agreement shall 22 remain in full force and effect. 23 IN WITNESS WHEREOF, the parties hereto have executed this 24 amendment to agreement on the day and date first above shown. 25 IIIII 26 IIIII 27 I I I I I 28 IIIII FIRST AMENDMENT TO AGREEMENT FIRST AMENDMEN' TO AGREEMENT WITH WEST CO! ~ ARBORISTS, INC. 1 2 3 4 5 6 ATTEST: 7 Rachel Clark, City Clerk 8 9 Approved as to form and legal content: 10 11 James F. Penman City Attorney 12 By: !1t~<>? fc.~- (/ 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 -2- CITY OF SAN BERNARDINO By: Tom Minor, Mayor City of San Bernardino WEST COAST ARBORISTS, INC. By: (Attachment A) November 18, 1993 PROPOSED CONTRACT LIST FOR WEST COAST ARBORISTS Street Location Number of Trees 1 ) Victoria: Rosalind to Macy 178 2). 7th: Rosalind to Macy 131 3). 23rd: "E" Street to Arrowhead 64 4). 24th: "E" Street to Arrowhead 56 5). 25th: "E" Street to Arrowhead 78 6). Davidson: Highland to Colima 109 7). 27th: Davidson to Miramonte 52 8). Miramonte: Colima to 23rd 60 9). 23rd: Davidson to Miramonte 31 10). 24th: Davidson to Miramonte 60 11) . 25th: Davidson to Miramonte 56 12). 26th: Davidson to Miramonte 60 13). Alexander: Davidson to Miramonte 54 14). 28th: Davidson to Alexander 38 15). Mirada: Turrill to Miramonte 26 16). Oakwood: Davidson to Miramonte 17). 29th: Miramonte to Turrill 10 18). Colima: Davidson to Miramonte 7 19). Garner: Oakwood to Colima 14 20). Turrill: Colima to 28th 20 21 ). Holly Vista: Cedar to Golden 47 22). Holly Vista: Golden (east) to Dead-end 23 23). Cedar: Holly Vista to Lynwood 15 24). Lawrence: Holly Vista to Lynwood 14 25). Casa Loma: Holly Vista to Lynwood 18 26). Harrison: Holly Vista to Lynwood 21 27). Newport: Holly Vista to Lynwood 18 28). Alameda: Fwy to Lynwood 22 * Note the above quantities are estimates and actual quantities will be established during trimming.