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Home My WebLink About19- Public Services CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION From: Lynn Merrill,Director " Subject Resolution authorizing the exercise of the first i option year of the contract between the City of San Dept: Public Services Bernardino and West Coast Aborists, Inc., for tree trimming services to extend the contract from October 1, Date: July 5, 2000 2000 through September 30, 2001; and approval of the execution of an annual purchase order to said West Coast Arborists, Inc. Council Meeting Date: August 7, 2000 Synopsis of Previous Council Action 9/20/93 Reso 93-359 awarding contract to West Coast Arborists for tree trimming services - $329,500 12/6/93 Reso 93-435 First Amendment increasing agreement for tree trimming services to $400,200 5/19/94 Reso 94-116 Second Amendment increasing agreement to $500,200 9/6/94 Reso 94-275 Third Amendment extending agreement from 9/94 through 6/95 allocating$470,700 9/5/95 Reso 95-329 Fourth Amendment extending term of agreement through 9/20/98 10/6/97 Reso 97-298 Authorizing$115,000 for tree trimming services through 9/30/98 7/20/98 Reso 98-220 Awarding two-year contract to West Coast Arborists through 9/30/00 Recommended Motion: Adopt resolution 24,0// Lynn Merrill Contact person: Lynn Merrill Phone: 5140 Supporting data attached: Ward: All FUNDING REQUIREMENTS: Amount: $298,000 $285,000 Source: 001-404-5502 Professional Contract Services $ 13, 000 EDA 0 n / Finance Council Notes: 'ff Odd Agenda Item No. q CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION STAFF REPORT SUBJECT Resolution authorizing exercise of the first option year of the contract between the City of San Bernardino and West Coast Aborists, Inc., for tree trimming services to extend the contract from October 1, 2000 through September 30, 2001; and approval of the execution of an annual purchase order to said West Coast Arborists, Inc. BACKGROUND As a result of Request for Proposal F-99-11, "Specifications for Contract Tree Trimming," Resolution 98-220 was adopted by the Mayor and Common Council on July 20, 1998, awarding a contract to West Coast Arborists, Inc. (WCA) for tree trimming services effective October 1, 1998, expiring September 30, 2000. The contract provides an option of up to three single year extensions with the concurrence of the City and the Contractor. Per the attached letter,WCA has agreed to extend the contract without a C.P.I. rate increase,providing full tree trimming at a cost of$39 per tree and clearance trimming at $19.50 per tree. (see Attachment) The areas scheduled to be trimmed this FY2000/2001 are North of 40`h St.to City limits, West of Waterman, and East of Mountain Drive; the Downtown area bounded by Highland, Waterman, 210 Freeway and the 259 Freeway;and the Downtown area bounded by Baseline, Waterman, and the 215 Freeway. The purpose of this action is to exercise the first option year of the agreement with WCA, extending the contract period of performance from October 1, 2000 to September 30, 2001. In addition,it is requested that the Mayor and Common Council authorize the Purchasing Manager to issue a Purchase Order not to exceed$298,000 to this vendor. Council approved an increase in the total funds for tree trimming from$110,000 to $285,000, an increase of$175,000 in the FY00/01 Budget. As part of the City's Neighborhood Initiative Program in Target Area 1,the Economic Development Agency has identified an additional $13,000 in funding to perform tree trimming in the area bordered by Sierra Way on the east, 18`h Street on the north, 13`h Street on the south and D Street on the west. FINANCIAL IMPACT Funding for this year's projects,including contract tree trimming,totals $298,000;with the amount of$285,000 contained in the Public Services Department Fiscal Year 2000/2001 Budget under Professional Contract Services in the amount of$285,000; and$13,000 from the Economic Development Agency for the Neighborhood Initiative Program. RECOMMENDATION It is recommended that the Mayor be authorized to execute on behalf of the City the first option year of the contract between the City and West Coast Arborist, Inc., relating to tree trimming,to extend the contract from October 1, 2000 through September 30, 2001; and to authorize and direct the Purchasing Manager to issue an annual purchase order in an amount not to exceed$298,000 to said company for tree trimming services. 1 Coo pvv\�? 1 Resolution No. 2 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXERCISE OF THE FIRST OPTION YEAR OF THE CONTRACT BETWEEN THE CITY OF SAN BERNARDINO AND WEST COAST ARBORISTS, INC., FOR TREE 4 TRIMMING SERVICES TO EXTEND THE CONTRACT FROM OCTOBER 1,2000 THROUGH SEPTEMBER 30,2001;AND APPROVAL OF THE EXECUTION OF AN 5 ANNUAL PURCHASE ORDER TO SAID WEST COAST ARBORISTS, INC. 6 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE 7 CITY OF SAN BERNARDINO AS FOLLOWS: 8 SECTION 1. The Mayor of the City of San Bernardino is hereby authorized and directed 9 to execute on behalf of said City the first option year of the contract between the City of San 10 Bernardino and West Coast Arborists, Inc., relating to tree trimming services,to extend term of 11 agreement for one year through September 30, 2001;with two (2) additional single year renewal 12 options, contingent upon funds being approved in the City's Budget for this service. Pursuant to 13 this determination the Purchasing Manager is directed to issue an annual purchase order to said 14 WCA in an amount not to exceed $298,000 for the Fiscal Year 2000/2001 relating to contract tree 15 trimming, 16 17 SECTION 2. The authorization to execute the above referenced 18 is rescinded if it is not issued within sixty(60) days of the passage of this resolution. 19 20 21 22 23 24 25 26 27 23 July 26,2000 r f 1 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXERCISE OF THE FIRST OPTION YEAR OF THE CONTRACT BETWEEN THE 2 CITY OF SAN BERNARDINO AND WEST COAST ARBORISTS, INC., FOR TREE TRIMMING SERVICES TO EXTEND THE CONTRACT FROM OCTOBER 1,2000 3 THROUGH SEPTEMBER 30,2001;AND APPROVAL OF THE EXECUTION OF AN 4 ANNUAL PURCHASE ORDER TO SAID WEST COAST ARBORISTS, INC. 5 I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and 6 Common Council of the City of San Bernardino at a meeting thereof, held on 7 the day of , 2000, by the following vote,to wit: 8 Council Members: _Ayes Nays Abstain Absent 9 ESTRADA 10 LIEN 11 McGU\TMS 12 13 SCHNETZ 14 SUAREZ 15 ANDERSON 16 MCCAMMACK 17 18 Rachel Clark,City Clerk 19 City of San Bernardino 20 The foregoing resolution is hereby approved this day of 21 , 2000. 22 23 Judith Valles,Mayor 24 Approved as to form and City of San Bernardino Legal content; 25 James F. Penman,City Attorney 26 BY: 27 28 July 26,2000 2 West Coast Arborists, Inc. 2200 E. Via Burton Street-Anaheim, CA 92806 (714)991-1900 - (800) 521-3714 - Fax(714) 956-3745 1 July 10, 2000 Edward Stone City of San Bernardino 300 North D Street San Bernardino, CA 92418 RE: Renewal of Tree Maintenance Agreement Dear Ed, As the fiscal year comes to a close it is time to renew our tree maintenance agreement We sincerely appreciate the hard work you and your staff provided during the year to help make this venture a huge success for the residents of San Bernardino. This letter shall serve as notice of our offer to extend the term of the agreement for one year. Extending the agreement at this time will insure the City the highest quality tree care available moving into the new millenium. We appreciate your ongoing efforts to make this agreement a success for both the City and West Coast Arborists and look forward to working with you in the future. Sincerey, Patrick O. 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