SR 08-23-2011 3HCity Council Meeting: August 23, 2011
Agenda Btem: 3 - ~-}
To: Mayor and City Council
From: Barbara Stinchfield, Director of Community and Cultural Services
Subject: Urban Forest Maintenance Program Services
Recommended Action
Staff recommends that the City Council authorize the City Manager to amend contract
No. 9370 with West Coast Arborists, Inc. to increase the contract by $1.7M to include
funding for urban forest renewal. The recommended modification increases the total
contract amount to $7,986,926 over five years
Executive Summary
The City of Santa Monica currently contracts with West Coast Arborists, Inc. to perform
urban forest maintenance program services for an amount not to exceed $6,286,926
over five years. A modification to the contract is necessary to include Council approved
capital improvement project funding of $400,000 for urban forest renewal in FY11-12.
Funding for the subsequent four years in the amount of $325,000 per year will be
requested in next year's CIP budget and will be contingent upon Council approval.
Urban forest renewal addresses public tree removal and replacement and the
increasing backlog of tree vacancies -areas where trees used to exist. The
recommended modification increases the total five-year contract amount to $7,986,926.
Background
In 2001, bid number 2835 for urban forest maintenance was awarded to West Coast
Arborists, Inc. for one year with nine one-year renewal options. The City exercised all
nine one-year renewal options as West Coast Arborists, Inc. satisfactorily completed all
work in accordance with contract specifications.
On May 10, 2011, following the issuance of a Request for Bid, the City Council
authorized the City Manager to negotiate and execute afive-year contract with five
additional one-year renewal options with West Goast Arborists, Inc. in the amount of
$6,286,926 for five years for comprehensive urban forest maintenance program
services. These services .include tree inventory management, tree trimming, tree
removals and tree planting.
Discussion
In June 2011, Council approved the FY11-13 budget, which includes capital
improvement project funding of $400,000 for urban forest renewal. The contract
modification will enable West Coast Arborists, Inc. to remove and replace public trees
and address the backlog of tree vacancies. Currently, there is a backlog of 1,180 tree
vacancies as well as 350 dead or declining (less than five years of useful lifespan
remaining) trees that were identified as part of the development of the Long Range
Urban Forest Master Plan in the winter of 2010. The funding will enable the Community
and Cultural Services Department to meet its benchmark of replacing 850 trees
annually.
Financial Impacts & Budget Actions
Funds for the amendment of the urban forest maintenance program services contract
with West Coast Arborists, Inc. in the amount of $400,000 for FY11-12 are available in
the FY11-13 Adopted Capital Improvement Project Budget in account number
6010955.589000. Future years' funding in the amount of $325,000 will be requested in
next year's CIP budget and will be contingent upon Council approval.
Prepared by: Carlos Collard, Senior Administrative Analyst
Approved:
Barbara tine fie
Director; Comm ity and Cultural
Services
Forwarded to Council:
Rod Gould
City Manager
2
Reference Amended
Contract No. 9370 (CCS)