SR-03-17-2015-3C - 303-026/509-004City Council Meeting: March 17, 2015
Agenda Item: ,3 —c
To: Mayor and City Council
From: Susan Cline, Interim Director of Public Works
Subject: Professional Service Agreement Modification with Valley Crest Tree
Company
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a first modification to
Professional Services Agreement No. 9553 (CCS) in the amount of $10,000
with Valley Crest Tree Company, a California -based company, to provide
additional tree care and maintenance for 31 Ficus benjamina trees removed
from the Expo Light Rail Project right -of -way to be relocated in coordination
with the Buffer Park Project. This would result in a four -year amended
agreement with a new total amount not to exceed $360,000, with future year
funding contingent on Council budget approval.
2. Authorize the Director of Public Works to issue any necessary modifications
to complete the work within contract authority.
Executive Summary
On February 28, 2012, Council authorized a Professional Services Agreement with
Valley Crest Tree Company in the amount of $350,000 to provide tree removal services
for 66 trees and tree relocation services for 52 trees identified within the Expo Light Rail
Project right -of -way. Since award of the agreement, 21 trees have been relocated onto
City -owned property and 31 trees are being stored and maintained by Valley Crest Tree
Company to be replanted at the Buffer Park Project site. This agreement modification is
recommended due to unanticipated delays with the Expo Maintenance Facility Project.
The cost to store and maintain 31 trees for an additional 13 months is $28,974 of which
$19,895 is from project contingency funds, with the balance requiring an additional
appropriation. Staff recommends an agreement modification in the amount of $10,000
with Valley Crest Tree Company, for a total not to exceed amount of $360,000.
Background
Phase II of the Exposition Light Rail Project, from Culver City to Santa Monica, includes
construction on an approximately one -mile segment of the Metro right -of -way adjacent
to Olympic Boulevard between Stewart Street and Cloverfield Boulevard. The
Exposition Metro Line Construction Authority (Authority) identified a total of 66 trees
within this portion of the right -of -way for removal to allow for the light rail line
construction. Fifty -two of these trees were identified as candidates for relocation based
upon their overall health, structural characteristics, appraised values, and ability to
thrive once relocated. The other 14 trees were removed because they did not meet
relocation criteria due to poor viability, inability to tolerate relocation, and /or high
relocation costs.
On February 28, 2012, Council authorized a Professional Services Agreement with
Valley Crest Tree Company in the amount of $350,000 to provide tree removal services
for 66 trees and tree relocation services for 52 trees identified within the Expo Light Rail
Project right -of -way.
Discussion
In April 2012, Valley Crest Tree Company began removal of 66 trees, of which 21 trees
were relocated to City -owned property and 31 trees are in storage where they are
maintained by Valley Crest Tree Company until their relocation can be coordinated with
the Buffer Park Project. Due to unanticipated delays on the Expo Maintenance Facility
Project, the cost to store and maintain 31 trees for an additional 13 months is $28,974
of which $19,895 is from project contingency funds. Staff recommends a modification to
the agreement with Valley Crest Tree Company in the amount of $10,000 to pay for the
cost of maintaining these trees until they can be replanted at the Buffer Park project site
in early 2016.
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Financial Impacts & Budget Actions
The agreement modification to be awarded to Valley Crest Tree Company is in the
amount of $10,000, for an amended agreement total not to exceed $360,000. Funds are
available in FY 2014 -15 Capital Improvement Program budget in account
0200224.589112.
Prepared by: Erin Hamant, Administrative Analyst
Approved:
Susan Cline
Interim Director of Public Works
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Forwarded to Council:
Elaine M. Polachek
Interim City Manager
Reference:
Amended Contract No. 9553
(CCS)