HomeMy WebLinkAboutE-11 Staff Report - WCA First AmendmentCONSENT ITEM
E-11
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: ROBERT DELGADILLO, P.E., PUBLIC WORKS DIRECTOR/ CITY ENGINEER
DATE: APRIL 1, 2024
SUBJECT: APPROVAL OF FIRST AMENDMENT TO AGREEMENT FOR TREE
MAINTENANCE SERVICES BETWEEN CITY OF AZUSA AND WEST COAST
ARBORISTS, INC.
BACKGROUND:
The City has contracted with West Coast Arborists, Inc. for tree maintenance services since July
1, 2021. The current three-year contract, which was approved by City Council on June 21, 2021 is
set to expire on June 30, 2024. Staff would like to exercise the first of two, one-year extensions to
the tree maintenance services agreement.
RECOMMENDATIONS:
Staff recommends that the City Council take the following actions:
1)Approve the First Amendment to the City-Wide Tree Maintenance Services Agreement
between the City of Azusa and West Coast Arborists, Inc., and authorize the City Manager
to execute an amendment to the contract, in a form acceptable to the City Attorney, on
behalf of the City.
ANALYSIS:
On June 21, 2021, the City Council contract for Citywide Tree Maintenance Program to West
Coast Arborists, Inc. for a three-year term, with two one-year extension options. The current
contract is effective July 1, 2021 to June 30, 2024. The City would like to utilize the first one-year
extension to the agreement. The City purchasing policy requires that the additional one-year
extension of contract be considered by City Council. This First Amendment would amend the
agreement to extend the contract through June 30, 2025.
Approved
City Council
April 1, 2024
First Amendment to Tree Maintenance Services Agreement
April 1, 2024
Page 2
Due to increased operation costs for labor, fuel, recycling, and insurance premiums, West Coast
Arborists Inc. is requesting a slight cost adjustment of 2.5% based on the Consumer Price Index
(CPI) for the region for the new agreement. The agreement will be increased to an amount not to
exceed $977,211.
FISCAL IMPACT:
The cost of tree maintenance services is budgeted in the Fiscal Year 2024-2025 operations budget
of the Public Works Department and Azusa Light and Water. The funds can be found as follows:
• General Fund (acct #1055420000-6493)
• Gas Tax (acct #12554200006493)
• Community Facilities District, Account Number (acct #37-25-420-055-6493)
• Public Benefit Fund (acct #244073908266/RSTREE-6625)
• Distribution Maintenance–Overhead Lines, Account Number (acct #33-40-735-930-6493)
Prepared by: Reviewed by:
Natalie Reagan Robert Delgadillo, P.E
Management Analyst Public Works Director/ City Engineer
Fiscal Review by: Reviewed and Approved by:
Talika M. Johnson Sergio Gonzalez
Director of Administrative Services City Manager
Attachment: First Amendment to Tree Maintenance Services Agreement
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CITY OF AZUSA
FIRST AMENDMENT TO
AGREEMENT FOR TREE MAINTENANCE SERVICES
1.PARTIES AND DATE.
This First Amendment to the Agreement for Professional Services (“First Amendment”) is
entered into on the ____ day of April, 2024, by and between the City of Azusa (hereinafter referred
to as the “City”) and West Coast Arborists, Inc (hereinafter referred to as the “Contractor”). City
and Contractor are sometimes collectively referred to herein as the “Parties.”
2.RECITALS.
2.1 Agreement. The Parties entered into that certain Agreement for City Wide Tree
Maintenance Services dated June 21, 2021 (“Agreement”).
2.2 First Amendment. The Parties now desire to amend the Agreement in order to
extend the Agreement for an additional one-year term and increase the contract compensation, for
a total amount not-to-exceed $977,211.
3.TERMS.
3.1 Term. Pursuant to Section 3.1.2 of the Agreement, the City hereby exercises the
option to renew the Agreement and extend the term of the Agreement for 12 months from July 1,
2024 to June 30, 2025, unless earlier terminated as provided in the Agreement.
3.2 Scope of Services. The scope of services of this Agreement shall remain unchanged
and in full force and effect.
3.3 Fees and Payments.
3.3.1 Compensation. Contractor shall receive compensation, including
authorized reimbursements, for all Services rendered under this First Amendment at the
rates set forth in Exhibit A attached hereto and incorporated herein by reference. The
total compensation shall not exceed Nine Hundred Seventy-Seven Thousand Two
Hundred Eleven and No Cents ($977,211) without written approval of the City Council.
3.4 Remaining Provisions of Agreement. Except as otherwise specifically set forth in
this First Amendment, the remaining provisions of the Agreement shall remain in full force and
effect.
Attachment 1
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IN WITNESS WHEREOF, the parties have executed this First Amendment to Agreement
on this ___ day of April, 2024.
CITY OF AZUSA WEST COAST ARBORISTS, INC.
By:
Sergio Gonzales City Manager
By:
Name: ______________________________ Title: _______________________________
ATTEST:
By:
Jeffrey Lawrence Cornejo, Jr. City Clerk
APPROVED AS TO FORM:
By:
Best Best & Krieger LLP City Attorney