HomeMy WebLinkAboutD.3 - Staff Report - Award Tree Maintenance ContractSCHEDULED ITEM
D-3
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: ROBERT DELGADILLO, P.E., DIRECTOR OF PUBLIC WORKS/CITY ENGINEER
DATE: JUNE 2, 2025
SUBJECT: ACCEPT BID AND AWARD CITYWIDE TREE MAINTENANCE CONTRACT FOR
PARK, PARKWAYS, MEDIAN ISLANDS AND UTILITY RIGHT OF WAY TREES
BACKGROUND:
The City currently contracts for citywide tree maintenance services for parks and right-of-way trees
through the Public Works Department, as well as power line tree clearance for the Azusa Light & Water
Department (ALW). On April 7, 2025, the City Council authorized staff to solicit bids for a three-year
Citywide Tree Maintenance Contract. The existing contract with West Coast Arborists is set to expire on
June 30, 2025.
This action approves the award of the new contract to West Coast Arborists, Inc., the lowest responsible
bidder, for a total amount of $820,945 per year. The three-year contract will begin on July 1, 2025, and
continue through June 30, 2028. Additionally, there are two one-year extension options available at the
City's discretion after the initial three-year term.
RECOMMENDATION:
Staff recommends the City Council take the following actions:
1)Accept Bid and Award a contract for Citywide Tree Maintenance Program to West Coast
Arborists, Inc. for a three-year term, with two one-year extension options, in the amount of
$820,945 per year; and
2)Authorize the City Manager to execute a contract for Tree Maintenance Services, in a form
acceptable to the City Attorney, with West Coast Arborists, Inc.
Tree Maintenance Contract
June 2, 2025
Page 2
ANALYSIS:
On April 7, 2025, the City Council approved the specifications and authorized staff to initiate the formal
bidding process for the tree maintenance contract. The bid opening took place on May 15, 2025, with
seven companies submitting proposals. The bid results were as follows:
1. Golden West Arbor Services: $769,660 annually
2. West Coast Arborists, Inc.: $820,945 annually
3. West Coast Tree Service: $907,770 annually
4. North Star Landcare: $908,955 annually
5. Tree Service Kings, Inc.: $969,875 annually
6. Mariposa Tree Management, Inc.: $1,397,575 annually
7. SGD Enterprises, dba Four Seasons Landscaping: $1,992,400 annually
Although Golden West Arbor Services was the lowest apparent bidder, they were deemed non-responsive
after failing to submit a Statement of Qualifications and not providing the required GPS software
information in their proposal documents. The next lowest responsible bidder is West Coast Arborists, Inc.
(WCA).
It is recommended that the City Council accept WCA's bid and award them the contract for the Citywide
Tree Maintenance Program for a three-year term, starting July 1, 2025, and ending June 30, 2028, with
the option for two one-year extensions.
FISCAL IMPACT:
Funds have been requested through the proposed biennial operating budget under the Public Works and
Azusa Light and Water Departments for fiscal years 2025-26 and 2026-27.
• Parks Division General Fund, $407,470 (account #10-55-420-000-6493)
• Electric Line Maintenance Fund, $413,475 (account #33-40-735-930-6493)
Prepared by: Reviewed and Approved:
Natalie Reagan Robert Delgadillo, P.E.
Management Analyst Public Works Director/City Engineer
Reviewed and Approved by:
Sergio Gonzalez
City Manager
Attachment:
1) Citywide Tree Maintenance Program Contract
45635.01000\8520199.1
CITY OF AZUSA
CITYWIDE TREE MAINTENANCE SERVICES AGREEMENT
1. PARTIES AND DATE.
This Agreement is made and entered into this _____ day of June, 2025 by and between the
City of Azusa, a municipal corporation of the State of California, located at 213 East Foothill
Boulevard, Azusa, California 91702, (“City”) and West Coast Arborists, Inc. a corporation, with
its principal place of business at 2200 E. Via Burton Street, Anaheim, CA 92806 (“Contractor”).
City and Contractor are sometimes individually referred to as “Party” and collectively as “Parties”
in this Agreement.
2. RECITALS.
2.1 Contractor.
Contractor desires to perform and assume responsibility for the provision of certain
maintenance services required by the City on the terms and conditions set forth in this Agreement.
Contractor represents that it is experienced in providing Tree Maintenance services to public
clients, that it and its employees or subcontractors have all necessary licenses and permits to
perform the Services in the State of California, and that is familiar with the plans of City.
Contractor shall not subcontract any portion of the work required by this Agreement, except as
expressly stated herein, without prior written approval of City. Subcontracts, if any, shall contain
a provision making them subject to all provisions stipulated in this Agreement.
2.2 Project.
City desires to engage Contractor to render such services for the Citywide Tree
Maintenance Program project (“Project”) as set forth in this Agreement.
3. TERMS.
3.1 Scope of Services and Term.
3.1.1 General Scope of Services. Contractor promises and agrees to furnish to
the City all labor, materials, tools, equipment, services, and incidental and customary work
necessary to fully and adequately supply the professional tree maintenance services necessary for
the Project (“Services”). The Services are more particularly described in Exhibit “A” attached
hereto and incorporated herein by reference. All Services shall be subject to, and performed in
accordance with, this Agreement, the exhibits attached hereto and incorporated herein by
reference, and all applicable local, state and federal laws, rules and regulations.
3.1.2 Term. The term of this Agreement shall be from July 1, 2025 to June 30, 2028,
unless earlier terminated as provided herein. The Agreement will have a three (3) year term, with
two optional one (1) year terms. The total term of the proposed contract may extend for five (5)
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years from award by the City. Contractor shall complete the Services within the term of this
Agreement and shall meet any other established schedules and deadlines.
3.2 Responsibilities of Contractor.
3.2.1 Control and Payment of Subordinates; Independent Contractor. The
Services shall be performed by Contractor or under its supervision. Contractor will determine the
means, methods and details of performing the Services subject to the requirements of this
Agreement. City retains Contractor on an independent contractor basis and not as an employee.
Contractor retains the right to perform similar or different services for others during the term of
this Agreement. Any additional personnel performing the Services under this Agreement on behalf
of Contractor shall also not be employees of City and shall at all times be under Contractor’s
exclusive direction and control. Contractor shall pay all wages, salaries, and other amounts due
such personnel in connection with their performance of Services under this Agreement and as
required by law. Contractor shall be responsible for all reports and obligations respecting such
additional personnel, including, but not limited to: social security taxes, income tax withholding,
unemployment insurance, disability insurance, and workers’ compensation insurance.
3.2.2 Schedule of Services. Contractor shall perform the Services expeditiously,
within the term of this Agreement, and in accordance with the Schedule of Services set forth in
Exhibit “B” attached hereto and incorporated herein by reference. Contractor represents that it has
the professional and technical personnel required to perform the Services in conformance with
such conditions. In order to facilitate Contractor’s conformance with the Schedule, City shall
respond to Contractor’s submittals in a timely manner. Upon request of City, Contractor shall
provide a more detailed schedule of anticipated performance to meet the Schedule of Services.
3.2.3 Conformance to Applicable Requirements. All work prepared by
Contractor shall be subject to the approval of City.
3.2.4 City’s Representative. The City hereby designates Robert Delgadillo,
Director of Public Works/ City Engineer, or his designee, to act as its representative for the
performance of this Agreement (“City’s Representative”). City’s Representative shall have the
power to act on behalf of the City for all purposes under this Agreement. Contractor shall not
accept direction or orders from any person other than the City’s Representative or his or her
designee.
3.2.5 Contractor’s Representative. Contractor hereby designates Patrick
Mahoney, President, or his designee, to act as its representative for the performance of this
Agreement (“Contractor’s Representative”). Contractor’s Representative shall have full authority
to represent and act on behalf of the Contractor for all purposes under this Agreement. The
Contractor’s Representative shall supervise and direct the Services, using his best skill and
attention, and shall be responsible for all means, methods, techniques, sequences and procedures
and for the satisfactory coordination of all portions of the Services under this Agreement.
West Coast Arborists, Inc.
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3.2.6 Coordination of Services. Contractor agrees to work closely with City staff
in the performance of Services and shall be available to City’s staff, consultants and other staff at
all reasonable times.
3.2.7 Standard of Care; Performance of Employees. Contractor shall perform all
Services under this Agreement in a skillful and competent manner, consistent with the standards
generally recognized as being employed by professionals in the same discipline in the State of
California. Contractor represents and maintains that it is skilled in the professional calling
necessary to perform the Services. Contractor warrants that all employees and subcontractors shall
have sufficient skill and experience to perform the Services assigned to them. Finally, Contractor
represents that it, its employees and subcontractors have all licenses, permits, qualifications and
approvals of whatever nature that are legally required to perform the Services, including a City
Business License, and that such licenses and approvals shall be maintained throughout the term of
this Agreement. As provided for in the indemnification provisions of this Agreement, Contractor
shall perform, at its own cost and expense and without reimbursement from the City, any services
necessary to correct errors or omissions which are caused by the Contractor’s failure to comply
with the standard of care provided for herein. Any employee of the Contractor or its sub-
contractors who is determined by the City to be uncooperative, incompetent, a threat to the
adequate or timely completion of the Project, a threat to the safety of persons or property, or any
employee who fails or refuses to perform the Services in a manner acceptable to the City, shall be
promptly removed from the Project by the Contractor and shall not be re-employed to perform any
of the Services or to work on the Project.
3.2.8 Period of Performance. Contractor shall perform and complete all Services
under this Agreement within the term set forth in Section 3.1.2 above (“Performance Time”).
Contractor shall perform the Services in strict accordance with any completion schedule or Project
milestones described in Exhibits “A” or “B” attached hereto, or which may be provided separately
in writing to the Contractor. Contractor agrees that if the Services are not completed within the
aforementioned Performance Time and/or pursuant to any such completion schedule or Project
milestones developed pursuant to provisions of this Agreement, it is understood, acknowledged
and agreed that the City will suffer damage.
3.2.9 Disputes. Should any dispute arise respecting the true value of any work
done, of any work omitted, or of any extra work which Contractor may be required to do, or
respecting the size of any payment to Contractor during the performance of this Contract,
Contractor shall continue to perform the Work while said dispute is decided by the City. If
Contractor disputes the City’s decision, Contractor shall have such remedies as may be provided
by law.
3.2.10 Laws and Regulations; Employee/Labor Certifications. Contractor shall
keep itself fully informed of and in compliance with all local, state and federal laws, rules and
regulations in any manner affecting the performance of the Project or the Services, including all
Cal/OSHA requirements, and shall give all notices required by law. Contractor shall be liable for
all violations of such laws and regulations in connection with Services. If the Contractor performs
any work knowing it to be contrary to such laws, rules and regulations and without giving written
notice to the City, Contractor shall be solely responsible for all costs arising therefrom. City is a
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public entity of the State of California subject to certain provisions of the Health & Safety Code,
Government Code, Public Contract Code, and Labor Code of the State. It is stipulated and agreed
that all provisions of the law applicable to the public contracts of a municipality are a part of this
Contract to the same extent as though set forth herein and will be complied with. These include
but are not limited to the payment of prevailing wages, the stipulation that eight (8) hours' labor
shall constitute a legal day's work and that no worker shall be permitted to work in excess of eight
(8) hours during any one calendar day except as permitted by law. Contractor shall defend,
indemnify and hold City, its officials, directors, officers, employees and agents free and harmless,
pursuant to the indemnification provisions of this Agreement, from any claim or liability arising
out of any failure or alleged failure to comply with such laws, rules or regulations.
3.2.10.1 Employment Eligibility; Contractor. By executing this
Agreement, Contractor verifies that it fully complies with all requirements and restrictions of state
and federal law respecting the employment of undocumented aliens, including, but not limited to,
the Immigration Reform and Control Act of 1986, as may be amended from time to time. Such
requirements and restrictions include, but are not limited to, examination and retention of
documentation confirming the identity and immigration status of each employee of the Contractor.
Contractor also verifies that it has not committed a violation of any such law within the five (5)
years immediately preceding the date of execution of this Agreement, and shall not violate any
such law at any time during the term of the Agreement. Contractor shall avoid any violation of
any such law during the term of this Agreement by participating in an electronic verification of
work authorization program operated by the United States Department of Homeland Security, by
participating in an equivalent federal work authorization program operated by the United States
Department of Homeland Security to verify information of newly hired employees, or by some
other legally acceptable method. Contractor shall maintain records of each such verification, and
shall make them available to the City or its representatives for inspection and copy at any time
during normal business hours. The City shall not be responsible for any costs or expenses related
to Contractor’s compliance with the requirements provided for in Section 3.2.10 or any of its sub-
sections.
3.2.10.2 Employment Eligibility; Subcontractors, Sub-
subcontractors and Consultants. To the same extent and under the same conditions as Contractor,
Contractor shall require all of its subcontractors, sub-subcontractors and consultants performing
any work relating to the Project or this Agreement to make the same verifications and comply with
all requirements and restrictions provided for in Section 3.2.10.1.
3.2.10.3 Employment Eligibility; Failure to Comply. Each person
executing this Agreement on behalf of Contractor verifies that they are a duly authorized officer
of Contractor, and understands that any of the following shall be grounds for the City to terminate
the Agreement for cause: (1) failure of Contractor or its subcontractors, sub-subcontractors or
consultants to meet any of the requirements provided for in Sections 3.2.10.1 or 3.2.10.2; (2) any
misrepresentation or material omission concerning compliance with such requirements (including
in those verifications provided to the Contractor under Section 3.2.10.2); or (3) failure to
immediately remove from the Project any person found not to be in compliance with such
requirements.
West Coast Arborists, Inc.
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3.2.10.4 Labor Certification. By its signature hereunder, Contractor
certifies that it is aware of the provisions of Section 3700 of the California Labor Code which
require every employer to be insured against liability for Workers’ Compensation or to undertake
self-insurance in accordance with the provisions of that Code, and agrees to comply with such
provisions before commencing the performance of the Services.
3.2.10.5 Equal Opportunity Employment. Contractor represents that
it is an equal opportunity employer and it shall not discriminate against any subconsultant,
employee or applicant for employment because of race, religion, color, national origin, handicap,
ancestry, sex or age. Such non-discrimination shall include, but not be limited to, all activities
related to initial employment, upgrading, demotion, transfer, recruitment or recruitment
advertising, layoff or termination. Contractor shall also comply with all relevant provisions of
City’s Minority Business Enterprise program, Affirmative Action Plan or other related programs
or guidelines currently in effect or hereinafter enacted.
3.2.10.6 Air Quality. Contractor must fully comply with
all applicable laws, rules and regulations in furnishing or using equipment and/or providing
services, including, but not limited to, emissions limits and permitting requirements imposed by
the South Coast Air Quality Management District (SCAQMD) and/or California Air Resources
Board (CARB). Although the SCAQMD and CARB limits and requirements are more broad,
Contractor shall specifically be aware of their application to "portable equipment", which
definition is considered by SCAQMD and CARB to include any item of equipment with a fuel -
powered engine. Contractor shall indemnify City against any fines or penalties imposed by
SCAQMD, CARB, or any other governmental or regulatory agency for violations of applicable
laws, rules and/or regulations by Contractor, its subcontractors, or others for whom Contractor is
responsible under its indemnity obligations provided for in this Agreement.
3.2.10.7 Water Quality.
(A) Management and Compliance. To the extent applicable,
Contractor’s Services must account for, and fully comply with, all local, state and federal laws,
rules and regulations that may impact water quality compliance, including, without limitation, all
applicable provisions of the Federal Water Pollution Control Act (33 U.S.C. §§ 1300); the
California Porter-Cologne Water Quality Control Act (Cal Water Code §§ 13000-14950); laws,
rules and regulations of the Environmental Protection Agency, the State Water Resources Control
Board and the Santa Ana Regional Water Quality Control Board; the City’s ordinances regulating
discharges of storm water; and any and all regulations, policies, or permits issued pursuant to any
such authority regulating the discharge of pollutants, as that term is used in the Porter-Cologne
Water Quality Control Act, to any ground or surface water in the State.
(B) Liability for Non-Compliance. Failure to comply with the
laws, regulations and policies described in this Section is a violation of law that may subject
Contractor or City to penalties, fines, or additional regulatory requirements. Contractor shall
defend, indemnify and hold the City, its directors, officials, officers, employees, volunteers and
agents free and harmless, pursuant to the indemnification provisions of this Agreement, from and
against any and all fines, penalties, claims or other regulatory requirements imposed as a result of
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Contractor’s non-compliance with the laws, regulations and policies described in this Section,
unless such non-compliance is the result of the sole established negligence, willful misconduct or
active negligence of the City, its officials, officers, agents, employees or authorized volunteers.
(C) Training. In addition to any other standard of care
requirements set forth in this Agreement, Contractor warrants that all employees and
subcontractors shall have sufficient skill and experience to perform the Services assigned to them
without impacting water quality in violation of the laws, regulations and policies described in this
Section. Contractor further warrants that it, its employees and subcontractors will receive adequate
training, as determined by City, regarding the requirements of the laws, regulations and policies
described in this Section as they may relate to the Services provided under this Agreement. Upon
request, City will provide Contractor with a list of training programs that meet the requirements
of this paragraph.
3.2.11 Insurance.
3.2.11.1 Time for Compliance. Contractor shall not commence Work
under this Agreement until it has provided evidence satisfactory to the City that it has secured all
insurance required under this section. In addition, Contractor shall not allow any subcontractor to
commence work on any subcontract until it has provided evidence satisfactory to the City that the
subcontractor has secured all insurance required under this section.
3.2.11.2 Minimum Requirements. Contractor shall, at its expense,
procure and maintain for the duration of the Agreement insurance against claims for injuries to
persons or damages to property which may arise from or in connection with the performance of
the Agreement by the Contractor, its agents, representatives, employees or subcontractors.
Contractor shall also require all of its subcontractors to procure and maintain the same insurance
for the duration of the Agreement. Such insurance shall meet at least the following minimum levels
of coverage:
(A) Minimum Scope of Insurance. Coverage shall be at least as
broad as the latest version of the following: (1) General Liability: Insurance Services Office
Commercial General Liability coverage (occurrence form CG 0001); (2) Automobile Liability:
Insurance Services Office Business Auto Coverage form number CA 0001, code 1 (any auto); and
(3) Workers’ Compensation and Employer’s Liability: Workers’ Compensation insurance as
required by the State of California and Employer’s Liability Insurance. The policy shall not
contain any exclusion contrary to the Agreement, including but not limited to endorsements or
provisions limiting coverage for (1) contractual liability (including but not limited to ISO CG 24
26 or 21 29); or (2) cross liability for claims or suits by one insured against another.
(B) Minimum Limits of Insurance. Contractor shall maintain
limits no less than: (1) General Liability: $1,000,000 per occurrence for bodily injury, personal
injury and property damage. If Commercial General Liability Insurance or other form with general
aggregate limit is used including, but not limited to, form CG 2503, either the general aggregate
limit shall apply separately to this Agreement/location or the general aggregate limit shall be twice
the required occurrence limit; (2) Automobile Liability: $1,000,000 per accident for bodily injury
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and property damage; and (3) Workers’ Compensation and Employer’s Liability: Workers’
Compensation limits as required by the Labor Code of the State of California. Employer’s
Liability limits of $1,000,000 per accident for bodily injury or disease. Defense costs shall be paid
in addition to the limits.
(C) Notices; Cancellation or Reduction of Coverage. At least
fifteen (15) days prior to the expiration of any such policy, evidence showing that such insurance
coverage has been renewed or extended shall be filed with the City. If such coverage is cancelled
or reduced, Contractor shall, within ten (10) days after receipt of written notice of such cancellation
or reduction of coverage, file with the City evidence of insurance showing that the required
insurance has been reinstated or has been provided through another insurance company or
companies. In the event any policy of insurance required under this Agreement does not comply
with these specifications or is canceled and not replaced, the City has the right but not the duty to
obtain the insurance it deems necessary and any premium paid by the City will be promptly
reimbursed by Contractor or the City may withhold amounts sufficient to pay premium from
Contractor payments. In the alternative, the City may suspend or terminate this Agreement.
3.2.11.3 Insurance Endorsements. The insurance policies shall
contain the following provisions, or Contractor shall provide endorsements on forms supplied or
approved by the City to add the following provisions to the insurance policies:
(A) General Liability. The general liability policy shall include
or be endorsed (amended) to state that: (1) using ISO CG forms 20 10 and 20 37, or endorsements
providing the exact same coverage, the City of Azusa, its directors, officials, officers, employees,
agents and volunteers shall be covered as additional insured with respect to the Services or ongoing
and completed operations performed by or on behalf of the Contractor, including materials, parts
or equipment furnished in connection with such work; and (2) using ISO form 20 01, or
endorsements providing the exact same coverage, the insurance coverage shall be primary
insurance as respects the City, its directors, officials, officers, employees, agents and volunteers,
or if excess, shall stand in an unbroken chain of coverage excess of the Contractor’s scheduled
underlying coverage. Any excess insurance shall contain a provision that such coverage shall also
apply on a primary and noncontributory basis for the benefit of the City, before the City’s own
primary insurance or self-insurance shall be called upon to protect it as a named insured. Any
insurance or self-insurance maintained by the City, its directors, officials, officers, employees,
agents and volunteers shall be excess of the Contractor’s insurance and shall not be called upon to
contribute with it in any way. Notwithstanding the minimum limits set forth in Section
3.2.11.2(B), any available insurance proceeds in excess of the specified minimum limits of
coverage shall be available to the parties required to be named as additional insureds pursuant to
this Section 3.2.11.3(A).
(B) Automobile Liability. The automobile liability policy shall
include or be endorsed (amended) to state that: (1) the City of Azusa, its directors, officials,
officers, employees, agents and volunteers shall be covered as additional insureds with respect to
the ownership, operation, maintenance, use, loading or unloading of any auto owned, leased, hired
or borrowed by the Contractor or for which the Contractor is responsible; and (2) the insurance
coverage shall be primary insurance as respects the City, its directors, officials, officers,
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employees, agents and volunteers, or if excess, shall stand in an unbroken chain of coverage excess
of the Contractor’s scheduled underlying coverage. Any insurance or self-insurance maintained
by the City, its directors, officials, officers, employees, agents and volunteers shall be excess of
the Contractor’s insurance and shall not be called upon to contribute with it in any way.
Notwithstanding the minimum limits set forth in Section 3.2.11.2(B), any available insurance
proceeds in excess of the specified minimum limits of coverage shall be available to the parties
required to be named as additional insureds pursuant to this Section 3.2.11.3(B).
(C) Workers’ Compensation and Employer’s Liability
Coverage. The insurer shall agree to waive all rights of subrogation against the City, its directors,
officials, officers, employees, agents and volunteers for losses paid under the terms of the
insurance policy which arise from work performed by the Contractor.
(D) All Coverages. Each insurance policy required by this
Agreement shall be endorsed to state that: (A) coverage shall not be suspended, voided, reduced
or canceled except after thirty (30) days (10 days for nonpayment of premium) prior written notice
by certified mail, return receipt requested, has been given to the City; and (B) any failure to comply
with reporting or other provisions of the policies, including breaches of warranties, shall not affect
coverage provided to the City, its directors, officials, officers, employees, agents and volunteers.
Any failure to comply with reporting or other provisions of the policies including breaches of
warranties shall not affect coverage provided to the City, its officials, officers, employees, agents
and volunteers, or any other additional insureds.
3.2.11.4 Separation of Insureds; No Special Limitations; Waiver of
Subrogation. All insurance required by this Section shall contain standard separation of insureds
provisions. In addition, such insurance shall not contain any special limitations on the scope of
protection afforded to the City, its directors, officials, officers, employees, agents and volunteers.
All policies shall waive any right of subrogation of the insurer against the City, its officials,
officers, employees, agents, and volunteers, or any other additional insureds, or shall specifically
allow Contractor or others providing insurance evidence in compliance with these specifications
to waive their right of recovery prior to a loss. Contractor hereby waives its own right of recovery
against City, its officials, officers, employees, agents, and volunteers, or any other additional
insureds, and shall require similar written express waivers and insurance clauses from each of its
subconsultants.
3.2.11.5 Deductibles and Self-Insurance Retentions. Any deductibles
or self-insured retentions must be declared to and approved by the City. Contractor shall guarantee
that, at the option of the City, either: (1) the insurer shall reduce or eliminate such deductibles or
self-insured retentions as respects the City, its directors, officials, officers, employees, agents and
volunteers; or (2) the Contractor shall procure a bond guaranteeing payment of losses and related
investigation costs, claims and administrative and defense expenses.
3.2.11.6 Subcontractor Insurance Requirements. Contractor shall not
allow any subcontractors to commence work on any subcontract relating to the work under the
Agreement until they have provided evidence satisfactory to the City that they have secured all
insurance required under this Section. If requested by Contractor, the City may approve different
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scopes or minimum limits of insurance for particular subcontractors. The Contractor and the City
shall be named as additional insureds on all subcontractors’ policies of Commercial General
Liability using ISO form 20 38, or coverage at least as broad.
3.2.11.7 Acceptability of Insurers. Insurance is to be placed with
insurers with a current A.M. Best’s rating no less than A:VIII, licensed to do business in California,
and satisfactory to the City.
3.2.11.8 Verification of Coverage. Contractor shall furnish City with
original certificates of insurance and endorsements effecting coverage required by this Agreement
on forms satisfactory to the City. The certificates and endorsements for each insurance policy
shall be signed by a person authorized by that insurer to bind coverage on its behalf, and shall be
on forms provided by the City if requested. All certificates and endorsements must be received
and approved by the City before work commences. The City reserves the right to require complete,
certified copies of all required insurance policies, at any time.
3.2.11.9 Reporting of Claims. Contractor shall report to the City, in
addition to Contractor’s insurer, any and all insurance claims submitted by Contractor in
connection with the Services under this Agreement.
3.2.12 Safety. Contractor shall execute and maintain its work so as to avoid injury
or damage to any person or property. In carrying out its Services, the Contractor shall at all times
be in compliance with all applicable local, state and federal laws, rules and regulations, and shall
exercise all necessary precautions for the safety of employees appropriate to the nature of the work
and the conditions under which the work is to be performed. Safety precautions as applicable shall
include, but shall not be limited to: (A) adequate life protection and life saving equipment and
procedures; (B) instructions in accident prevention for all employees and subcontractors, such as
safe walkways, scaffolds, fall protection ladders, bridges, gang planks, confined space procedures,
trenching and shoring, equipment and other safety devices, equipment and wearing apparel as are
necessary or lawfully required to prevent accidents or injuries; and (C) adequate facilities for the
proper inspection and maintenance of all safety measures.
3.2.13 Bonds.
3.2.13.1 Performance Bond. If required by law or otherwise
specifically requested by City in Exhibit “C” attached hereto and incorporated herein by reference,
Contractor shall execute and provide to City concurrently with this Agreement a Performance
Bond in the amount of the total, not-to-exceed compensation indicated in this Agreement, and in
a form provided or approved by the City. If such bond is required, no payment will be made to
Contractor until it has been received and approved by the City.
3.2.13.2 Payment Bond. If required by law or otherwise specifically
requested by City in Exhibit “C” attached hereto and incorporated herein by reference, Contractor
shall execute and provide to City concurrently with this Agreement a Payment Bond in the amount
of the total, not-to-exceed compensation indicated in this Agreement, and in a form provided or
approved by the City. If such bond is required, no payment will be made to Contractor until it has
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been received and approved by the City.
3.2.13.3 Bond Provisions. Should, in City’s sole opinion, any bond
become insufficient or any surety be found to be unsatisfactory, Contractor shall renew or replace
the affected bond within 10 days of receiving notice from City. In the event the surety or
Contractor intends to reduce or cancel any required bond, at least thirty (30) days prior written
notice shall be given to the City, and Contractor shall post acceptable replacement bonds at least
ten (10) days prior to expiration of the original bonds. No further payments shall be deemed due
or will be made under this Agreement until any replacement bonds required by this Section are
accepted by the City. To the extent, if any, that the total compensation is increased in accordance
with the Agreement, the Contractor shall, upon request of the City, cause the amount of the bonds
to be increased accordingly and shall promptly deliver satisfactory evidence of such increase to
the City. To the extent available, the bonds shall further provide that no change or alteration of
the Agreement (including, without limitation, an increase in the total compensation, as referred to
above), extensions of time, or modifications of the time, terms, or conditions of payment to the
Contractor, will release the surety. If the Contractor fails to furnish any required bond, the City
may terminate this Agreement for cause.
3.2.13.4 Surety Qualifications. Only bonds executed by an admitted
surety insurer, as defined in Code of Civil Procedure Section 995.120, shall be accepted. The
surety must be a California-admitted surety with a current A.M. Best’s rating no less than A:VIII
and satisfactory to the City. If a California-admitted surety insurer issuing bonds does not meet
these requirements, the insurer will be considered qualified if it is in conformance with Section
995.660 of the California Code of Civil Procedure, and proof of such is provided to the City.
3.2.14 Accounting Records. Contractor shall maintain complete and accurate
records with respect to all costs and expenses incurred under this Agreement. All such records
shall be clearly identifiable. Contractor shall allow a representative of City during normal business
hours to examine, audit, and make transcripts or copies of such records and any other documents
created pursuant to this Agreement. Contractor shall allow inspection of all work, data, documents,
proceedings, and activities related to the Agreement for a period of three (3) years from the date
of final payment under this Agreement.
3.3 Fees and Payments.
3.3.1 Compensation. Contractor shall receive compensation, including
authorized reimbursements, for all Services rendered under this Agreement at the rates set forth in
Exhibit “B” attached hereto and incorporated herein by reference. The total compensation shall
not exceed Nine Hundred Three Thousand and Forty Dollars ($903,040) without written approval
of the CITY COUNCIL. Extra Work may be authorized, as described below, and if authorized, will
be compensated at the rates and manner set forth in this Agreement.
3.3.2 Payment of Compensation. Contractor shall submit to City a monthly
itemized statement which indicates work completed and hours of Services rendered by Contractor.
The statement shall describe the amount of Services and supplies provided since the initial
commencement date, or since the start of the subsequent billing periods, as appropriate, through
West Coast Arborists, Inc.
Page 11 of 24
the date of the statement. City shall, within 45 days of receiving such statement, review the
statement and pay all approved charges thereon.
3.3.3 Reimbursement for Expenses. Contractor shall not be reimbursed for any
expenses unless authorized in writing by City.
3.3.4 Extra Work. At any time during the term of this Agreement, City may
request that Contractor perform Extra Work. As used herein, “Extra Work” means any work which
is determined by City to be necessary for the proper completion of the Project, but which the parties
did not reasonably anticipate would be necessary at the execution of this Agreement. Contractor
shall not perform, nor be compensated for, Extra Work without written authorization from City’s
Representative.
3.3.5 Prevailing Wages. Contractor is aware of the requirements of California
Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations,
Title 8, Section 16000, et seq., (“Prevailing Wage Laws”), which require the payment of prevailing
wage rates and the performance of other requirements on “public works” and “maintenance”
projects. SINCE the Services are being performed as part of an applicable “public works” or
“maintenance” project, as defined by the Prevailing Wage Laws, and SINCE the total compensation
is $1,000 or more, Contractor agrees to fully comply with such Prevailing Wage Laws. City shall
provide Contractor with a copy of the prevailing rates of per diem wages in effect at the
commencement of this Agreement. Contractor shall make copies of the prevailing rates of per
diem wages for each craft, classification or type of worker needed to execute the Services available
to interested parties upon request, and shall post copies at the Contractor’s principal place of
business and at the project site. Contractor shall defend, indemnify and hold the City, its elected
officials, officers, employees and agents free and harmless from any claim or liability arising out
of any failure or alleged failure to comply with the Prevailing Wage Laws.
3.4 Termination of Agreement.
3.4.1 Grounds for Termination. City may, by written notice to Contractor,
terminate the whole or any part of this Agreement at any time and without cause by giving written
notice to Contractor of such termination, and specifying the effective date thereof, at least seven
(7) days before the effective date of such termination. Upon termination, Contractor shall be
compensated only for those services which have been adequately rendered to City, and Contractor
shall be entitled to no further compensation. Contractor may not terminate this Agreement except
for cause.
3.4.2 Effect of Termination. If this Agreement is terminated as provided herein,
City may require Contractor to provide all finished or unfinished Documents and Data and other
information of any kind prepared by Contractor in connection with the performance of Services
under this Agreement. Contractor shall be required to provide such document and other
information within fifteen (15) days of the request.
3.4.3 Additional Services. In the event this Agreement is terminated in whole or
in part as provided herein, City may procure, upon such terms and in such manner as it may
West Coast Arborists, Inc.
Page 12 of 24
determine appropriate, services similar to those terminated.
3.5 General Provisions
3.5.1 Delivery of Notices. All notices permitted or required under this Agreement
shall be given to the respective parties at the following address, or at such other address as the
respective parties may provide in writing for this purpose:
CONTRACTOR:
West Coasts Arborists, Inc.
2200 E. Via Burton Street
Anaheim, CA 92806
Attn: Patrick Mahoney, President
CITY:
City of Azusa
213 East Foothill Boulevard
Azusa, CA 91702
Attn: Robert Delgadillo, Director of Public Works/City Engineer
Such notice shall be deemed made when personally delivered or when mailed, forty -eight
(48) hours after deposit in the U.S. Mail, first class postage prepaid and addressed to the party at
its applicable address. Actual notice shall be deemed adequate notice on the date actual notice
occurred, regardless of the method of service.
3.5.2 Indemnification
3.5.2.1 Scope of Indemnity. To the fullest extent permitted by law,
Contractor shall defend, indemnify and hold the City, its directors, officials, officers, employees,
volunteers and agents free and harmless from any and all claims, demands, causes of action, costs,
expenses, liability, loss, damage or injury of any kind, in law or equity, to property or persons,
including wrongful death, in any manner arising out of, pertaining to, or incident to any alleged
acts, errors or omissions of Contractor, its officials, officers, employees, subcontractors,
consultants or agents in connection with the performance of the Contractor’s Services, the Project
or this Agreement, including without limitation the payment of all consequential damages, expert
witness fees and attorneys fees and other related costs and expenses. Notwithstanding the
foregoing, to the extent Contractor's Services are subject to Civil Code Section 2782.8, the above
indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise
out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Contractor.
3.5.2.2 Additional Indemnity Obligations. Contractor shall defend, with
legal counsel chosen by the City and at Contractor’s own cost, expense and risk, any and all claims,
suits, actions or other proceedings of every kind covered by Section 3.5.2.1 that may be brought
or instituted against City or its directors, officials, officers, employees, volunteers or agents.
Contractor shall pay and satisfy any judgment, award or decree that may be rendered against City
or its directors, officials, officers, employees, volunteers and agents as part of any such claim, suit,
West Coast Arborists, Inc.
Page 13 of 24
action or other proceeding. Contractor shall also reimburse City for the cost of any settlement paid
by City or its directors, officials, officers, employees, agents or volunteers as part of any such
claim, suit, action or other proceeding. Such reimbursement shall include payment for City’s
attorney’s fees and costs, including expert witness fees. Contractor shall reimburse City and its
directors, officials, officers, employees, agents and/or volunteers, for any and all legal expenses
and costs incurred by each of them in connection therewith or in enforcing the indemnity herein
provided. Contractor’s obligation to indemnify shall survive expiration or termination of this
Agreement, and shall not be restricted to insurance proceeds, if any, received by the City, its
directors, officials officers, employees, agents or volunteers.
3.5.3 Governing Law; Government Code Claim Compliance. This Agreement
shall be governed by the laws of the State of California. Venue shall be in Los Angeles County.
In addition to any and all contract requirements pertaining to notices of and requests for
compensation or payment for extra work, disputed work, claims and/or changed conditions,
Contractor must comply with the claim procedures set forth in Government Code sections 900 et
seq. prior to filing any lawsuit against the City. Such Government Code claims and any subsequent
lawsuit based upon the Government Code claims shall be limited to those matters that remain
unresolved after all procedures pertaining to extra work, disputed work, claims, and/or changed
conditions have been followed by Contractor. If no such Government Code claim is submitted, or
if any prerequisite contractual requirements are not otherwise satisfied as specified herein,
Contractor shall be barred from bringing and maintaining a valid lawsuit against the City.
3.5.4 Time of Essence. Time is of the essence for each and every provision of
this Agreement.
3.5.5 City’s Right to Employ Other Contractors. City reserves the right to employ
other contractors in connection with this Project.
3.5.6 Successors and Assigns. This Agreement shall be binding on the successors
and assigns of the parties.
3.5.7 Assignment or Transfer. Contractor shall not assign, hypothecate, or
transfer, either directly or by operation of law, this Agreement or any interest herein without the
prior written consent of the City. Any attempt to do so shall be null and void, and any assignees,
hypothecates or transferees shall acquire no right or interest by reason of such attempted
assignment, hypothecation or transfer.
3.5.8 Construction; References; Captions. Since the Parties or their agents have
participated fully in the preparation of this Agreement, the language of this Agreement shall be
construed simply, according to its fair meaning, and not strictly for or against any Party. Any term
referencing time, days or period for performance shall be deemed calendar days and not work days.
All references to Contractor include all personnel, employees, agents, and subcontractors of
Contractor, except as otherwise specified in this Agreement. All references to City include its
elected officials, officers, employees, agents, and volunteers except as otherwise specified in this
Agreement. The captions of the various articles and paragraphs are for convenience and ease of
reference only, and do not define, limit, augment, or describe the scope, content, or intent of this
West Coast Arborists, Inc.
Page 14 of 24
Agreement.
3.5.9 Amendment; Modification. No supplement, modification, or amendment
of this Agreement shall be binding unless executed in writing and signed by both Parties.
3.5.10 Waiver. No waiver of any default shall constitute a waiver of any other
default or breach, whether of the same or other covenant or condition. No waiver, benefit,
privilege, or service voluntarily given or performed by a Party shall give the other Party any
contractual rights by custom, estoppel, or otherwise.
3.5.11 No Third Party Beneficiaries. Except to the extent expressly provided for
in Section 3.5.7, there are no intended third party beneficiaries of any right or obligation assumed
by the Parties.
3.5.12 Invalidity; Severability. If any portion of this Agreement is declared
invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining
provisions shall continue in full force and effect.
3.5.13 Prohibited Interests. Contractor maintains and warrants that it has not
employed nor retained any company or person, other than a bona fide employee working solely
for Contractor, to solicit or secure this Agreement. Further, Contractor warrants that it has not
paid nor has it agreed to pay any company or person, other than a bona fide employee working
solely for Contractor, any fee, commission, percentage, brokerage fee, gift or other consideration
contingent upon or resulting from the award or making of this Agreement. Contractor further
agrees to file, or shall cause its employees or subcontractors to file, a Statement of Economic
Interest with the City’s Filing Officer as required under state law in the performance of the
Services. For breach or violation of this warranty, City shall have the right to rescind this
Agreement without liability. For the term of this Agreement, no member, officer or employee of
City, during the term of his or her service with City, shall have any direct interest i n this
Agreement, or obtain any present or anticipated material benefit arising therefrom.
3.5.14 Cooperation; Further Acts. The Parties shall fully cooperate with one
another, and shall take any additional acts or sign any additional documents as may be necessary,
appropriate or convenient to attain the purposes of this Agreement.
3.5.15 Attorney’s Fees. If either party commences an action against the other
party, either legal, administrative or otherwise, arising out of or in connection with this Agreement,
the prevailing party in such litigation shall be entitled to have and recover from the losing pa rty
reasonable attorney’s fees and all other costs of such action.
3.5.16 Authority to Enter Agreement. Contractor has all requisite power and
authority to conduct its business and to execute, deliver, and perform the Agreement. Each Party
warrants that the individuals who have signed this Agreement have the legal power, right, and
authority to make this Agreement and bind each respective Party.
3.5.17 Counterparts. This Agreement may be signed in counterparts, each of
West Coast Arborists, Inc.
Page 15 of 24
which shall constitute an original.
3.5.18 Entire Agreement. This Agreement contains the entire Agreement of the
parties with respect to the subject matter hereof, and supersedes all prior negotiations,
understandings or agreements. This Agreement may only be modified by a writing signed by both
parties.
[SIGNATURES ON NEXT PAGE]
West Coast Arborists, Inc.
Page 16 of 24
CITY OF AZUSA WEST COAST ARBORISTS, INC.
By: By:
Sergio Gonzalez
City Manager
Name:
Attest:
Title:
City Clerk
[If Corporation, TWO SIGNATURES,
President OR Vice President AND Secretary,
AND CORPORATE SEAL OF
CONTRACTOR REQUIRED]
Approved as to Form:
Best Best & Krieger LLP By:
Name:
City Attorney
Title:
EXHIBIT “A”
SCOPE OF MAINTENANCE SERVICES
Tree Maintenance Requirements
The City Park Divisions current tree population is 11,799 trees with an additional 2,503 vacant
planting sites. In addition the scope includes all public and private trees living within the City’s
Electric Division Right of Ways (ROW). The tree total is spread evenly throughout the city, and
the city encompasses a total of (10) square miles.
The Contractor will be required to perform and maintain the proposed tree maintenance work in
a thorough and complete manner. The contractor shall base their proposal on all services listed
on the Contract Pricing Bid Sheet. Exhibit F.
- Grid Trimming
- Service Request Trimming
- Crown Reduction
- Utility Line Clearance
- Young Tree Care
- Palm Tree Trimming
- Tree Removal
- Stump Removal
- Tree Planting
- Watering
- Crew Rental
- Emergency Crew Rental
- Arborist Services
- Tree Maintenance and Inventory Software (Park Division))
- Tree Maintenance and Inventory Software (Electric Division)
All City street, park, parkway, median and City parking lot trees will be trimmed at a minimum
of once every four (4) years.
All palm trees will be trimmed annually with an aerial boom, no spike climbing will be permitted.
Deviations from this schedule are listed below. All tree maintenance will be performed by the
Contractor in a thorough and professional manner to the City’s satisfaction. The Contractor shall
furnish and provide all necessary labor, tools, implements, equipment, materials, and supplies to
fulfill work duties.
Quality of Work
All Work shall be performed to the satisfaction of the Park Supervisor/Electric Operations
Supervisor or his/her representative. The Park Supervisor/Electric Operations Supervisor or
representative will inspect all operations on a daily basis, and approve or reject the work
performed and/or methods used.
Contractor shall endeavor to maintain good public relations at all times. The work shall be
conducted in a manner which will cause least amount of interference or annoyance to the public.
Work shall be performed by competent employees and supervised by an experienced supervisor
who speaks fluent English and is experienced in tree maintenance operations. Contractor will be
responsible to see that all operations are completed in a safe, responsible manner, and any
damage to property will be resolved in a timely manner.
Contractor shall exercise all necessary precautions when adjacent to aerial and subterranean
utilities. In the event that aerial utility wires present a hazard to the Contractor’s personnel or
others near the work site, work is to immediately cease and the appropriate utility company
notified. Work shall then commence in accordance with instructions from the utility company.
In the event that work causes excavation, the Contractor is responsible for contacting
Underground Service Alert (USA).
Pruning Standards and Specifications
All work shall conform to the pruning standards of the International Society of Arboriculture
and the ANSI A300-1995 standards for tree maintenance. In all cases, the City’s
representative shall inspect and determine conformance and acceptability of trees maintained
be the Contractor.
Contractor shall comply with Standards set forth by CAL OSHA and the ANSI Z133 safety
requirement at all times. Contractor shall post “Temporary No Parking” signs 48 hours in
advance of any tree work. Small staples or tape is acceptable for notice, no nails. All posting
material will be removed when work is completed.
The four year trim cycle will be adhered to, through the mapping of pre-determined areas or
“districts”. Each “district” contains approximately 2,400 trees in various DBH sizes and heights.
You will find an example of size frequency, and height frequency under Exhibit H.
Palm tree trimming shall not remove any more green fronds whereby the crown has an upward
30 degree angle to 45 degree angle in relation to a horizontal plane. All dead and loose material
shall be removed from palm but not to include skinning of the palm unless specified. Spike
climbing will not be permitted unless tree is being removed.
Clearance trimming shall consist of crown raising to fourteen (14) feet over the roadway and
nine (9) feet over walkways and property. Maintenance trimming will remove all dead, broken,
damaged, diseased or insect infested limbs back to a safe area of the tree, not creating a stub.
All cuts shall be clean, void of tearing, or cracking, or splitting. Cutting whole limbs to the
Branch Bark Ridge (BBR) is most acceptable or pruning back to a lateral no less than one third
(1/3) of the original branch.
No Gaffs, Spurs, Hooks or Tree Climbers shall be used in the pruning of trees, but are allowed
in the removal of trees. Any vine plant growing on trees will be cut to ground level, without
causing injury to said tree. Contractor shall maintain one (1) bilingual (English and Spanish)
speaking foreman on site at all times. When trimming fungus, diseased, blighted, or infected
limbs or fronds, all pruning tools shall be sterilized between cuts. Contractor may use a torch,
Lysol, Bordeaux, or bleach.
Topping, pollarding, heading back, or stubbing shall not be allowed without approval from the
City.
Removal of all trimmings shall be part of the work. Furthermore, cleanup of branches, logs, and
all debris resulting from tree removal or pruning shall be completed to the satisfaction of the
City. At no time is it permissible to have an area of accumulated brush, logs, branches or other
material so as to be considered a public hazard or unsafe to the general public on the pedestrian
right of way or blocking the roadway so as to be impassable. Contractor shall abide by all proper
traffic regulations pertaining to impeding the flow of traffic be it vehicular or pedestrian unless
an emergency.
Utility Line Clearance
All primary Lines will have a minimum of 4’ radial clearance.
All secondary bus (pole to pole) minimum 2’ clearance.
All service drops to structures will be cleared if branches are altering the direction of the wires.
Climbing spaces on poles will be cleared.
Ivy removal on poles will be cleared at crew rental rate.
Street light heads will be cleared.
Any tree removals will be authorized by Electric Operations Supervisor.
Contractor to provide map and list of trees in inventory per circuit.
Contractor will trim by circuit.
Specifications for Specialized Trimming
Branches blocking street lights, traffic signs, and street signs shall be pruned back to allow
visibility. Where limbs are carrying too much mass and have the potential for breakage, branch
shall be thinned out to reduce such weight. Wherever possible, trees located below telephone
lines shall be trimmed so that the crowns remain at least one foot under telephone wires. Low
hanging branches shall be pruned to a height above the street at street clearance height of fourteen
(14) feet.
Tree Removal Specifications
Tree removal is as much a part of the maintenance of the Urban Forest as is pruning and
planting. Therefore, tree maintenance, including tree removal, should fall under similar
guidelines. All removals shall be conducted in good workmanlike manner in accordance with
the standards of the arboriculture profession. The Contractor shall be responsible for
contacting Underground Service Alert (USA) for the location of underground utilities prior to
commencing any tree removal and stump grind thereof.
Loading and Transporting
All tree parts are to be loaded into transport vehicles. The vehicles must have the front and sides
solid and the tip and rear will be tarped or otherwise tightly enclosed. The transportation of tree
material must be made so that no debris escapes during the transport. All branches, sucker
growth, bark and wood that are chipped or ground are to be covered and hauled away to the
disposal site during the workday.
Removal of Stumps and Surface Roots
All tree stumps must be removed to a depth of at least eighteen (18) inches below the lowest soil
adjacent to the stump, or until deeper root material is no longer encountered. The Contractor shall
grind the stump to a minimum distance of One and a half (1 ½) feet on either side of the outer
circumference of the stump, or until surface roots are no longer encountered.
Stumps should be ground well enough below the ground level whereby re-planting can be
accomplished within the same area. All stumps shall be ground within forty eight (48) hours of
tree removal.
Young Tree Care
This is to include corrective pruning, restaking of trees as needed, removal of stakes if needed.
Ground Stump Material
Stumps ground out can leave depressions. It is the responsibility of the Contractor to leave
enough material from the stump grinding to maintain a safe ground level. The resultant chip
material may be in excess of no more than two (2”) above ground level to accommodate the
decomposition of said material to level ground. Any damages incurred to pavement, hardscape,
and other property shall be repaired by the Contractor to the satisfaction of the City.
Disposal of Tree Material
All wood material is the property of the Contractor and shall be disposed of away from the site
area. No wood shall be left along the street right-of-way.
Tree Planting
Tree planting by the Contractor will include the tree, two tree stakes, four tree ties and complete
installation of tree. Contractor will guarantee the life of the tree for a period of ninety (90)
days, excluding vandalism and extreme weather conditions.
Planting pit shall be dug twice the width and the same depth of the root ball. Tree shall be in
good health and vigor, and free of injury. Tree shall be placed in the planting pit with its original
growing level (trunk flare) at the same height or slightly higher than the surrounding ground
level. Backfill material should be at least 90% native soil and compacted well enough to hold
tree firmly in place without the aid of stakes. Planted trees shall have a basin formed around
the outside edge of root zone in order to hold a satisfactory amount of water (5+ gallons). All
trees shall be staked with two
(2) wooden lodge pole stakes. Depending on size of tree, these can be eight (8’) or (10’) feet
long. Stakes shall be placed outside the root ball, and four (4) tree ties shall hold tree in place
in two (2) locations of tree. All trees will be planted with root barriers unless otherwise
specified.
Tree Maintenance and Inventory Software
The City of Azusa currently utilizes Arbor Access On-Line (proprietary) as an urban forestry
management tool and will require an approved equivalent system. The City will require a
detailed demonstration prior to award of the contract. The City must be shown features,
capabilities, and limitations of such a proposed system and presentation of how information will
be compatible based on City needs. Contractor shall be required to provide online access to
their urban forestry management maintenance program that includes but is not limited to work
order tracking, ability to send online work requests for service such as trimming, planting, and
removal, municipal tree inventory, value of the urban forest, job balance, species height, DBH,
and regularity. The program must have Global Positioning System (GPS) accessibility. The
Contractor will have three months from July 1, 2025 to complete their own tree inventory with
necessary information and GPS coordination.
Scheduling of Work
The Contractor shall accomplish all tree work required under this contract between the hours of
7:00 AM and 5:00 PM, Monday through Friday. No maintenance functions that generate
excessive noise which would cause annoyance to residents of the area shall be commenced
before 7:00 AM. The Contractor shall assign a competent supervisor, who shall be a current
ISA Certified Arborist, to be on the job site at all times work is being performed, and who must
be capable of discussing matters pertaining to this contract with the Park Supervisor or
representative. ISA Certified Tree Workers shall be employed as crew members of each crew
designated to work in the City.
Safety Requirements
All work performed under this contract shall be performed in such a manner as to provide safety
to the public and to follow the safety standards set forth by CAL OSHA. The Park Supervisor
reserves the right to issue restraint or cease and desist orders to the contractor when unsafe or
harmful acts are observed or reported relative to the performance of the work under this
contract.
Contact
The Contractor shall maintain a company representative who can be reached during normal
working hours, authorized to discuss matters pertaining to this contract with the Park Supervisor
or representative. The contractor will also provide an after-hours number for those emergencies
that run beyond the scope of what the City can maintain.
Licenses and Permits
The Contractor shall, without additional expense to the City, obtain all licenses and permits
required for the performance of the work required by this contract.
Responsibility of Work
The Contractor shall be responsible for all damages to people and/or property that occur as a
result of the fault or negligence of said contractor or his employees in connection with the
performance of this work.
Hazardous Conditions
The Contractor shall maintain all work sites free of hazards to persons and/or property resulting
from his operations. Any hazardous condition noted by the contractor, which is not a result of
his operations shall immediately report this to the Parks Division at 626-812-5260 or 626-812-
5259.
Failure to Perform Satisfactorily
It is agreed and understood that if the contractor fails to perform the work as specified herein,
the Park Supervisor/Utility Operations Supervisor may (1) consent to accept such unsatisfactory
service with an appropriate adjustment in the contract price, based on established factor, or (2)
may have such corrections made by City forces or otherwise, and charge the cost thereof to the
contractor. Those discrepancies and deficiencies in the work that remain uncorrected after the
date set for correction may be the necessary justification for a billing adjustment. Unless
otherwise negotiated, adjustment for this uncorrected work shall be retention of the cost for the
tree work involved.
If the Contractor, after having officially started said contract, should discontinue work for any
cause, shall notify the Park Supervisor/Utility Operations Supervisor or representative of his
intent to do so, and shall further notify the Park Supervisor/Utility Operations Supervisor or
representative of the date of restarting operations.
Report stoppage of work to:
PARK DIVISION
Roy Chavez,
Park Superintendent, Park Operations
320 N. Orange Pl.
Azusa, Ca. 91702
(626) 812-5260
roy.chavez@azusaca.gov
ELECTRIC DIVISION
Hien Vuong,
Assistant General Manager
729 N Azusa Ave
Azusa, Ca. 91702
(626) 812-5216
hien.vuong@azusaca.gov
End of Scope of Work/Tree Maintenance Standards
EXHIBIT “B”
SCHEDULE OF MAINTENANCE SERVICES
City of Azusa
Contract Bid Pricing Sheet -Rev 1
Tree Maintenance Services
Description Unit
ELECTRIC DIVISION
Utility Line Clearance Trimming (annually) 4,000trees $100.00 oer tree
Tree Only Removal (annually) 275 inches per dbh $49.00 oer inch
Complete Tree Maintenance & Inventory software within 3 months of contract
accessible via the internet with automatic updating of work
histories and program updates. W/GPS accessibility
TOTAL: xxxxxxx
PARK DIVISION
Grid Trimming (annually) 2,l0Otrees $70.00 per tree
Palm Trimming (annually) 1,400 trees $70.00 oer tree
Service Request Trimming (maintenance & clearance 250 trees $180.00 per tree
annually)
Tree & Stump Removal (annually) 2,100 inches per dbh $39.00 per inch
Tree Only Removal (annually) 100 inches per dbh $35.00 per inch
Stump Grinding Only (annually) 150 per inch dgl $25.00 per inch
Complete Tree Maintenance & Inventory software , Within 3 months of contract
accessible via the internet with automatic updating of work
history and program updates . W/GPS accessibility
Chinese Elm (Ulmus Parvifolia) Bi-Annually trimming Complete Trim (96) Trees Annually $295.C
TOTAL: xxxxxxx per irt
56
Price
$40 000.0(
$13 475.00
$0.00
$413,475.( 0
$147,000.( 0
$98,000.01
$45,000.0(
$81,900.01
$3,500.00
$3,750.00
io.oo
0 i38 320.0(
� i407,470.(D 0
MISCELIANEOUS (ADDITIONAL WORK)
Tree Planting 15 gal. w/rb each $259.00
Tree Planting 15 gal. wo/rb each $229.00
Tree Planting 24" box w/rb each $495.00
Tree Planting 24" box wo/rb each $450.00
Tree Planting 36" box w/rb each $1,600.00
Tree Planting 36" box wo/rb each $1,500.00
Tree Planting 48" box w/rb each $2,600.00
Tree Planting 48" box wo/rb each $2,500.00
Young Tree Care each $75.00
Palm Skinning per LF $30.00
Root Pruning per LF $30.00
Tree Watering per hr. $110.00
Root Barrier Installation Per LF (12" or 18" barrier) $30.00
Crew Rental (2 man w/equip. business hours) per hr. $220.00
Crew Rental (3 man w/equip. business hours) per hr. $3 30.00
Emergency Crew Rental (2 man w/equip. after business per hr. $320.00
hours)
Emergency Crew Rental (3 man w/equip. after business per hr. $4 80.00
hours)
Emergency Crew Rental (2 man w/equip. after business per hr. $400.00
hours) -Utility Line Clearing Only
Emergency Crew Rental (3 man w/equip. after business per hr. $600.00
hours) -Utility Line Clearing Only
Arborist Services per hr. $225.00
dbh = diameter at breast height, dgl = diameter at ground TOTAL BID (all items on sheet) $820,945.( 0
level
unit numbers above are based on a 3 year average DIR registration # 1000000956
EXHIBIT “C”
BONDS
KNOW ALL MEN BY THESE PRESENTS:
BID BOND
WHEREAS, -West Coast Arborists, Inc. (hereinafter "Contractor")
intends to submit a bid to the City of Azusa, California, a municipal corporation, (hereinafter "City") for the work
identified as follows: Citywide Tree Maintenance Program (RFP) (2025-2028) * *Ascot Insurance Company NOW, THEREFORE, we, the Contractor, as Principal, and a corporation organized and existing under the laws of the State of CO� and duly authorized to transact business under the laws of the State of California, as Surety, are held and firmly bond unto the City, as Obligee,
In the sum of Ten Percent of the Total Amount Bid------------dollars
($ 10% of Total Amount Bid) lawful money of the United States of America, said sum being not less than ten (10)
percent of the bid amount for the payment of which sum well and truly to be made, the said Principal and the said Surety, bind
ourselves, our heirs, executors, administrators, successors and assigns, jointly and severally, firmly by these presents.
THE CONDITION OF THIS OBLIGATION IS SUCH THAT, if the said Obligee shall accept the bid of the said Principal and said
Principal shall enter into an Agreement with said Obligee in accordance with the terms of the bid and shall give therewith such
bonds, certificates and other documents as may be required in the Request For Proposal or the other Contract Documents or in
the event of the failure of said Principal to enter such Agreement and give any such bond, certificate or other document, if said
Principal shall pay is said Obligee the difference not to exceed the penalty thereof between the amount specified in said bid and
such larger amount for which said Obligee may in good faith contract with another party to perform the work covered by said
bid, then this obligation shall be null and void, otherwise to remain in full force and effect. In case suit is brought upon this
bond, the court shall fix and award and the surety shall pay, in addition to the face amount hereof, costs and reasonable
attorney's fees incurred by the City in successfully enforcing said obligation.
IN WITNESS THEREOF, we have hereunto set our hands and seal this_9_t_h ________ day of
_M_a__c.y ______ �20XK25
(Corporate Seal)
� C �By�#--�.
Rosa E. Rivas
[P.C.C. Sections 20170, 20171]
50
West Coast Arborists, Inc.
(Principal)
President
Title
Ascot Insurance Company
{Surety)
Attorney-In-Fact
Title