HomeMy WebLinkAboutAgenda Report - August 1, 2012 C-09AGENDA ITEM C
CITY OF LODI
COUNCIL COMMUNICATION
im
AGENDA TITLE: Adopt Resolution Authorizing City Manager to Execute Change Order with West
Coast Arborists, Inc., of Anaheim, for Tree Survey Services ($7,000) and
Appropriating Funds ($7,000)
MEETING DATE: August 1,2012
PREPARED BY: Public Works Director
RECOMMENDED ACTION: Adopt resolution authorizing City Manager to execute change order
with West Coast Arborists, Inc., of Anaheim, in the amount of $7,000
and appropriating funds in the amount of $7,000.
BACKGROUND INFORMATION: This project includes updating the existing tree inventory prepared in
2001 to reflect the size, location, and health of City trees. This
information will enable City staff to properly prioritize and budget tree
maintenance needs, which minimizes the risk of injury or damage from falling trees and branches. A
contract with West Coast Arborists, approved by City Council May 2, 2012, included surveying 9, 900trees
located in the public right-of-way, parks and at City facilities. The work is approximately 75 percent
complete, however we have discovered there are approximately 4,000 more trees than expected to be
surveyed within the City.
To continue the tree survey, a change order is requested by the contractor in the amount of $7,000. This
extends the contract unit price of $1.75 per tree to the additional 4,000 trees to be surveyed. This will
increase the annual contract price to $26,275. This change order will ensure that all trees located in the
public right-of-way, parks and at City facilities are surveyed. The final cost will be determined by the final
number of trees surveyed.
FISCAL IMPACT: An updated tree inventory will enable cost-effective management and
maintenance of the City's urban forest and will reduce liability associated with
falling trees and limbs.
FUNDING AVAILABLE: Requested Appropriation:
Gas Tax Fund (3215036): $7,000.00
Jordan Ayers
Deputy City Manager/Interna Services Director
-41,
F. Wally S ndelln
PublicWorks Director
Prepared by Kathryn E. Garcia, Compliance Engineer
FWS/KMG/pmf
cc: Deputy Public Works Director— Utilities r
Compliance Engineer Attachment 1
IGT.i2=16 l:1
Bartlam; City Manager
K:\ MOUNCIL\2012\Tree Survey CC01.doc
7/18/2012
Tree Care Professionals Serving Communities Who CareAbout Trees
July 16, 2012
City of Lodi
Public Works Department
A TTN; Kathryn Garcia, Compliance Engineer
P.O. Box 3006
Lodi, CA 95241-1910
RE: CITY-WIDE TREE SURVEY 2012
Dear Ms. Garcia,
www.WCAINC.com
According to our Inventory Data Collector, Mr. Cal Haupt, he estimates that we are
approximately 70%-75% complete with the project, however, there still remains an additional
3,000-4,000 tree sites. The estimated number of trees listed in the bid documents was 9,900
tree sites. As of Friday, July 13, we had already collected 10,433 tree sites.
The purpose of this letter is to respectfully request authorization to continue the project
utilizing the unit rate of $1.75 per tree site. As a result, an additional amount of about $7,000
will be needed to complete the project.
Should you have any questions or require additional information, please do not hesitate to
contact me at (800)521-3714.
Sincerely,
4tA6
Victor M. Gonzalez
Vice-president
1. AA#
2. JV#
CITY OF LODI
APPROPRIATION ADJUSTMENT REQUEST'
TO
Internal Services Dept. - Budget Division
3. FROM,
Rebecca Areida-Yadav 15 DATE. 07/17/2012
4. DEPARTMENT/DIVISION: Public Works
6. REQUEST ADJUSTMENT
OF APPROPRIATION AS LISTED BELOW
FUND # BUS. UNIT # ACCOUNT # ACCOUNT TITLE AMOUNT
A.
321 3205 Fund Balance $ 7,000.00
SOURCE OF
FINANCING
B.
321 3215036 7720 Tree Removal $ 7,000.00
USE OF
FINANCING
REQUEST IS MADE TO FUND THE FOLLOWING PROJECT NOT INCLUDED IN THE CURRENT BUDGET
'lease provide a description of the project, the total cost of the project, as well as justification for the
aquested adjustment. If you need more space, use an additional sheet and attach to this form.
,ontract change order for Citywide Tree Survey with West CoastArborists, Inc.,
Council has authorized the appropriation adjustment, complete the following:
leeting Date: Res No:Attach copy of resolution to this form.
lepartment Head Signature: J. a Z—,.
8. APPROVAL SIGNATURES
Deputy City Manager/Internal Services Manager Date
Submit completed form to the Budget Division with any required documentation
Final approval will be provided in electronic copy format.
RESOLUTION NO. 2012-118
A RESOLUTION OF THE LODI CITY COUNCIL
AUTHORIZING CITY MANAGER TO EXECUTE
CONTRACT CHANGE ORDER WITH WEST COAST
ARBORISTS, INC., FOR TREE SURVEY SERVICES
AND FURTHER APPROPRIATING FUNDS
WHEREAS, as on May 2, 2012, City Council awarded the contract for tree
survey services for 2012 to West Coast Arborists, Inc., in the amount cf $19,275; and
WHEREAS, the work is approximately 75% complete and a change order in the
amount of $7,000 is needed in orderto complete the survey; and
WHEREAS, staff recommends approval of the contract change order to ensure
that all trees located in the public right-of-way, parks, and at City facilities are surveyed.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
authorize the City Manager to execute a contract change order to the contract for tree
survey services with West Coast Arborists, Inc., of Anaheim, California, in the amount of
$7,000; and
BE IT FURTHER RESOLVED that funds in the amount cf $7,000 be
appropriated from the Gas Tax Fund for this project.
Dated: August 1, 2012
I hereby certify that Resolution No. 2012-118 was passed and adopted by the
City Council of the City of Lodi in a regular meeting held August 1, 2012, by the following
vote:
AYES: COUNCIL MEMBERS —Hansen, Johnson, Katzakian, Nakanishi,
and Mayor Mounce
NOES: COUNCIL MEMBERS —None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS— None
RA OHL
City Clerk
2012-118