HomeMy WebLinkAboutAgenda Report - January 7, 2015 C-06AGENDA ITEM Dab
CITY OF LODI
COUNCIL COMMUNICATION
TM
AGENDA TITLE: Adopt Resolution Authorizing City Manager to Execute Change Order No. 7 to the
2013-2015 Tree Maintenance Contract with West Coast Arborist, Inc., of Anaheim
($50,000)
MEETING DATE: January 7, 2015
PREPARED BY: Public Works Director
RECOMMENDED ACTION: Adopt resolution authorizing City Manager to execute Change Order
No. 7 to the 2013-2015 Tree Maintenance contract with West Coast
Arborist, Inc., of Anaheim, in the amount of $50,000.
BACKGROUND INFORMATION: The City of Lodi has approximately 14,000 public trees. Of those
trees, approximately 3,000 are in parks and 11,000 are the
responsibility of the Public Works department. The Public Works
department contracts all structural pruning, maintenance trimming, stump grinding, emergency calls, pest
control, and tree removals. This contract is publically bid, typically every year or every other year based
on the terms of the contract. The main objectives of the contract are to improve the health of our urban
forest and to reduce the emergency calls associated with the City's trees.
The current two-year contract was publically bid in May 2013 and awarded by City Council on June 19,
2013, to the lowest (and only) bidder, West Coast Arborist, Inc. The project was awarded with an initial
contract amount of $178,000 based on the estimated bid quantity. Additional amounts have been added
by change orders for the Parks Department ($54,630) and the 2014/15 Fiscal Year ($178,000). The
approved budget for the 2014/15 Fiscal Year has an additional $50,000 allocated in the Streets
Operating account for additional tree maintenance. Staff is proposing to add that amount to the contract
in order to complete additional maintenance that is needed and to maintain a sufficient contract balance
to cover emergency responses that are typical during winter storms. Should this change order not be
executed, all non -emergency work will be stopped until after the winter. Delaying maintenance would
likely result in additional emergency calls during this winter and a higher risk of tree -related damages.
Contract Summary:
$178,000 Original Contract
$ 34,630 Change Orders 1-4 (Parks Department)
$178,000 Change Order 5 (Public Works FY 14/15)
$ 20,000 Change Order 6 (Parks Department FY 2014/15 Work
$410,630 Current Contract
$ 50,000 Proposed Chanoe Order No. 7
$460,630 Proposed Contract Amount
APPROVED:
Stephen Schwabauer, Cf y Manager
KAWP\PR0JECTS\STREETS\2013 Tree Maintenance Change-Change12/18/2014
Adopt Resolution Authorizing City Manager to Execute Change Order No. 7 to the 2013-2015 Tree
Maintenance contract with West Coast Arborist, Inc., of Anaheim ($50,000)
January 7, 2015
Page 2
FISCAL IMPACT: Funding amounts were approved in the 2014/15 budget. Money spent from
this change order will reduce the number of emergency calls.
FUNDING AVAILABLE: Streets Operations (30156004)
Jordan Ayers
Deputy City Manager/Internal Services Director
F. Wally San _. lin
Public Works Director
Prepared by Sean Nathan, Associate Civil Engineer
FWS/SN/smh
Attachment
cc: Associate Civil Engineer Nathan
Utility Superintendent
K:\WP\PR0JECTS\STREETS\2013 Tree Maintenance\CC-Change-Order7.doc 12/16/2014
CITY OF LODI
PROPOSED CHANGE ORDER
PROJECT
2013-2015 Tree Maintenance CO No.: 7
CONTRACTOR: PCO No.:
West Coast Arbor ists, Inc. RFI No.:
N/A
N/A
ARCHITECT/ENGINEER: I Fl No.: N/A
City of Lodi, Public Works ISubmit Proposal Within 15 Days Upon Receipt of This Request
Brief Description Of Work
This change order will provide for additional public works tree removal and servicing. The work is needed in order to
maintain the health and safety of the trees and reduce the likelyhood of tree -related damages. This contract amount
(after this change order) will still be less than the amount approved in the 2014/2015 budget.
Re uest; Pro°posal, Recommendation And A pproval
Requesting Official: S. Nathan Request Date: 11/11/2014 Schedule Impact: 0 Days
Contractor Proposal Date: N/A Add Amount: $50,000.00 Deduct Amount $0.00
Reason For Change: Additional Tree Work Needed Account: 30156004.72499
CONTRACTOR AGREES TO FURNISH ALL LABOR AND MATERIALS AND PERFORM ALL WORK REQUIRED TO COMPLETE THE
ABOVE DESCRIBED WORK CHANGE IN ACCORDANCE WITH THE REQUIREMENTS FOR SIMILAR WORK COVERED BY THE
CONTRACT EXCEPT AS OTHERWISE STIPULATED HEREIN FOR THE STATED CONSIDERATION. TO PERFORM THE CHANGES FOR
THE AMOUNT INDICATED WHICH INCLUDES ANY EXTENDED OR JOBSITE OVERHEAD, DISRUPTION, RIPPLE EFFECT AND OTHER
IMPACT COSTS. NO WORK WILL BE STARTED UNTIL THIS PROPOSAL IS ACCEPTED. IF THE CONTRACTOR DOES NOT SIGN
ACCEPTANCE OF THIS ORDER, THE CONTRACTOR SHOULD REFER TO SECTION 4-1.03A OF THE STANDARD SPECIFICATIONS
REGARDING FILING A WRITTEN PROTEST WITHIN THE SPECIFIED TIME.
ORIGINAL CONTRACT: $ 178,000.00
PREVIOUS ADDS: $ 232,630.00
Contractor Date
PREVIOUS DEDUCTS: $ -
THIS CHANGE ORDER: $50,000.00
Deputy Public Works Director Date
TOTAL CONTRACT AMOUNT $ 460,630.00
INCLUDING ALL CHANGE ORDERS:
Public Works Director Date
CONTRACT TIME ADJUSTMENT 0 DAYS
ORIGINAL COMPLETION DATE: 6/30/2015
City Manager Date
ADJUSTED CONTRACT
6/30/2015
COMPLETION DATE:
Ap �s to f�rrn _
TreeMaintenanceCC07.xlsx City Attorney 11/12/2014
RESOLUTION NO. 2015-02
A RESOLUTION OF THE LODI CITY COUNCIL
AUTHORIZING THE CITY MANAGER TO EXECUTE
CONTRACT CHANGE ORDER NO. 7 TO THE 2013-2015
TREE MAINTENANCE CONTRACT WITH WEST COAST
ARBORISTS, INC., OF ANAHEIM
WHEREAS, the current two-year tree maintenance contract was publically bid in
May 2013 and awarded by City Council on June 19, 2013, to the lowest (and only)
bidder, West Coast Arborists, Inc. The project was awarded with an initial contract
amount of $178,000, based on the estimated bid quantity; and
WHEREAS, since the original contract was executed, additional amounts have
been added by change orders for the Parks Department ($54,630) and the 2014/15
Fiscal Year ($178,000); and
WHEREAS, the approved budget for the 2014/15 Fiscal Year has an additional
$50,000 allocated in the Streets Operating account for additional tree maintenance; and
WHEREAS, staff recommends approval of Change Order No. 7 to complete
additional maintenance that is needed and to maintain a sufficient contract balance to
cover emergency responses that are typical during winter storms. Delaying
maintenance would likely result in additional emergency calls during this winter and a
higher risk of tree -related damages.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
authorize the City Manager to execute Change Order No. 7 to the 2013-2015 Tree
Maintenance contract with West Coast Arborists, Inc., of Anaheim, California, in the
amount of $50,000.
Dated: January 7, 2015
I hereby certify that Resolution No. 2015-02 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held January 7, 2015, by the following
vote:
AYES: COUNCIL MEMBERS — Chandler, Kuehne, Nakanishi, and
Mayor Johnson
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — Mounce
ABSTAIN: COUNCIL MEMBERS — None
J �R.OBISON
City Clerk
2015-02