HomeMy WebLinkAboutAgenda Report - September 21, 2022 C-08CITY OF
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CALIFORNIA
AGENDA ITEM d"a 2
COUNCIL COMMUNICATION
AGENDA TITLE: Adopt Resolution Authorizing City Manager to Execute Change Orders to 2021-
2023 Tree Maintenance Contract with West Coast Arborists, Inc., of Anaheim
($330,324)
MEETING DATE: September 21, 2022
PREPARED BY: Public Works Director
RECOMMENDED ACTION: Adopt resolution authorizing City Manager to execute change orders
to 2021-2023 Tree Maintenance Contract with West Coast Arborists,
Inc., of Anaheim, in an amount not -to -exceed $330,324, in addition to
the previously authorized $80,000.
BACKGROUND INFORMATION: The Public Works Department manages an annual on-call contract
that provides for structural pruning, maintenance trimming, stump
grinding, emergency calls, removal of City trees, pest control, and
tree planting at various locations throughout the City. This contract is heavily utilized by both the Public
Works and Parks departments.
On April 21, 2021, the Council authorized the award for the 2021-2023 Tree Maintenance Contract
(Resolution 2021-97). The authorization also allowed the City Manager to execute change orders up to
$80,000. The contract was bid as a unit -price contract, which utilized estimated quantities for bid -
comparison purposes only. The ultimate contract and expenditure amounts are based on the approved
fiscal year budgets, approved extensions (if applicable), and authorized change orders.
The original contract amount was $673,480, of which $483,804 was expended in Fiscal Year 2021/22
($300,000 by Public Works and $183,804 by Parks). The Council -adopted budget for Fiscal Year 2022/23
includes $600,000 for tree maintenance ($400,000 for Public Works and $200,000 for Parks). In order to
increase the contract amount consistent with the approved budget and to appropriately address tree
maintenance needs, staff recommends increasing the contract amount by $410,324 (as there is currently
$189,676 remaining on the contract). With $80,000 for change orders previously authorized, an additional
City Manager authorization in the amount of $330,324 is recommended.
Staff recommends Council adopt a resolution authorizing the City Manager to execute change orders to
2021-2023 Tree Maintenance Contract with West Coast Arborists, Inc., of Anaheim, in an amount not -to -
exceed $330,324, in addition to the previously authorized $80,000.
FISCAL IMPACT: Citywide tree maintenance is essential for sustaining a healthy and safe
urban forest.
APPROVED: Steve Schwabauer
Stephen Schwabauer, City Manager
\\CVCFILV02\PubWks$\WP\PROJECTS\STREETS\2021-2023 Tree Mai ntenance\CChangeOrders22-23 docx 9/6/2022
Adopt Resolution Authorizing City Manager to Execute Change Orders to 2021-2023 Tree Maintenance Contract with West Coast Arborists, Inc., of Anaheim
($330.324)
September 21, 2022
Page 2
FUNDING AVAILABLE: Funding for this work was adopted in the Fiscal Year 2022/23 budget.
Andrew Keys
Andrew Keys
Deputy City Manager/Internal Services Director
Prepared by Sean Nathan, Senior Civil Engineer
CES/SN/cd
cc: Utility Manager
West Coast Arborists, Inc.
Signature: A!AiZ 4a
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Email: akeys@lodi.gov
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Charles E. S&rn ey, Jr.
Public Works Director
Signature:
r (Sep 7, 2022 15:51 PDT)
Email: sschwabauer@lodi.gov
\\CVCFILV02\PubWks$\WP\PROJECTS\STREETS\2021-2023 Tree Maintenance\C ChangeOrders22-23 docx\CChangeOrders20-21.docx 9/6/2022
RESOLUTION NO. 2022-211
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING
THE CITY MANAGER TO EXECUTE CHANGE ORDERS TO
THE 2021-2023 TREE MAINTENANCE CONTRACT WITH
WEST COAST ARBORISTS, INC., OF ANAHEIM
WHEREAS, the Public Works Department manages an annual on-call contract that
provides for structural pruning, maintenance trimming, stump grinding, emergency calls,
removal of City trees, pest control, and tree planting at various locations throughout the City;
and
WHEREAS, the contract was awarded to West Coast Arborists, Inc., of Anaheim and
the original contract amount was $673,480, of which $483,804 was expended in Fiscal Year
2021/22; and
WHEREAS, staff recommends authorizing the City Manager to execute change orders
to the 2021-2023 Tree Maintenance contract with West Coast Arborists, Inc., in an amount not
to exceed $330,324, in addition to the previously authorized $80,000.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
authorize the City Manager to execute change orders to the 2021-2023 Tree Maintenance
contract with West Coast Arborists, Inc., of Anaheim, in an amount not to exceed $330,324, in
addition to the previously authorized $80,000; and
BE IT FURTHER RESOLVED, pursuant to Section 6.3q of the City Council Protocol
Manual (adopted 11/6/19, Resolution No. 2019-223), the City Attorney is hereby authorized to
make minor revisions to the above -referenced document(s) that do not alter the compensation
or term, and to make clerical corrections as necessary.
Dated: September 21, 2022
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I hereby certify that Resolution No. 2022-211 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held September 21, 2022 by the following votes:
AYES: COUNCIL MEMBERS — Hothi, Kuehne, Nakanishi, and Mayor Chandler
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — Khan
ABSTAIN: COUNCIL MEMBERS — None
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OLIVIA NASHED
City Clerk
2022-211