HomeMy WebLinkAboutAgenda Report - March 1, 2023 C-04CITY OF
Z10 Z
CALIFORNIA
AGENDA ITEM C04
COUNCIL COMMUNICATION
AGENDA TITLE: Adopt Resolution Ratifying Expenditures and Authorizing City Manager to Execute
Change Orders to 2021-2023 Tree Maintenance Contract with West Coast Arborists,
Inc., of Anaheim ($200,000) and Appropriating Funds ($200,000)
MEETING DATE: March 1, 2023
PREPARED BY: Public Works Director
RECOMMENDED ACTION: Adopt resolution ratifying expenditures and 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
$200,000, in addition to the previously authorized $410,324, and appropriate $200,000.
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. On September 21, 2022, the Council authorized the City Manager to execute an additional
$330,324 in change orders to match the approved Public Works and Parks department budgets for Fiscal
Year 2022/23. At the end of 2022 there was approximately $220,000 remaining on the contract. This
contract balance would have been sufficient to complete the fiscal year maintenance needs had it not been
for the recent storms, and the major emergency response needed to address the hundreds of large, downed
trees that resulted.
West Coast Arborist (WCA) had crews working in Lodi continuously since January 3rd in order to remove
trees from streets, parks and even on top of houses. Sample photos are attached in Exhibit A. The majority
of the emergency tree removals included leaving the stump in-place in order to allow the crews to move on to
the next emergency. This emergency effort expended the majority of the available funds. Staff recommends
increasing the City Manager's change order authority by $200,000 in order to allow the removal of these
stumps, as well as maintaining the ability to complete the tree maintenance needs for the remainder of the
2022/23 Fiscal Year.
Staff acknowledges that Council declared a local emergency and authorized the City Manager to expend the
funds for the January Storm emergency (not -to -exceed $500,000). This motion action is recommended to
ratify expenses that exceed the current WCA contract amount.
APPROVED:
Stephen Schwabauer, City Manager
\\CVCFILV02\PubWks$\WP\PROJECTS\STREETS\2021-2023 Tree Mai ntenance\CChangeOrders21-23_3-1-23.docx 2/15/2023
Adopt Resolution Ratifying Expenditures and Authorizing City Manager to Execute Change Orders to 2021-2023 Tree Maintenance Contract with West Coast Arborists,
Inc, of Anaheim ($200,000) and Appropriating Funds ($200,000)
March 1 2023
Page 2
FISCAL IMPACT: Citywide tree maintenance is essential for sustaining a healthy and safe urban
forest. Additionally, the ability of the WCA to respond to emergencies,
especially the January storm event, has been vital to public safety.
FUNDING AVAILABLE Requested appropriation:
Damage to City Property (10051100.72499) $200,000
Andrew Keys
Andrew Keys
Deputy City Manager/Internal Services Director
Charles E. Swimley, Jr.
Public Works Director
Prepared by Sean Nathan, Senior Civil Engineer
CES/SN/cd
cc: Street Superintendent
Parks Supervisor
West Coast Arborists, Inc.
Signature: aMA� xvl obj
Email: akeys@todi.gov
\\CVCFILV02\PubWks$\WP\PROJECTS\STREETS\2021-2023 Tree Maintenance\CChangeOrders2l-23_3-1-23.docx 2/15/2023
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Exhibit A-8
RESOLUTION NO. 2023-44
A RESOLUTION OF THE LODI CITY COUNCIL RATIFYING EXPENDITURES
AND AUTHORIZING THE CITY MANAGER TO EXECUTE CHANGE ORDERS
TO 2021-2023 TREE MAINTENANCE CONTRACT WITH WEST COAST
ARBORISTS, INC., OF ANAHEIM; AND FURTHER APPROPRIATING FUNDS
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, due to recent storms, and the major emergency response needed to
address the hundreds of large downed trees, the contract budget was depleted; and
WHEREAS, staff recommends ratifying expenditures and authorizing 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 $200,000, in addition to the
previously -authorized $410,324; and
WHEREAS, staff further recommends appropriating funds in the amount of $200,000 to
Damage to City Property (10051100.72499).
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby ratify
expenditures and authorize the City Manager to execute change orders to the 2021-2023 Tree
Maintenance Contract with West Coast Arborists, Inc., of Anaheim, California, in an amount not
to exceed $200,000, in addition to the previously -authorized $410,324; and
BE IT FURTHER RESOLVED that the Lodi City Council does hereby appropriate funds
in the amount of $200,000 to Damage to City Property (10051100.72499); 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: March 1, 2023
I hereby certify that Resolution No. 2023-44 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held March 1, 2023 by the following votes:
AYES: COUNCIL MEMBERS — Bregman, Craig, Nakanishi, and Mayor Hothi
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
OLIVIA NASHED
City Clerk
2023-44