REPORT TO COUNCIL
SUBJECT
Title
Modify an Existing Contract for Street Tree Maintenance Services
Report
REPORT IN BRIEF
Approval is requested to amend an existing 30-month contract with West Coast Arborists by increasing the maximum dollar amount by $438,000, from $1,221,175 to $1,659,175. Available funding for this amendment is budgeted in operating program 219 (Street Tree Services).
BACKGROUND AND DISCUSSION
Starting in 2001, tree trimming cycles had been growing, reaching a high of twelve and a half years in 2010. The FY 2012/13 Adopted Budget included restoration of a seven-year cycle for structural pruning of the City's 37,000 street trees. In January 2013, Council awarded a 30-month contract in the amount of $1,221,175 to West Coast Arborists (RTC 13-011), to provide for contracted street tree maintenance services. The contract encompasses two and one-half fiscal years, through FY 2014/15, and was set based on estimates at the time to restore the seven-year structural pruning cycle.
In FY 2013/14, the City was able to utilize the contractor to provide preventive maintenance pruning to over 12,000 street trees. This set a pace that, if continued, will allow the City to restore pruning back to a seven year cycle. As the work done under this contract was completed at an accelerated pace, expenditures exceeded the contract limit. While within the program's budget, the contract amount needs to be amended to reflect the current work. Staff recommends that the contract maximum be increased by $438,000 through the term ending June 30, 2015, which will cover pruning work already incurred of $187,873, as well as work anticipated through the end of FY 2014/15. To avoid any future expenditures outside of approved contract funds, Parks staff is implementing an internal process that requires closely monitoring each encumbrance and comparing expenses to the budget and contract amount.
ENVIRONMENTAL REVIEW
N/A
FISCAL IMPACT
The proposed contract ...
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