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06-25-2019 CC Rpt 13COUNCIL AGENDA STAFF REPORT Chino I IiEI´┐Ż TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JUNE 25, 2019 MEMBERS FROM: CITY MANAGER ITEM NO:13 SUBJECT:AMENDMENT NO. 7 TO AGREEMENT NO. A2014-049 WITH WEST COAST ARBORISTS, INC. RECOMMENDATION: Authorize the execution of Amendment No. 7 to Agreement No. A2014-049 with West Coast Arborists, Inc. (WCA) decreasing the annual amount for Fiscal Year 2019-20 from $903,020 to $205,000 and extending the termination date of their current contract from June 30, 2019, to September 30, 2019. BACKGROUND/ANALYSIS: In 2014, staff issued a Request for Proposal for Urban Forest Management Services. As a result of this process, WCA was selected and the City Council authorized Agreement No. A2014-049 on April 22, 2014. This agreement will expire on June 30, 2019. This contract covers the maintenance of over 42,000 trees in the City's parks, open space street-scape, and the landscaped slope areas. At the time of the award of contract, the budget for tree maintenance was $475,000. In the FY 2015-16 budget, the City Council authorized a budget of $591,600 for the maintenance of trees in order to relieve some of the backlog of tree work orders accumulating from the leaner budget years. Amendment No. 1, approved April 26, 2016, increased the annual not -to -exceed amount by $25,000. Amendment No. 2, approved May 10, 2016, increased the annual contract authority by $91,600 to allow for the previously mentioned backlog of tree maintenance. Amendment No. 3, approved March 28, 2017, increased the annual not -to -exceed amount by $50,000. Amendment No. 4, approved June 13, 2017, extended the term of the contract to June 30, 2018. Amendment No. 5, approved March 27, 2018, increased the annual not - to -exceed amount by $95,000. This was to complete additional work requested by residents in the Los Ranchos area. Amendment No. 6 was approved October 23, 2018, to perform tree trimming and removal services associated with the Hollow Run Nature Park Tree Replacement project, which is grant funded, in an amount not -to -exceed $166,420. The above -mentioned amendments brought the total annual contract to a not -to - exceed amount of $903,020. Due to recent liability claims in neighboring cities, the Joint Powers Insurance Authority recently provided a comprehensive proposal and specification document in order to reduce liabilities to its member agencies, when soliciting tree maintenance services. Staff will incorporate these new specifications in an upcoming Request for Bid. Extending the WCA agreement by three months will allow sufficient time for staff to prepare a new bid document. In order to ensure the continuance of tree -trimming during the summer growing season, staff is proposing Amendment No. 7 to this agreement, which would extend the contract period from July 1, 2019, to September 30, 2019 and decrease the annual not -to -exceed for Fiscal Year 2019-20 to $205,000. 185/328 ENVIRONMENTAL (CEQA) REVIEW: The proposed project is categorically exempt from the requirements of the California Environmental Quality Act (CEQA) pursuant to Title 14 California Code of Regulations § 15301 (h) as a Class 1 Categorical Exemption (Existing Facilities). This project involves maintenance of existing landscape and is not anticipated to have any significant impacts with regard to traffic, noise, air quality, or water quality. FISCAL IMPACT: There is sufficient funding in the Gas Tax, Parks and Open Space, and Facilities operating budgets to cover the Fiscal Year 2019-20 cost of Amendment No. 7 to WCA Agreement A2014-049. REVIEWED BY OTHERS: This item has been reviewed by the Finance Director. Respectfully Submitted, Recommended By: Benjamin Montgorrf ry Nadeem Majaj City Manager 7 P.E. Director of Public Works Attachments Amendment No. 7 to Agreement A2014-049 186/328 CITY OF CHINO HILLS AMENDMENT NO. 7 TO AGREEMENT NO. A2014-049 BETWEEN THE CITY OF CHINO HILLS AND WEST COAST ARBORISTS, INC. THIS AMENDMENT No. 7 to Agreement No. A2014-049, dated April 22, 2014, is entered into in the State of California by and between the CITY OF CHINO HILLS, a California general law municipal corporation, hereinafter called "City", and WEST COAST ARBORISTS, INC. hereinafter called "Contractor". Amend Agreement A2014-049 as follows: 1. Extend the Agreement term to September 30, 2019. 2. Decrease the annual not -to -exceed amount for Fiscal Year 2019/20 from $903,020 to $205,000. All other provisions of the agreement remain in effect. IN WITNESS WHEREOF, the City Council of the City of Chino Hills has caused this Amendment No. 7 to Agreement No. A2014-049 to be executed on June 25, 2019: CITY OF CHINO HILLS WEST jC9 ARBORISTS, INC. ( Cynthia Moran (Signature) Mayor Patrick Mahoney, President ATTEST: (Printed name/Title) 6/10/19 Cheryl Balz (Date) City Clerk (Date) APPROVED AS TO FORM: Mark D. Hensley City Attorney Signature) Richard Mahoney, Se (Printed Name/Title) 6/10/19 (Date) 187/328