(17)AR 080707 West Coast Arborists

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ITEM #17 CITY OF COLTON AGENDA REPORT FOR THE CITY COUNCIL MEETING OF AUGUST 7, 2007 TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS FROM: AMER JAKHER, P.E., PW DIRECTOR / CITY ENGINEER JEANNETTE OLKO, ELECTRIC UTILITY GENERAL MANAGER SUBJECT: APPROVE THE THIRD AMENDMENT TO THE TREE TRIMMING MAINTENANCE AGREEMENT WITH WEST COAST ARBORISTS, INCORPORATED TO EXTEND THE TERM THROUGH JUNE 30, 2008 AND FOR ADDITIONAL COMPENSATION IN THE AMOUNT OF $130,000. DATE: JULY 30, 2007 BACKGROUND The Public Works Department received sealed competitive bids on February 13, 2006, for tree trimming services in the City. West Coast Arborist, Inc. was the successful low bidder and City Council awarded a contract to them on March 21, 2006 in the amount not -to -exceed $37,545. The initial term of the Agreement was through August 2006 and did not include annual line clearance for the Electric Utility. On August 1, 2006, City Council approved the First Amendment to the Agreement in the amount of $135,000 extending the term through June 30, 2007 and also included the addition of electric line clearance services. The total amount was split between the Public Works Department ($75,000 for FY06/07) and the Electric Utility ($60,000). A Second Amendment to the Agreement was approved by City Council on November 21, 2006, for an additional $30,000 to cover costs for tree trimming services requested by the public. The total compensation for the agreement with the First and Second Amendments is $202,545.00. ANALYSIS/DISCUSSION: The Electric Utility and Public Works Department still require the tree trimming maintenance services. The contractor, West Coast Arborists has agreed to hold the prices quoted in their original bid of February 13, 2006 through the current fiscal year ending June 30, 2008. The Public Works Department has included $70,000 in its FY 07/08 operational budget and the Electric Utility has included $60,000 in its FY07/08 operational budget for these services. Colton Municipal Code Section 3.08.140 (e) states that the competitive bidding requirement may be waived with the City Manager's approval when, "Purpose of Bidding Is Otherwise Accomplished: When the City Manager determines that it is in the best interest of the City and its Administrative operations to dispense with public bidding for non-public projects under this chapter." Section (e) also states, "Prior City Council concurrence with the City Manager's determination shall be required for non-public project purchases over $100,000." If approved, this Third Amendment will bring the total contract price to $332,545.00, for the period April 1, 2006