(8)AR 061609 Amend Agreement/West Coast Arborist

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ITEM #8 CITY OF COLTON AGENDA REPORT FOR COUNCIL MEETING OF JUNE 16, 2009 TO: HONORABLE MAYOR AND CITY COUNCIL FROM: Jeannette Olko, Electric Utility General Manager SUBJECT: Approve the First Amendment to the Annual Maintenance Agreement with West Coast Arborists for Tree Trimming Services for the Electric Utility Department, Extending the Term Through June 30, 2010, for the Additional Amount Not - to Exceed $60,000. DATE: June 8, 2009 BACKGROUND: On July 22, 2008, staff received sealed bids for tree trimming services for Public Works and the Electric Utility Department. Three bids were received and evaluated. On August 5, 2008, City Council awarded the bid to West Coast Arborists in an amount not -to -exceed $110,000 dollars. This amount included $50,000 for Public Works and $60,000 for the Electric Utility line clearance program. The term of the executed agreement was for one year, expiring on June 30, 2009, with the option to renew the agreement for three separate one year periods. DISCUSSION/ANALYSIS: The first term of the maintenance agreement is scheduled to expire June 30, 2009. Due to budget constraints, the Public Works Department will not be utilizing tree trimming services for Fiscal Year 09/10. The Electric Utility Department is still required to maintain line clearance in order to maintain reliability and would like to exercise the first of three renewal options to extend the agreement for the period through June 30, 2010, at an amount not -to -exceed $60,000. FINANCIAL IMPACT: The Electric Utility Department includes funding for tree trimming to maintain line clearance in its Transmission and Distribution Division operating budget each year. The Proposed Fiscal Year 09/10 budget includes funds for this requirement in Account Number 520-8000-8004-2350-0923- 000. Budget Year -to -Date Open Encumbrances Available Funds Expenditures 520-8000-8004-2350- FY 09/10 FY 09/10 Proposed Budget for 0923-000 FY 09/10 $65,000 ENVIRONMENTAL IMPACT: None. CONFLICT OF INTEREST — Gift Disclosure Requirements