AR 080106 West Coast Arborists Inc

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ITEM #10 CITY OF COLTON AGENDA REPORT FOR THE CITY COUNCIL MEETING OF JULY 18, 2006 TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS FROM: JEANNETTE OLKO; ELECTRIC UTILITY GENERAL MANAGER AMER JAKHER, P.E.; PW DIRECTOR / CITY ENGINEER SUBJECT: APPROVE THE AWARD OF AN AMENDMENT TO THE TREE TRIMMING MAINTENANCE PROJECT TO WEST COAST ARBORISTS, INCORPORATED FOR FISCAL YEAR 2006/2007, IN THE AMOUNT OF $135,000. DATE: JULY 10, 2006 BACKGROUND On March 21, 2006 Public Works staff received authorization from Council to award a Tree Trimming Maintenance Agreement to the lowest bidder, West Coast Arborists, Incorporated. The agreement was awarded in the amount of $37,545 and set to end in August 2006. ANALYSIS/DISCUSSION: Both the Public Works Department and Electric Department have a need for tree trimming services for fiscal year 2006/2007. By extending the of the term of the existing agreement to end in June 2007 Public Works crews would be available to undertake more improvement and complex maintenance projects. The Electric Department annually contracts out tree trimming to ensure its lines remain unobstructed from trees. West Coast Arborists can provide each department with a crew to address their individual needs. Each department will be billed separately and according to the compensation rate established by the original bid schedule received when the project was formally bid. Section 3.08.140 of the Purchasing Ordinance 0-12-03 allows the City Council to award non- public projects over $100,000 when it is in the best interest of the City to dispense with bidding for non-public projects. As a tree trimming maintenance service project was formally bid less than six months ago, the City recommends awarding an amendment to the original Agreement without completing the bidding procedure again. This recommended action would expedite commencement of the new maintenance project and result in a cost savings. The total compensation for the recommended Amendment for tree trimming services for fiscal year 2006/2007 will not exceed $135,000. In addition to providing line clearance the following areas will also be included in the amended Agreement's scope of work: 1. South of Randall Avenue, North of San Bernardino Avenue, East of Sycamore Avenue, West of Pepper Avenue. 2. South of Mill Street, North of Laurel Street, East of Rancho Avenue and West of Pennsylvania Avenue. 3. South of Grant Avenue, North of Valley Boulevard, East of City Limits, and West of Mt.