HomeMy WebLinkAbout2015-04-14 - AGENDA REPORTS - URBAN FORESTRY CONTR MOD (2)Agenda Item: 10
CITY OF SANTA CLARITA
Q), AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: April 14, 2015
SUBJECT: MODIFICATION OF URBAN FORESTRY CONTRACT
DEPARTMENT: Administrative Services
PRESENTER: Kevin Tonoian
RECOMMENDED ACTION
City Council:
Amend the City's contract with Stay Green, Inc. (Contract No. 13-00341) for City-wide tree
maintenance services, by authorizing an ongoing expenditure increase of $240,000, for a
total contract amount not to exceed $1,09J,550, plus Consumer Price Index adjustments.
Authorize the City Manager or designee to execute all documents subject to City Attorney
final document approval, contingent upon the appropriation of funds by the City Council, in
the annual budget for such fiscal year.
BACKGROUND
On August 27, 2013� the City Council awarded a contract to Stay Green, Inc., a local -based
company, to perform tree -maintenance services for an amount not to exceed $853,550, plus
Consumer Price Index adjustments. This contract is in the second year of its initial three-year
term and allows for two incremental, one-year renewal options, which can be exercised at the
City Council's discretion.
Santa Clarita encompasses more than 125,000 trees,.of which half are located within the public
right-of-way and maintained within our Landscape Maintenance District (LIVID) areas. Urban
Forestry's maintenance program seeks to address tree -related issues by minimizing exposure to
liability and mitigating instances of deferred maintenance which are frequently seen in other
communities. Urban Forestry strives to keep pace with the level of service requests generated by
the community in a manner which is responsive and fiscally responsible.
During the first seven months of Fiscal Year 2014-15, beyond maintaining its forecasted annual
tree -pruning schedule, Urban Forestry has experienced an increase in tree -service requests in
conjunction with various City projects. Projects include the Sidewalk Replacement Program,
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Slurry and Overlay Program, Open Space activities, and City -Wide Reforestation. As a result,
the demand for tree maintenance and removal services was larger than anticipated by staff.
Through the end of February 2015, Stay Green, Inc.'s contract expenditures related to tree
maintenance and removal services exceeds $600,000. While adequate funds to cover this
operation are available in the Fiscal Year 2014-15 LMD budget, staff anticipates reaching the
current contract expenditure limit prior to the end of April 2015.
In order to maintain regular tree -pruning maintenance and continue performing extra tree work
as required for City projects, staff is requesting approval to increase Stay Green, Inc.'s annual
contract expenditure authority by $240,000, for a total annual contract not to exceed $1 �093,5 50.
Increasing the expenditure threshold for this contract will enable the City to continue responding
to and addressing tree -related service needs for the remainder of the contract period, at the
competitively awarded rates.
ALTERNATIVE ACTION
Other action as deten-nined by the City Council.
FISCAL IMPACT
Adequate funds for this contract are available in the Fiscal Year 2014-15 Landscape
Maintenance Districts Budget. There is no fiscal impact to the General Fund.
ATTACHMENTS
13-00341 SGI Trees Contract (available in the City Clerk's Reading File)
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