Staff Report
PREPARED BY: MATT MORLEY
Director of Parks and Public Works
Reviewed by: Town Manager, Town Attorney, and Finance Director
110 E. Main Street Los Gatos, CA 95030 ● 408-354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 05/02/2017
ITEM NO: 7
DATE: APRIL 19, 2017
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE A THIRD AMENDMENT TO
THE AGREEMENT FOR SERVICES WITH WEST COAST ARBORISTS, INC. TO:
A. INCREASE THE AGREEMENT AMOUNT BY $75,000 FOR A TOTAL
AGREEMENT AMOUNT NOT TO EXCEED $175,000 FOR FY 2016/17.
B. INCREASE THE AGREEMENT AMOUNT BY $125,000 FOR A TOTAL
AGREEMENT AMOUNT NOT TO EXCEED $225,000 FOR FY 2017/18,
SUBJECT TO THE APPROPRIATION OF FUNDS IN THE FY 2017/18
OPERATING BUDGET.
RECOMMENDATION:
Staff recommends that the Town Council authorize the Town Manager to execute a Third
Amendment to the Agreement for Services with West Coast Arborists, Inc. (WCA) to:
1. Increase the agreement amount by $75,000 for a total agreement amount not to exceed
$175,000 for Fiscal Year (FY) 2016/17.
2. Increase the agreement amount by $125,000 for a total agreement amount not to exceed
$225,000 for FY 2017/18, subject to the appropriation of funds in the FY 2017/18 Operating
Budget.
BACKGROUND:
On April 7, 2014, the Town Council authorized the Town Manager to execute an Agreement for
Services with WCA to provide tree trimming services to the Town in an amount not to exceed
$100,000 annually. The agreement became effective June 1, 2014, with the option to extend
annually, for up to two years (to June 30, 2016), subject to the annual appropriation of funds
(see Attachment 1).
PAGE 2 OF 3
SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE A THIRD AMENDMENT TO
THE AGREEMENT FOR SERVICES WITH WEST COAST ARBORISTS, INC. (WCA)
APRIL 19, 2017
S:\COUNCIL REPORTS\2017\05-02-17\West Coast Arborists\Staff Report final.docx 4/27/2017 1:23 PM SH
BACKGROUND (cont’d):
On April 4, 2016, Council authorized the Town Manager to execute a First Amendment to the
agreement with the option to extend the term for an additional two years (to June 30, 2018) in
an amount not to exceed $100,000 annually, subject to the annual appropriation of funds (see
Attachment 2).
A Second Amendment was executed effective July 1, 2016 exercising the option to extend the
term for one additional year (July 1, 2016-June 30, 2017), with the amount of the agreement
remaining the same – not to exceed $100,000 annually, subject to the annual appropriation of
funds (see Attachment 3).
DISCUSSION:
The Town’s urban forest has was significantly impacted by the recent historic multi-year
drought, which resulted in the need for staff to prioritize the removal of dead or dying trees
located in parks and residential areas. The majority of the tree work was focused around
removals, along with ongoing maintenance pruning in neighborhoods and parks ensuring the
safety of the public.
As a result of the drought and this past winter’s record rainfalls and extreme winds which
caused extensive damage to the urban forest, staff relied heavily on WCA to remove downed
trees in the hillsides zones and residential areas. Due to the unanticipated amount of work, the
contract amount is insufficient to cover the necessary expenses. Staff requested additional
funding in the amount of $75,000 which was approved through the FY 2016/17 Mid-Year
Budget process on February 21st.
The approval of the additional funding increases the available funding from $100,000 to
$175,000 for FY 2016/17. The action of increasing the contract amount with WCA requires
additional Council action and the recommendation will provide authorization for the Town
Manager to execute a third amendment to the agreement for the increase (see Attachment 4).
At the Council Priority Session in January, the Council identified interest in an increase in tree
maintenance funding of $125,000, including $25,000 for the pruning of multiple eucalyptus
trees on Hilow Road. This increase would bring the agreement to $225,000 for FY 2017/18.
This allocation of these funds will come to Council through the FY 2017/18 Budget process at
the May 16th Town Council meeting.
PAGE 3 OF 3
SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE A THIRD AMENDMENT TO
THE AGREEMENT FOR SERVICES WITH WEST COAST ARBORISTS, INC. (WCA)
APRIL 19, 2017
S:\COUNCIL REPORTS\2017\05-02-17\West Coast Arborists\Staff Report final.docx 4/27/2017 1:23 PM SH
DISCUSSION (cont’d):
To streamline the agreement amendment process, staff recommends that the Council provide
the authority for the agreement amendment and increase now, subject to the appropriation of
those funds through the budget process. If the Council decides not to appropriate additional
funds, then the contract will remain at the $100,000 funding level and the Council would need
to consider a fourth amendment to the agreement in August .
The term of this agreement will expire at the end of FY 2017/18. Consistent with the Town’s
procurement policies and practices, staff will obtain proposals for future tree services and the
Council will consider a new contract beginning in FY 2018/19.
CONCLUSION:
Staff recommends that the Town Council authorize the Town Manager to execute a Third
Amendment to the Agreement for Services with West Coast Arborists, Inc. (WCA) to:
1. Increase the agreement amount by $75,000 for a total agreement amount not to exceed
$175,000 for FY 2016/17.
2. Increase the agreement amount by $125,000 for a total agreement amount not to exceed
$225,000 for FY 2017/18, subject to the appropriation of funds in the FY 2017/18 Operating
Budget.
FISCAL IMPACT:
There will be no fiscal impact in FY 2016/17 as an additional $75,000 in funding was approved
through the FY 2016/17 Mid-Year Budget process. Funding to support the cost impact in FY
2017/18 will be included as a part of the Town’s Proposed FY 2017/18 Operating Budget for
Town Council approval.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
Attachments:
1. Original Agreement
2. First Amendment
3. Second Amendment
4. Third Amendment