REPORT TO THE CITY COUNCIL FROM: SCOTT L. MOZIER, PE, Director Public Works Department BY: BRIAN E. RUSSELL, Assistant Director Public Works Department, Streets, Landscape, and Graffiti Divisions CARLA GONZALEZ, Management Analyst II Public Works Department, Streets, Landscape, and Graffiti Divisions SUBJECT ..Title Approve Contract Change Order No. 1 in the amount of $2,000,000 with no additional working days, for the existing city-wide annual tree trimming contract with West Coast Arborists Inc. (WCA) (RFP No. 9623) ..Body RECOMMENDATION Staff recommends that the City Council approve Contract Change Order No. 1 with West Coast Arborists Inc. (WCA) of Fresno, California in the amount of $2,000,000 for a revised contract total amount of $21,139,500 with no additional working days for the city-wide annual tree trimming contract and to authorize the Public Works Director, or designee, to sign Contract Change Order No. 1 on behalf of the City of Fresno. EXECUTIVE SUMMARY The Department of Public Works utilizes a tree trimming contract for city-wide tree trimming and tree planting projects. The contract was awarded to West Coast Arborists Inc. (WCA) by City Council on January 25, 2022, for $3,827,900 for one year with the option of four one-year extensions. Over the course of the contract term, WCA's performance was satisfactory and all four extensions were granted, resulting in the contract expiration date being January 25, 2027. The January 25, 2022, award authorized $3,827,900 to be spent each year, multiplied by the contract extensions, bringing the total contract authorization to $19,139,500. City staff is requesting the approval of Contract Change Order No. 1 in the amount of $2,000,000 to see through FY2027 tree trimming, planting and enhancement projects through the contract expiration date of January 25, 2027, and to authorize the Public Works Director, or designee, to sign this Contract Change Order No. 1 on behalf of the City of Fresno. BACKGROUND The Department of Public Works (DPW) uses a city-wide tree trimming contract to support tree trimming and planting in street right-of-way, medians, and residential park strips. The PARCS Department also relies on this contract for tree trimming within City parks. Due to several factors - including increased funding for tree trimming in the FY2027 DPW budget, additional tree planting and landscape enhancement projects initiated by multiple Council Members, and PARCS ongoing trimming needs - use of this contract has exceeded the amount originally authorized. Although the contract does not expire until January 25, 2027, the remaining funding will be exhausted before the contract term ends, which would halt all tree-related work. DPW staff are currently rebidding a new city-wide tree trimming contract and plan to bring to Council for award prior to the January 25, 2027 expiration date. To avoid service interruptions in the meantime, an additional $2,000,000 contract change order is needed to continue tree trimming and tree planting through the end of the current contract term. Staff recommends that the City Council approve Contract Change Order No. 1 with WCA of Fresno, California in the amount of $2,000,000 for a revised contract total in the amount of $21,139,500 with no additional working days for the city-wide annual tree trimming contract and to authorize the Public Works Director, or designee, to sign Contract Change Order No. 1 on behalf of the City of Fresno. This report has been reviewed and approved by the City Attorney's Office. ENVIRONMENTAL FINDINGS Pursuant to California Environmental Quality Act (CEQA) Guidelines Section 15378, approval of this change order is not a project for the purposes of CEQA. LOCAL PREFERENCE Local Preference not applicable, change order to existing contract. FISCAL IMPACT Funding for this Change Order is budgeted in FY2027 Public Works budget utilizing General Fund allocated for tree trimming, Measure P landscape beautification, and PARCS General Fund. Attachments: Contract Change Order No. 1 Original Service Agreement