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November 4, 2025
ITEM TITLE
Agreement: Approve a Tree Inventory and Urban Forest Management Plan Development Services Agreement with ArborPro, Inc.
Report Number: 24-0297
Location: Citywide
Department: Public Works Department
G.C. § 84308: No
Environmental Notice:
The Project qualifies for a Categorical Exemption pursuant to the California Environmental Quality Act State Guidelines Section 15301 Class 1 (Existing Facilities) and Section 15304 Class 4 (Minor Alterations to Land).
The Project is also Exempt under a regulatory program of the Fish and Game Commission pursuant to Section 15251(b). Under the National Environmental Policy Act (NEPA), pursuant to Title 40 CFR 1501.4(e) of the Code of Federal Regulations and the Federal Emergency Management Agency (FEMA)/Department of Homeland Security Instruction Manual 023-01-001-01, the activity is Categorically Excluded.
Recommended Action
Adopt a resolution approving an agreement with ArborPro, Inc. for Tree Inventory and Urban Forest Management Plan Development Services.
SUMMARY
The City is in need of developing a care and maintenance plan for the City’s municipally managed trees. To that end, staff solicited a Request for Proposals (RFP) for Tree Inventory and Urban Forest Management Plan Development for the City. The RFP was posted and made available on PlanetBids, and the City received four (4) responsive bids to the RFP.
Staff recommends City Council accept the most responsive bid from ArborPro, Inc. and approve the Tree Inventory and Urban Forest Management Plan Development Services Agreement with ArborPro, Inc.
ENVIRONMENTAL REVIEW
The Director of Development Services has reviewed the proposed project for compliance with the California Environmental Quality Act (CEQA) and has determined that the project qualifies for a Categorical Exemption P a g e | 2
pursuant to State CEQA Guidelines Section 1 5301 Class 1 (Existing Facilities) and Section 15304 Class 4 (Minor Alterations to Land) because the proposed project would not result in a significant effect on the environment, create a cumulative impact, damage a scenic highway, or cause a substantial adverse change in the significance of a historical resource. The Project is also Exempt under a regulatory program of the Fish and Game Commission pursuant to Section15251(b) as further outlined in the Memorandum Of Understanding Between the Fish and Wildl ife Service of the United States Department of the Interior, the California Department of Fish and Game, the California Department of Forestry, the San Diego County Fire Chief's Association and the Fire District's Association of San Diego County authorizing abatement of flammable vegetation, as executed on February 26, 1997. Under NEPA, pursuant to Title 40 CFR 1501.4(e) of the Code of Federal Regulations and the Federal Emergency Management Agency (FEMA)/ Department of Homeland Security Instruction Manual 023-01-001-01, the activity is Categorical ly Excluded. Thus, no further environmental review is required.
BOARD/COMMISSION/COMMITTEE RECOMMENDATION
Not applicable.
DISCUSSION
The City is in need of developing a comprehensive plan for the care and maintenance of the City’s municipally managed trees. To that end, o n January 17, 2025, staff solicited a Request for Proposals (RFP) for Tree Inventory and Urban Forest Management Plan Development for the City. The RFP was pos ted and made available on PlanetBids. On February 19, 2025, the Director of Public Works received and opened four (4) proposals via PlanetBids from ArborPro, Inc., West Coast Arborists, Inc., Dudek, and Eocene Environmental Group, Inc.
A review was conducted of all proposals that were determined to be responsive. An evaluation committee assessed, scored, and ranked the submittals based on the following criteria: Project Team, Experience/Past Performance/References, Approach to Work/Project, Proposed Cost, and References.
Funding is provided by an Inflation Reduction Act grant of the United States Department of Agriculture Forest Service, Urban and Community Forestry Program, in the amount of $500,000. The City’s contribution/match is $374,030 – funded through a combination of General Fund and special tax district funds. The City’s General Fund contribution was approved via the fiscal year 2024-25 Adopted Budget and the other non-General Fund contributions via Reso 2024 -169. T hese appro priations were carried forward to the fiscal year 2025 -26 budget.
City’s Procurement Staff communicated with respondents that the request for proposal was paused until the granting agency provided approval to continue. Procurement reached out to the respo ndents to ensure the submitted proposals were valid when the City resumed the procurement process.
Following the scoring process, ArborPro, Inc., West Coast Arborists, Inc., and Dudek, the top three proposers, were invited to meet with the evaluation committee. Staff conducted the contractor interviews on September 10, 2025. After completion of the interviews and final scoring, Arbor Pro, Inc. was identified as the top-ranked firm. The evaluation committee’s recommendation is based on Arbor Pro, Inc.’s com petitive pricing, demonstrated experience, and strong references from other municipalities in California and across the country performing similar work.
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Key provisions of the proposed agreement with Arbor Pro, Inc. include, but are not limited to:
Scope of Services, such as completion of a citywide tree inventory and analysis; Contract term of two (2) years. Field work is expected to be completed in 18 months from contract award date;
Compensation based on a total contract cost schedule set not to exceed $874,030; Performance requirements consistent with ANSI A300 standards, ISA Best Management Practices, and City guidelines;
Insurance and indemnification in accordance with City requirements; and Termination provisions allowing the City to cancel the agreem ent for cause or convenience with written notice, including termination of USDA grant funding.
DECISION-MAKER CONFLICT
Staff have reviewed the decision contemplated by this action and have determined that it is not site-specific and consequently, the real property holdings of the City Council members do not create a disqualifying real property-related financial conflict of interest under the Political Reform Act (Cal. Gov't Code § 87100, et seq.).
Staff are not independently aware and have not been informed by any City Council member of any other fact that may constitute a basis for a decision-maker conflict of interest in this matter.
CURRENT-YEAR FISCAL IMPACT
Council accepted the grant from USDA FS on August 13, 2024. The fiscal year 202 4-25 Adopted Budget included grant appropriations to the Federal Grants Fund and funding as a transfer from the General Fund to the Federal Grants Fund; the additional City contribution from Special Tax District Funds was approved via Resolution 2024-169 on August 13, 2024. Out of extreme caution, the City elected to place the project on hold due to uncertainty regarding the release of the federal grant funding. As a result, the transfer from the General Fund and the Special Tax District Funds did not occur in fiscal year 2024-25.
The federal grant funding has since been confirmed. With the grant secured, staff recommends moving the project forward. The appropriations necessary for the required transfers from the General Fund and the Special Tax District Funds were carried forward to the fiscal year 2025 -26 budget , consistent with the original fiscal year 2024-25 appropriation.
The total project cost is estimated at $874,030, consisting of funding from the following:
Description Amount
Project Cost $874,030
Funding Sources:
Federal Grant $500,000
General Fund $168,000
Special Tax District Funds $206,030
Total Funding $874,030
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ONGOING FISCAL IMPACT
Adoption of this resolution will have no additional impact on the General Fund, Special Tax District Funds, or the Federal Grants fund beyond the previously approved amounts.
ATTACHMENT
1. 2-Party Agreement with ArborPro, Inc.
2. ArborPro Response – Extract 10.01.2025
Staff Contact: Sam Oludunfe, City Forester & Open Space Manager Angelica Aguilar, Deputy Director of Public Works