La Verne City Council
June 16, 2025

Council Agenda Packet - June 16, 2025
Citywide Tree Maintenance and Arborist Services Award of Contract., Page 3

cost. Notably, their proposed pricing not only outperformed all other proposers but also came in lower than the rates currently charged to the City. Due to the nature of the services provided, the City requested a service-specific pricing structure rather than a total annual amount. As a result, we have isolated the grid pruning service for comparison purposes, as it represents a key element of the proposed agreement.

Table 3: Pricing Proposal Comparison
Vendor Grid Pruning & Maintenance
0–3” DSH
Grid Pruning & Maintenance
>3” DSH
Great Scott $29 $169
Mariposa $31 $114
United $53 $235
WCA (FY 2024–25
Rates)
$26 $110
WCA (Proposal) $25 $100

WCA has provided tree maintenance services to the City since 2002, consistently delivering high-quality, responsive work. Their performance has been reliable, professional, and aligned with the City's commitment to maintaining a healthy and safe urban forest.

WCA distinguishes itself through a technology-forward approach, utilizing proprietary software to manage tree inventory, track work in real time, and document tree health. This system enhances transparency, improves efficiency, and supports data-driven planning.

With the largest team of ISA Certified Arborists and Treeworkers in the industry, WCA serves over 350 municipalities and public agencies across four states. Nine of their offices hold Tree Care Industry Association (TCIA) accreditation, and the company is registered with the Department of Industrial Relations, providing certified payroll upon request.

As a long-standing partner, WCA has demonstrated exceptional expertise, safety practices, and customer service. Staff recommends continuing this partnership under the proposed agreement.

The City's procurement process adhered to all relevant policies and best practices to ensure fairness and transparency. Additionally, the City sought input from the California Joint Powers Insurance Authority, our insurance/risk management partner, to review and ensure that the proposed agreement met best practices and protected the City from various liability concerns. Staff carefully considered each proposal, taking into account both cost and non-cost factors. WCA's proposal was evaluated as the best overall value for the City.

The City Council approved an annual extension for WCA on June 17, 2024. Consistent with the City's procurement policy, the recommended contract award to WCA, is for an initial five-year term, with three optional one-year extensions. These options to extend will provide flexibility to

Council Agenda Packet - June 16, 2025
Citywide Tree Maintenance and Arborist Services Award of Contract., Page 4

the City during the procurement process, while ensuring the continued delivery of high-quality tree maintenance services. The City's procurement policy requires contracts to be re-bid every five years, and we are updating this policy to accommodate longer contract terms. This contract provides the flexibility needed to ensure uninterrupted services while we work on updating the policy. Staff will evaluate the contractor's performance annually to determine if the extensions should be exercised.

Awarding the tree maintenance and arborist services contract to WCA, is recommended based on their top-ranking proposal and proven ability to meet the City's needs. The selection process was conducted in accordance with the RFP criteria, with all necessary due diligence performed to ensure fairness and transparency.

FISCAL ANALYSIS
Staff has included the necessary funding appropriation for this agreement as part of the Fiscal Year 2025–26 Budget process. Upon adoption of the new fiscal year budget, sufficient funds will be available in the Public Works Parks Division to support the proposed agreement.

The proposed contract includes a not-to-exceed amount of $450,000 annually for a five-year term.

ENVIRONMENTAL ANALYSIS
The proposed contract for tree maintenance services is categorically exempt from the requirements of the California Environmental Quality Act (CEQA) pursuant to Title 14 of the California Code of Regulations §15301(h) (Existing Facilities) as a Class I Categorical Exemption.

LEGAL REVIEW
The proposed Agreement was approved as to form by the City Attorney.

ATTACHMENTS

1. Tree Maintenance and Arborist Services Agreement

Report Prepared by: Coordinated with:

Nicole Houston, Senio
r Management Analyst Colin Purdy, Maintenan
ce Manager

Council Agenda Packet - June 16, 2025

Rev. 4-2025 1 of 21 West Coast Arborists, Inc.

CITY OF LA VERNE

PROFESSIONAL SERVICES AGREEMENT
WITH
WEST COAST ARBORISTS, INC.

THIS PROFESSIONAL SERVICES AGREEMENT (“Agreement”) is made and entered into this 1st day of July 2025 (“Effective Date”), by and between the CITY OF LA VERNE, a municipal corporation (“City”), and WEST COAST ARBORISTS, INC. , a California corporation with its principal place of business at 2200 E. Via Burton Street, Anaheim, CA 92806 (“Vendor”).

RECITALS

A. City proposes to utilize the services of Vendor as an independent contractor to provide arboricultural evaluations, comprehensive tree maintenance and arborist services for properties it owns or maintains, including roadway medians, parkways, parks, recreational facilities, and landscapes adjacent to City facilities, as more fully described herein; and
B. Vendor represents that it has that degree of specialized expertise contemplated within California Government Code Section 37103, and holds all necessary licenses to practice and perform the services herein contemplated; and

C. City and Vendor desire to contract for the specific services described in this Agreement and its Exhibits “A” and “B”, and desire to set forth their rights, duties, and liabilities in connection with the services to be performed; and

D. No official or employee of City has a financial interest, within the provisions of sections 1090-1092 of the California Government Code, in the subject matter of this Agreement.

NOW, THEREFORE, for and in consideration of the mutual covenants and conditions contained herein, the parties hereby agree as follows:

1.0. SERVICES PROVIDED BY VENDOR

1.1. Scope of Services. Vendor shall provide comprehensive tree maintenance and arborist services for properties it owns or maintains, including roadway medians, parkways, parks, recreational facilities, and landscapes adjacent to City facilities according to the professional services described herein and in City’s Request for Proposals attached hereto as Exhibit “A,” and Vendor’s Proposal attached hereto as Exhibit “B,” incorporated herein as though fully stated. Additional details include:

A. Pruning Standards and Specifications. All work shall conform to the most current versions of ANSI A300 (Part 1) - 2008 Pruning Standards and ISA Best Management Practices (Revised 2008).

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B. Wildlife Protection. Prior to commencing any work, Vendor shall visually inspect trees for active bird nests or wildlife presence. No work shall proceed in a tree with an active nest without express permission from City. Vendor shall notify animal control or a licensed wildlife agency if displaced wildlife is discovered.

C. Working hours. Work shall be performed Monday through Friday between 7:00 a.m. and 5:00 p.m. No work shall be scheduled for weekends or holidays without prior written City approval. Motorized equipment shall not operate before 7:30 a.m. or after 5:00 p.m.

D. Supervision. Vendor shall provide a qualified English-speaking on-site supervisor at all times. Minimum crew: 1 senior tree trimmer, 1 tree trimmer, 1 grounds person.

E. Traffic Control. All traffic control shall conform to the California Manual on Uniform Traffic Control Devices. Vendor shall submit a traffic control plan ten (10) days before starting any work requiring lane closures or significant traffic impact.

F. Green Waste. All green waste generated must be recycled. Vendor shall provide weight slips and a recycling report with each invoice.

G. Tree Inventory: Vendor shall operate a cloud-based, GPS-enabled tree inventory system with access granted to City. The system shall log all pruning, removals, planting, and updates to tree data.

H. Extra Work. All extra work requires prior written City approval and must be submitted with an estimate. No extra work shall commence without a signed change order.

I. Scheduling. Vendor shall submit annual, monthly, and daily work schedules. Any deviations must be approved by City at least 24 hours in advance.

J. Weather Conditions. Vendor shall notify City immediately if inclement weather prevents work. City will determine the degree of weather impact and whether rescheduling is needed.

K. Public Notice. Vendor shall post 72-hour signage at tree sites indicating the work type and any parking impacts. Signs must be securely attached without damaging trees.

L. Tool Sanitization. All tools used on diseased or potentially diseased trees shall be sanitized between cuts using a 25% bleach solution or 100% Lysol. Bleach solutions must be fresh daily and disposed of properly — not in soil or storm drains.

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M. Excavation. Vendor shall notify Underground Service Alert (USA) 72 hours in advance of any excavation work. Stump grinding shall go at least 18 inches below grade and 1.5 feet beyond the stump radius.

N. Tree Planting & Maintenance. Tree planting pits shall be 1.5x the root ball width and the same depth. Root barriers shall be included when required.

Trees shall be watered immediately and maintained for 90 days. All trees must be GPS tagged and entered into the City inventory.

1.2. Professional Practices. All professional services to be provided by Vendor pursuant to this Agreement shall be provided by personnel experienced in their respective fields and in a manner consistent with the standards of care, diligence and skill ordinarily exercised by professional consultants in similar fields and circumstances in accordance with sound professional practices.

A. Vendor shall comply with all federal, state, and local laws, ordinances, codes, regulations, and requirements applicable to this Agreement.

Vendor also warrants that it is familiar with all laws that may affect its performance of this Agreement and shall advise City of any changes in any laws that may affect Vendor’s performance of this Agreement.

B. Vendor shall obtain and maintain during the agreement term all necessary licenses, permits, and certificates required by law for the provision of services under this Agreement, including a business license.

Vendor shall maintain valid California C-27, C-49, and C-61/D49 contractor licenses, in good standing for at least the previous seven (7) years.

C. Vendor shall maintain a local or regional office within a 30-mile distance of the City (City Hall address) to ensure responsiveness, especially for emergencies.

D. Vendor’s personnel performing duties pursuant to this Agreement, including employees, agents, subcontractors, and subconsultants, shall wear identifiable uniforms with the contractor’s name/logo, including high-visibility safety apparel per ANSI/ISEA 107 standards for all roadway and right-of-way work.

1.3. Performance to Satisfaction of City. Vendor agrees to perform all the work to the complete satisfaction of the City. Evaluations of the work will be done by the City Manager, or designee. If the quality of work is not satisfactory, City in its discretion has the right to:

A. Meet with Vendor to review the quality of the work and resolve the matters of concern;
B. Require Vendor to repeat the work at no additional fee until it is

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satisfactory; and/or
C. Terminate the Agreement as hereinafter set forth.

D. Withhold payment for work not performed to City standards. Vendor shall correct deficiencies within five (5) business days of notice.

Payment will be retained until deficiencies are resolved to City’s satisfaction.

1.4. Warranty. Vendor warrants that it shall perform the services required by this Agreement in compliance with all applicable Federal and California employment laws, including, but not limited to, those laws related to minimum hours and wages; occupational health and safety; fair employment and employment practices; workers’ compensation insurance and safety in employment; and all other Federal, State and local laws and ordinances applicable to the services required under this Agreement. Vendor shall indemnify and hold harmless City from and against all claims, demands, payments, suits, actions, proceedings, and judgments of every nature and description including attorneys’ fees and costs, presented, brought, or recovered against City for, or on account of any liability under any of the above-mentioned laws, which may be incurred by reason of Vendor’s performance under this Agreement.

1.5. Non-Discrimination. In performing this Agreement, Vendor shall not engage in, nor permit its agents to engage in, discrimination in employment of persons because of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military or veteran status, except as permitted pursuant to section 12940 of the Government Code.

1.6. Non-Exclusive Agreement. Vendor acknowledges that City may enter into agreements with other consultants for services similar to the services that are subject to this Agreement or may have its own employees perform services similar to those services contemplated by this Agreement.

1.7. Delegation and Assignment. This is a personal service contract, and the duties set forth herein shall not be delegated or assigned to any person or entity without the prior written consent of City. Vendor may engage a subcontractor(s) as permitted by law and may employ other personnel to perform services contemplated by this Agreement at Vendor’s sole cost and expense.

1.8. Confidentiality. Employees of Vendor in the course of their duties may have access to financial, accounting, statistical, and personnel data of private individuals and employees of City. Vendor covenants that all data, documents, discussion, or other information developed or received by Vendor or provided for performance of this Agreement are deemed confidential and shall not be disclosed by Vendor without written authorization by City. City shall grant such authorization if disclosure is required by law.

All City data shall be returned to City upon the termination of this Agreement. Vendor’s covenant under this Section shall survive the termination of this Agreement.

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2.0. COMPENSATION AND BILLING

2.1. Compensation. For services rendered pursuant to this Agreement, Vendor will be paid in accordance with the Compensation Schedule, attached hereto as Exhibit “C”, provided, however, that in no event will the total amount of money paid the Vendor for services initially contemplated by this Agreement exceed the sum of FOUR HUNDRED FIFTY THOUSAND DOLLARS ($450,000.00) per year (“Agreement Sum”), unless otherwise first approved in writing by Agency. Should this Agreement be renewed, the Vendor’s fee may be adjusted upon the written agreement of the parties.

Consultant hereby acknowledges that it accepts the risk that the services to be provided pursuant to the Scope of Services may be more costly or time consuming than Consultant anticipates and that Consultant shall not be entitled to additional compensation therefor.

Agency may request, in writing, changes in the Scope of Services. Any changes in the Scope of Services mutually agreed upon by the parties, and any corresponding increase or decrease in compensation, shall be incorporated by written amendments to this Agreement.

2.2. Amended or Additional Services. Vendor shall not receive compensation for any services provided outside the scope of services specified in the Vendor’s Proposal unless the City Manager, or designee, prior to Vendor performing the additional services, approves such additional services or expenditures in writing. It is specifically understood that oral requests and/or approvals of such additional services or additional compensation shall be barred and are void and unenforceable. City may request, in writing, changes in the Scope of Services. Any changes mutually agreed upon by the parties, and any increase or decrease in compensation, shall be incorporated by written amendments to this Agreement.

2.3. Method of Billing. Vendor may submit invoices to the City for approval on a progress basis, but no more often than two times a month. Said invoice shall be based on the total of all Vendor’s services which have been completed to City’s sole satisfaction.

City shall pay Vendor’s invoice within forty-five (45) days from the date City receives said invoice. Each invoice shall describe in detail the services performed, the date of performance, and the associated time for completion. Any additional services approved and performed pursuant to this Agreement shall be designated as “Additional Services” and shall identify the number of the authorized change order, where applicable, on all invoices.

2.4. Records and Audits. Records of Vendor’s services relating to this Agreement shall be maintained in accordance with generally recognized accounting principles and shall be made available to City or its Project Manager for inspection and/or audit at mutually convenient times from the Effective Date until three (3) years after termination of this Agreement.

3.0. TIME OF PERFORMANCE

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3.1. Commencement and Completion of Work. Unless otherwise agreed to in writing by the parties, the professional services to be performed pursuant to this Agreement shall commence within five (5) business days from the Effective Date of this Agreement. Failure to commence work in a timely manner and/or diligently pursue work to completion may be grounds for termination of this Agreement.

3.2. Excusable Delays. Neither party shall be responsible for delays or lack of performance resulting from acts beyond the reasonable control of the party or parties.

Such acts shall include, but not be limited to, acts of God, fire, strikes, pandemics (excluding COVID-19), material shortages, compliance with laws or regulations, riots, acts of war, or any other conditions beyond the reasonable control of a party (each, a “Force Majeure Event”). If a party experiences a Force Majeure Event, the party shall, within five (5) days of the occurrence of the Force Majeure Event, give written notice to the other party stating the nature of the Force Majeure Event, its anticipated duration and any action being taken to avoid or minimize its effect. Any suspension of performance shall be of no greater scope and of no longer duration than is reasonably required and the party experiencing the Force Majeure Event shall use best efforts without being obligated to incur any material expenditure to remedy its inability to perform; provided, however, if the suspension of performance continues for sixty (60) days after the date of the occurrence and such failure to perform would constitute a material breach of this Agreement in the absence of such Force Majeure Event, the parties shall meet and discuss in good faith any amendments to this Agreement to permit the other party to exercise its rights under this Agreement. If the parties are not able to agree on such amendments within thirty (30) days and if suspension of performance continues, such other party may terminate this Agreement immediately by written notice to the party experiencing the Force Majeure Event, in which case neither party shall have any liability to the other except for those rights and liabilities that accrued prior to the date of termination.

4.0. TERM AND TERMINATION

4.1. Term. This Agreement shall commence on the Effective Date and continue for a period of five (5) years, ending on June 30, 2030, unless previously terminated as provided herein or as otherwise agreed to in writing by the parties. This Agreement may be extended by three (3) additional one- (1-) year periods upon mutual written agreement of both parties.

4.2. Notice of Termination. The City reserves and has the right and privilege of canceling, suspending or abandoning the execution of all or any part of the work contemplated by this Agreement, with or without cause, at any time, by providing written notice to Vendor. The termination of this Agreement shall be deemed effective upon receipt of the notice of termination. In the event of such termination, Vendor shall immediately stop rendering services under this Agreement unless directed otherwise by the City.

4.3. Compensation. In the event of termination, City shall pay Vendor for reasonable costs incurred and professional services satisfactorily performed up to and including the date of City’s written notice of termination. Compensation for work in

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progress shall be prorated based on the percentage of work completed as of the effective date of termination in accordance with the fees set forth herein. In ascertaining the professional services actually rendered hereunder up to the effective date of termination of this Agreement, consideration shall be given to both completed work and work in progress, to complete and incomplete drawings, and to other documents pertaining to the services contemplated herein whether delivered to the City or in the possession of the Vendor.

4.4. Documents. In the event of termination of this Agreement, all documents prepared by Vendor in its performance of this Agreement including, but not limited to, finished or unfinished design, development and construction documents, data studies, drawings, maps and reports, shall be delivered to the City within ten (10) days of delivery of termination notice to Vendor, at no cost to City. Any use of uncompleted documents without specific written authorization from Vendor shall be at City’s sole risk and without liability or legal expense to Vendor.

5.0. INSURANCE

5.1. Minimum Scope and Limits of Insurance. Vendor shall, at its own expense, obtain, maintain, and keep in full force and effect during the life of this Agreement all of the following minimum scope of insurance coverages by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance or is on the List of Approved Surplus Line Insurers in the State of California, with an assigned policyholders’ Rating of A- (or higher) and Financial Size Category Class VII (or larger) in accordance with the latest edition of Best’s Key Rating Guide, and approved by City:

A. Commercial General Liability. Commercial general liability, including premises- operations, products/completed operations, broad form property damage, blanket contractual liability, independent contractors, personal injury or bodily injury with a policy coverage at least as broad as Insurance Services Office form CG 00 01 in an amount not less than Two Million Dollars ($2,000,000) per occurrence, Four Million Dollars ($4,000,000) general aggregate. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO “insured contract” language will not be accepted.

B. Business Automobile Liability. Vendor shall maintain automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of the Vendor arising out of or in connection with Work to be performed under this Agreement, including coverage for any owned, hired, non-owned or rented vehicles, in an amount not less than $2,000,000 combined single limit for each accident.

C. Workers’ Compensation Insurance. Vendor shall maintain Workers’ Compensation Insurance (Statutory Limits) and Employer’s Liability Insurance (with limits of at least $1,000,000). Vendor shall submit to City, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of City, its officers, agents, employees, and volunteers

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arising from work performed by Vendor for the City and to require each of its subcontractors, if any, to do likewise under their workers’ compensation insurance policies.

D. Professional Liability (Errors and Omissions, or “E&O”) Insurance. Vendor shall maintain professional liability insurance that covers the services to be performed in connection with this Agreement, in the minimum amount of $1,000,000 per claim and in the aggregate. Any policy inception date, continuity date, or retroactive date must be before the effective date of this agreement and Vendor agrees to maintain continuous coverage through a period no less than three years after completion of the services required by this agreement. Vendor shall obtain and maintain, said E&O liability insurance during the life of this Agreement and for three years after completion of the work hereunder.

5.2. Endorsements. The commercial general liability insurance policy and business automobile liability policy shall contain or be endorsed to contain the following provisions:

A. Additional insureds: “The City of La Verne and its elected and appointed boards, officers, officials, agents, employees, and volunteers are additional insureds with respect to: liability arising out of activities performed by or on behalf of the Vendor pursuant to its contract with the City; products and completed operations of the Vendor; premises owned, occupied or used by the Vendor; automobiles owned, leased, hired, or borrowed by the Vendor.” B. Notice: “Said policy shall not terminate, be suspended, or voided, nor shall it be cancelled, nor the coverage or limits reduced, until thirty (30) days after written notice is given to City.”

C. Other insurance: “The Vendor’s insurance coverage shall be primary insurance as respects the City of La Verne, its officers, officials, agents, employees, and volunteers. Any other insurance maintained by the City of La Verne shall be excess and not contributing with the insurance provided by this policy.”

D. Any failure to comply with the reporting provisions of the policies shall not affect coverage provided to the City of La Verne, its officers, officials, agents, employees, and volunteers.

E. The Vendor’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability. The policy(ies) shall not contain any cross-liability exclusions.

5.3. Subcontractor Indemnity. Vendor agrees to ensure that its subconsultants, sub- contractors, and any other party involved with the project who is brought onto or

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involved in the project by Vendor, provide the same minimum insurance coverage and endorsements required of Vendor. Vendor agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. Vendor agrees that upon request, all agreements with consultants, subcontractors, and others engaged in the project will be submitted to City for review. Failure to do so shall result in full responsibility for any liabilities arising from subcontractor performance.

5.4. Deductible or Self Insured Retention. If any of such policies provide for a deductible or self-insured retention to provide such coverage, the amount of such deductible or self-insured retention shall be approved in advance by City. No policy of insurance issued as to which the City is an additional insured shall contain a provision which requires that no insured except the named insured can satisfy any such deductible or self-insured retention. City reserves the right to require that self-insured retentions be eliminated, lowered, or replaced by a deductible, or require proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention through confirmation from the underwriter.

5.5. Certificates of Insurance. Vendor shall provide to City certificates of insurance showing the insurance coverages and required endorsements described above, in a form and content approved by City, prior to performing any services under this Agreement. Current certification of insurance shall be kept on file with City at all times during the term of this contract and any additional length of time following the end of the contract period as required by the contract. City reserves the right to require complete, certified copies of all required insurance policies, at any time.

5.6. Primary/noncontributing. Coverage provided by Vendor shall be primary and any insurance or self-insurance procured or maintained by City shall not be required to contribute with it. The limits of insurance required herein may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and non-contributory basis for the benefit of City before the City’s own insurance or self-insurance shall be called upon to protect it as a named insured.

5.7. Non-Limiting. Nothing in this Section shall be construed as limiting in any way the indemnification provision contained in this Agreement, or the extent to which Vendor may be held responsible for payments of damages to persons or property.

Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. If the vendor maintains higher limits than the minimums shown above, the City requires and shall be entitled to coverage for the higher limits maintained by the Vendor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.

5.8. Waiver of Subrogation. All insurance coverage maintained or procured pursuant to this agreement shall be endorsed to waive subrogation against City, its elected or appointed officers, agents, officials, employees, and volunteers or shall

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specifically allow Vendor or others providing evidence of insurance in compliance with these specifications to waive their right of recovery prior to a loss. Vendor hereby waives its own right of recovery against City and shall require similar written express waivers and insurance clauses from each of its subconsultants.

5.9. City’s Rights of Enforcement. In the event any policy of insurance required under this agreement does not comply with these specifications or is canceled and not replaced, City has the right but not the duty to obtain the insurance it deems necessary, and any premium paid by City will be promptly reimbursed by Vendor or City will withhold amounts sufficient to pay premium from Vendor payments. In the alternative, City may cancel this agreement.

5.10. Enforcement of contract provisions (non estoppel). Vendor acknowledges and agrees that any actual or alleged failure on the part of the City to inform Vendor of non- compliance with any requirement imposes no additional obligations on the City nor does it waive any rights hereunder

5.11. Notice of Cancellation. Vendor agrees to oblige its insurance agent or broker and insurers to provide to City with a 30-day notice of cancellation (except for nonpayment for which a 10-day notice is required) or nonrenewal of coverage for each required coverage. If any of the Vendor’s insurers are unwilling to provide such notice, then Vendor shall have the responsibility of notifying the City immediately in the event of Vendor’s failure to renew any of the required insurance coverages, or insurer’s cancellation or non-renewal.

5.12. Prohibition of undisclosed coverage limitations. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to City and approved of in writing.

5.13. Timely notice of claims. Vendor shall give City prompt and timely notice of claims made or suits instituted that arise out of or result from Vendor’s performance under this agreement, and that involve or may involve coverage under any of the required liability policies.

5.14. City’s right to revise specifications. The City reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the Vendor 90 days’ advance written notice of such change. If such change results in substantial additional cost to the Vendor, the City and Vendor may renegotiate Vendor’s compensation.

6.0. GENERAL PROVISIONS

6.1. Entire Agreement. This Agreement constitutes the entire agreement between the parties with respect to any matter referenced herein and supersedes any and all other prior writings and oral negotiations. This Agreement may be modified only in writing and signed by the parties in interest at the time of such modification. The terms of

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this Agreement shall prevail over any inconsistent provision in any other contract document appurtenant hereto, including exhibits to this Agreement.

6.2. Representatives. The City Manager, or designee, shall be the representative of City for purposes of this Agreement and may issue all consents, approvals, directives and agreements on behalf of the City, called for by this Agreement, except as otherwise expressly provided in this Agreement.

Vendor shall designate a representative for purposes of this Agreement who shall be authorized to issue all consents, approvals, directives and agreements on behalf of Vendor called for by this Agreement, except as otherwise expressly provided in this Agreement.

6.3. Project Managers. City shall designate a Project Manager to work directly with Vendor in the performance of this Agreement.

Vendor shall designate a Project Manager who shall represent it and be its agent in all consultations with City during the term of this Agreement. Vendor or its Project Manager shall attend and assist in all coordination meetings called by City.

6.4. Notices. Any notices, documents, correspondence or other communications concerning this Agreement or the work hereunder may be provided by personal delivery or mail and shall be addressed as set forth below. Such communication shall be deemed served or delivered: (a) at the time of delivery if such communication is sent by personal delivery, and (b) 48 hours after deposit in the U.S. Mail as reflected by the official U.S. postmark if such communication is sent through regular United States mail.

IF TO VENDOR: IF TO CITY:

West Coast Arborists, Inc.
2200 E. Via Burton Street
Anaheim, CA 92806

City of La Verne
3660 D Street
La Verne, CA 91750
Tel: (714) 412-4225
Attn: Victor Ramos, Vice President,
Business Development
Tel: (909) 596-8741
Attn: Danny Wu, Public Works Director;
Colin Purdy, Maintenance Manager

Courtesy copy to:

City of La Verne 3660 D Street
La Verne, CA 91750
Attn: Finance Dept. - Purchasing

6.5. Attorneys’ Fees. In the event that litigation is brought by any party in connection with this Agreement, the prevailing party shall be entitled to recover from the opposing party all costs and expenses, including reasonable attorneys’ fees, incurred by the prevailing party in the exercise of any of its rights or remedies hereunder or the enforcement of any of the terms, conditions, or provisions hereof.

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6.6. Governing Law. This Agreement shall be governed by and construed under the laws of the State of California without giving effect to that body of laws pertaining to conflict of laws. In the event of any legal action to enforce or interpret this Agreement, the parties hereto agree that the sole and exclusive venue shall be a court of competent jurisdiction located in Los Angeles County, California.

6.7. Assignment. Vendor shall not voluntarily or by operation of law assign, transfer, sublet or encumber all or any part of Vendor’s interest in this Agreement without City’s prior written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void and shall constitute a breach of this Agreement and cause for termination of this Agreement. Regardless of City’s consent, no subletting or assignment shall release Vendor of Vendor’s obligation to perform all other obligations to be performed by Vendor hereunder for the term of this Agreement.

6.8. Indemnification and Hold Harmless. Vendor agrees to defend, indemnify, hold free and harmless the City, its elected officials, officers, agents and employees, at Vendor’s sole expense, from and against any and all claims, actions, suits or other legal proceedings brought against the City, its elected officials, officers, agents and employees arising out of the performance of the Vendor, its employees, and/or authorized subcontractors, of the work undertaken pursuant to this Agreement. The defense obligation provided for hereunder shall apply without any advance showing of negligence or wrongdoing by the Vendor, its employees, and/or authorized subcontractors, but shall be required whenever any claim, action, complaint, or suit asserts as its basis the negligence, errors, omissions or misconduct of the Vendor, its employees, and/or authorized subcontractors, and/or whenever any claim, action, complaint or suit asserts liability against the City, its elected officials, officers, agents and employees based upon the work performed by the Vendor, its employees, and/or authorized subcontractors under this Agreement, whether or not the Vendor, its employees, and/or authorized subcontractors are specifically named or otherwise asserted to be liable. Notwithstanding the foregoing, the Vendor shall not be liable for the defense or indemnification of the City for claims, actions, complaints or suits arising out of the sole active negligence or willful misconduct of the City. This provision shall supersede and replace all other indemnity provisions contained either in the City’s specifications or Vendor’s Proposal, which shall be of no force and effect.

6.9. Independent Contractor. Vendor is and shall be acting at all times as an independent contractor and not as an employee of City. Vendor shall have no power to incur any debt, obligation, or liability on behalf of City or otherwise act on behalf of City as an agent. Neither City nor any of its agents shall have control over the conduct of Vendor or any of Vendor’s employees, except as set forth in this Agreement. Vendor shall not, at any time, or in any manner, represent that it or any of its agents or employees are in any manner agents or employees of City. Vendor shall secure, at its sole expense, and be responsible for any and all payment of Income Tax, Social Security, State Disability Insurance Compensation, Unemployment Compensation, and other payroll deductions for Vendor and its officers, agents, and employees, and all business licenses, if any are required, in connection with the services to be performed hereunder. Vendor shall indemnify and hold City harmless from any and all taxes, assessments, penalties, and

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interest asserted against City by reason of the independent contractor relationship created by this Agreement. Vendor further agrees to indemnify and hold City harmless from any failure of Vendor to comply with the applicable worker’s compensation laws. City shall have the right to offset against the amount of any fees due to Vendor under this Agreement any amount due to City from Vendor as a result of Vendor’s failure to promptly pay to City any reimbursement or indemnification arising under this paragraph.

6.10. PERS Eligibility Indemnification. In the event that Vendor or any employee, agent, or subcontractor of Vendor providing services under this Agreement claims or is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of the City, Vendor shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for PERS benefits on behalf of Vendor or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City.

Notwithstanding any other agency, state or federal policy, rule, regulation, law or ordinance to the contrary, Vendor and any of its employees, agents, and subcontractors providing service under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any claims to, any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in PERS as an employee of City and entitlement to any contribution to be paid by City for employer contribution and/or employee contributions for PERS benefits.

6.11. Cooperation. In the event any claim or action is brought against City relating to Vendor’s performance or services rendered under this Agreement, Vendor shall render any reasonable assistance and cooperation which City might require.

6.12. Ownership of Documents. All findings, reports, documents, information and data including, but not limited to, computer tapes or discs, files and tapes furnished or prepared by Vendor or any of its subcontractors in the course of performance of this Agreement, shall be and remain the sole property of City. Vendor agrees that any such documents or information shall not be made available to any individual or organization without the prior consent of City. Any use of such documents for other projects not contemplated by this Agreement, and any use of incomplete documents, shall be at the sole risk of City and without liability or legal exposure to Vendor. City shall indemnify and hold harmless Vendor from all claims, damages, losses, and expenses, including attorneys’ fees, arising out of or resulting from City’s use of such documents for other projects not contemplated by this Agreement or use of incomplete documents furnished by Vendor. Vendor shall deliver to City any findings, reports, documents, information, data, in any form, including but not limited to, computer tapes, discs, files audio tapes or any other Project related items as requested by City or its authorized representative, at no additional cost to the City.

6.13. Public Records Act Disclosure. Vendor has been advised and is aware that this Agreement and all reports, documents, information and data, including, but not limited to, computer tapes, discs or files furnished or prepared by Vendor, or any of its

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subcontractors, pursuant to this Agreement and provided to City may be subject to public disclosure as required by the California Public Records Act (California Government Code section 7920.000, et seq.). Exceptions to public disclosure may be those documents or information that qualify as trade secrets, as that term is defined in the California Government Code section 7924.510, and of which Vendor informs City of such trade secret. The City will endeavor to maintain as confidential all information obtained by it that is designated as a trade secret. The City shall not, in any way, be liable or responsible for the disclosure of any trade secret including, without limitation, those records so marked if disclosure is deemed to be required by law or by order of the Court.

6.14. Conflict of Interest. Vendor and its officers, employees, associates and subconsultants, if any, will comply with all conflict of interest statutes of the State of California applicable to Vendor’s services under this agreement, including, but not limited to, the Political Reform Act (Government Code sections 81000, et seq.) and Government Code section 1090. During the term of this Agreement, Vendor and its officers, employees, associates and subconsultants shall not, without the prior written approval of the City Representative, perform work for another person or entity for whom Vendor is not currently performing work that would require Vendor or one of its officers, employees, associates or subconsultants to abstain from a decision under this Agreement pursuant to a conflict of interest statute.

6.15. Responsibility for Errors. Vendor shall be responsible for its work and results under this Agreement. Vendor, when requested, shall furnish clarification and/or explanation as may be required by the City’s representative, regarding any services rendered under this Agreement at no additional cost to City. In the event that an error or omission attributable to Vendor occurs, then Vendor shall, at no cost to City, provide all necessary design drawings, estimates and other Vendor professional services necessary to rectify and correct the matter to the sole satisfaction of City and to participate in any meeting required with regard to the correction.

6.16. Prohibited Employment. Vendor will not employ any employee of City while this Agreement is in effect.

6.17. Order of Precedence. In the event of an inconsistency in this Agreement and any of the attached Exhibits, the terms set forth in this Agreement shall prevail. If, and to the extent this Agreement incorporates by reference any provision of any document, such provision shall be deemed a part of this Agreement. Nevertheless, if there is any conflict among the terms and conditions of this Agreement and those of any such provision or provisions so incorporated by reference, this Agreement shall govern over the document referenced.

6.18. Costs. Each party shall bear its own costs and fees incurred in the preparation and negotiation of this Agreement and in the performance of its obligations hereunder except as expressly provided herein.

6.19. Binding Effect. This Agreement binds and benefits the parties and their respective permitted successors and assigns.

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6.20. No Third Party Beneficiary Rights. This Agreement is entered into for the sole benefit of City and Vendor and no other parties are intended to be direct or incidental beneficiaries of this Agreement and no third party shall have any right in, under or to this Agreement.

6.21. Headings. Paragraphs and subparagraph headings contained in this Agreement are included solely for convenience and are not intended to modify, explain or to be a full or accurate description of the content thereof and shall not in any way affect the meaning or interpretation of this Agreement.

6.22. Construction. The parties have participated jointly in the negotiation and drafting of this Agreement and have had an adequate opportunity to review each and every provision of the Agreement and submit the same to counsel or other consultants for review and comment. In the event an ambiguity or question of intent or interpretation arises with respect to this Agreement, this Agreement shall be construed as if drafted jointly by the parties and in accordance with its fair meaning. There shall be no presumption or burden of proof favoring or disfavoring any party by virtue of the authorship of any of the provisions of this Agreement.

6.23. Amendments. Only a writing executed by the parties hereto or their respective successors and assigns may amend this Agreement.

6.24. Waiver. The delay or failure of either party at any time to require performance or compliance by the other of any of its obligations or agreements shall in no way be deemed a waiver of those rights to require such performance or compliance.

No waiver of any provision of this Agreement shall be effective unless in writing and signed by a duly authorized representative of the party against whom enforcement of a waiver is sought. The waiver of any right or remedy in respect to any occurrence or event shall not be deemed a waiver of any right or remedy in respect to any other occurrence or event, nor shall any waiver constitute a continuing waiver.

6.25. Severability. If any provision of this Agreement is determined by a court of competent jurisdiction to be unenforceable in any circumstance, such determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance. Notwithstanding the foregoing, if the value of this Agreement, based upon the substantial benefit of the bargain for any party, is materially impaired, which determination made by the presiding court or arbitrator of competent jurisdiction shall be binding, then both parties agree to substitute such provision(s) through good faith negotiations.

6.26. Counterparts. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original. All counterparts shall be construed together and shall constitute one agreement.

6.27. Corporate Authority. The persons executing this Agreement on behalf of the parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said parties and that by doing so the parties hereto are formally bound to the provisions

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of this Agreement.

[Signatures appear on following page.]

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IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their respective authorized officers, as of the date first above written.

VENDOR: West Coast Arborists, Inc.

By:

Date:

Signature
Patrick Mahoney, President, West Coast Arborists, Inc.
and countersigned by:

Date:

Signature
Richard Mahoney, Secretary, West Coast Arborists, Inc.

CITY OF LA VERNE

Date:

Ken Domer, City Manager

ATTEST:

Debra Fritz, Deputy City Clerk

APPROVED AS TO FORM:

Date:

Kimberly Hall Barlow, City Attorney

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APPROVED AS TO PURCHASING:

Date:

Christy Lopez, Finance Director

APPROVED AS TO CONTENT:

Colin Purdy,
Project Manager

DEPARTMENTAL
APPROVAL:

Date:

Danny Wu
Public Works Director
Date:

Council Agenda Packet - June 16, 2025

EXHIBIT A

REQUEST FOR PROPOSALS

Council Agenda Packet - June 16, 2025

REQUEST FOR PROPOSALS (RFP)

CITYWIDE TREE MAINTENANCE AND

ARBORIST SERVICES AGREEMENT

PROPOSALS MUST BE RECEIVED BY
5:00 PM ON FRIDAY, MARCH 14, 2025

City of La Verne
3660 “D” Street
La Verne, CA 91750

CITY Of

LAVERNE
Council Agenda Packet - June 16, 2025

RFP Issue Date: February 24, 2025
Proposal Name: CITYWIDE TREE MAINTENANCE AND ARBORIST

SERVICES AGREEMENT

Proposal Due Date: Friday, March 14, 2025, by 5:00 PM
Questions: Please direct any questions or concerns to Planet Bids by 5:00 PM on Wednesday, March 5, 2025. Only questions
with “Citywide Tree Maintenance and Arborist Services
Agreement” in the subject line will be accepted. Answers to submitted questions will be posted on the Planet Bids portal.

Proposal Submitted To: Proposals must be submitted electronically for the exact item(s) requested in the RFP speciÞcations. Proposals
must be submitted through Planet Bids at:
https://pbsystem.planetbids.com/portal/45040/portal-home

Due Date and Delivery:

Proposals are to be submitted via Planet Bids. Proposals must be for the entire scope of services outlined in this RFP . Incomplete proposals will not be considered. The electronic bid system will close exactly at the date and time set forth in this RFP , Friday, March 14, 2025, by 5:00 PM. All applicable forms required to be completed per the RFP shall be submitted electronically prior to the RFP deadline. Hard copies will not be accepted. It is the Proposer’s sole responsibility to ensure that their proposal is received as speciÞed. Proposals may be submitted earlier than the date(s) and time(s) indicated.

Proposals must be submitted through Planet Bids at:
https://pbsystem.planetbids.com/portal/45040/portal-home

Council Agenda Packet - June 16, 2025

TABLE OF CONTENTS

SECTION I: GENERAL INFORMATION 4
A. BACKGROUND 4
B. OBJECTIVE 4
SECTION II: SCOPE OF WORK 7
SECTION III: PROPOSAL SUBMITTAL REQUIREMENTS 8
A. TENTATIVE SCHEDULE OF EVENTS 8
B. SUBMISSION OF PROPOSALS 8
SECTION IV: PROPOSAL EVALUATION 10
SECTION V: GENERAL TERMS AND CONDITIONS 11
SECTION VI: ENCLOSURES 12

Council Agenda Packet - June 16, 2025
City of La Verne
CITYWIDE TREE MAINTENANCE AND ARBORIST SERVICES AGREEMENT – RFP FEBRUARY 2025

SECTION I: GENERAL INFORMATION

A. BACKGROUND
The City of La Verne is located along the foothills of the San Gabriel and Pomona Valleys. La Verne was founded in 1887 and incorporated in 1906, is approximately 35 miles east of Los Angeles, and has a population of over 33,000. The City maintains a council-manager form of government in which the City Council develops and establishes ordinances and policies in the best interest of its citizens.

The City is seeking professional Citywide Tree Maintenance and Arborist Services to support its landscape maintenance and tree management efforts. The proposer must demonstrate its qualiÞcations and expertise in tree care, maintenance, and urban forestry practices, contributing to the health, safety, and aesthetic quality of the City's green infrastructure.

B. OBJECTIVE
The City of La Verne is seeking a qualiÞed Þrm to provide comprehensive tree maintenance and arborist services for properties it owns or maintains, including roadway medians, parkways, parks, recreational facilities, and landscapes adjacent to City facilities. The services also extend to landscapes managed by the City but owned by other entities.

All services must comply with applicable local, state, and federal regulations to prevent water and air pollution. The successful proposer will conduct comprehensive tree maintenance, inventory management, and arboricultural evaluations to ensure the City's trees are properly maintained, risks are mitigated, and accurate data is available for ongoing management and planning purposes.

The term of the agreement shall be for Þve (5) years, from July 1, 2025, to June 30, 2030, with three (3) optional one-year extensions.

The contractor must maintain good public relations, coordinate with other entities or contractors working in the same areas and respond promptly to emergencies.

Additionally, the contractor may be required to work within sensitive locations like the Lighting and Landscape Maintenance Districts (LLMD) and with other multi- jurisdictional governed parcels.

1. Core Services

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CITYWIDE TREE MAINTENANCE AND ARBORIST SERVICES AGREEMENT – RFP FEBRUARY 2025

Maintaining Trees and Palms:
 Perform annual pruning to ensure proper clearance, health, and aesthetics of trees and palms.
 Pruning shall be conducted only by ISA-certiÞed arborists or ISA-certiÞed tree workers, following International Society of Arboriculture (ISA) and American National Standards Institute (ANSI) A300 pruning standards.  Implement pruning strategies to prevent sudden limb failure, particularly for high-risk species.
 Conduct seasonal assessments of high-risk trees in public spaces.

Tree Removal and Stump Grinding
 Remove dead, hazardous, or unwanted trees in a timely and safe manner.  Grind tree stumps below ground level to eliminate hazards and prevent regrowth.
 Document all tree removals with photographic evidence before and after completion.

Emergency Response Services
 Provide emergency response services within two (2) hours of notiÞcation.  Ensure 24/7 availability for storm-damaged or hazardous tree incidents.  Maintain real-time communication for coordination with City staff.

Inventory and Reporting
 Conduct an initial comprehensive tree inventory within 120 days of contract execution, with quarterly updates thereafter.
 Submit inventory data in GIS-compatible formats, ensuring seamless integration with the City’s systems.
 Implement a risk assessment rating system to categorize trees based on potential failure and consequences.

Public Safety and Accessibility
 Implement pedestrian and trafÞc control measures during operations.  Maintain clear pedestrian pathways and provide advance notiÞcations to affected residents and businesses.
 Use proper signage, barriers, and detours when working in right-of-way areas

2. Compliance and Standards:

Regulatory Compliance
 Adhere to ISA and ANSI A300 pruning standards.
 Comply with all local, state, and federal worksite safety and environmental regulations.

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CITYWIDE TREE MAINTENANCE AND ARBORIST SERVICES AGREEMENT – RFP FEBRUARY 2025

Licensing Requirements
 Possess a (Tree and Palm Contractor) License, as required by the State of California.
 Contractors holding a C-61/D-49 (Tree Service Contractor) License before January 1, 2024, may continue under that classiÞcation but are encouraged to obtain the C-49 license.
 Comply with California prevailing wage laws and Department of Industrial Relations (DIR) requirements.

Environmental Compliance & Sustainability
 Utilize eco-friendly practices, including green waste recycling and low-emission equipment.
 Adjust tree care strategies in response to drought, pests, diseases, and natural disasters.
 Provide annual sustainability reports summarizing waste reduction and compliance efforts.

3. Work Execution & Logistics

TrafÞc and Pedestrian Control
 Implement site-speciÞc trafÞc control plans for high-risk locations.  Inspect adjacent curbs, sidewalks, and roadways for any impacts from maintenance activities.
 Ensure personnel receive safety training related to trafÞc control.

Work Scheduling and NotiÞcations
 Collaborate with City staff to align work schedules with City priorities.  Provide advance notiÞcations to residents and businesses in affected areas.  Coordinate with City departments to minimize disruptions in high-trafÞc areas.

Equipment Operations and Safety
 Maintain and operate all equipment in compliance with OSHA and CARB emissions standards.
 Ensure annual third-party safety inspections for heavy equipment.  Require certiÞed aerial equipment operators and maintain inspection records.

Customer Service and Communication
 Maintain open communication with City staff and assign a dedicated customer service liaison.
 Participate in quarterly meetings with City staff to review progress and challenges.
 Immediately report hazardous conditions or unsafe equipment to the City.

Council Agenda Packet - June 16, 2025
City of La Verne
CITYWIDE TREE MAINTENANCE AND ARBORIST SERVICES AGREEMENT – RFP FEBRUARY 2025

4. Reporting & Data Management

Inventory and GIS Data Management
 Ensure all tree inventory and maintenance data remain the property of the City.  Maintain an updated database categorized by location type (landscape services, parks, etc.).

Reporting and Timeframes
 Submit quarterly reports summarizing completed work, safety incidents, and inventory updates.
 Provide GIS-based visual reporting tools for enhanced transparency.

5. Optional Services

Tree Planting
 Provide tree planting services as requested, including various tree sizes.

Pest and Disease Management
 Assess and mitigate tree health issues caused by pests and diseases.

Irrigation System Checks
 Perform irrigation system inspections and maintenance for trees under the City’s care.

Soil and Root Zone Assessments
 Evaluate soil conditions, compaction, and root health to enhance tree stability and long-term growth.

The ultimate goal is to preserve the City's natural assets while ensuring safety, environmental compliance, and public satisfaction.

SECTION II: SCOPE OF WORK
The selected contractor will provide comprehensive tree and palm care services, including maintenance, pruning, removal, stump grinding, and emergency response.

Services must adhere to the latest ISA and ANSI A300 standards, focusing on tree health, safety, and aesthetics. The contractor will also be responsible for conducting regular tree inventory updates, implementing trafÞc control, and ensuring compliance with all environmental and worksite safety regulations. Optional services such as tree planting, pest management, and irrigation checks may also be required. All work must be conducted professionally, meeting the City's safety and sustainability goals, as outlined in Exhibit A for reference.

Council Agenda Packet - June 16, 2025
City of La Verne
CITYWIDE TREE MAINTENANCE AND ARBORIST SERVICES AGREEMENT – RFP FEBRUARY 2025

SECTION III: PROPOSAL SUBMITTAL REQUIREMENTS

A. TENTATIVE SCHEDULE OF EVENTS
The following is a tentative schedule of this entire RFP process. While the City will attempt to apply the necessary resources to maintain this schedule, the following dates are merely projections, and the City reserves the right to modify this schedule as needed to accommodate the completion of this RFP process. The following is a tentative timeline for the evaluation and RFP selection procedure.

RFP Issued Monday, February 24, 2025
Deadline for Written Questions Wednesday, March 5, 2025 Response to Questions Monday, March 10, 2025
Proposal Submittal Deadline Friday, March 14, 2025
Review of Proposals & Interviews March 2025
Council Review and Approval April 2025
Contract Start Date July 2025

B. SUBMISSION OF PROPOSALS

The Proposal shall include the following:

1. Cover Letter
i. Maximum of two (2) pages
ii. Address to Nicole Houston, Senior Management Analyst

2. Executive Summary
i. In a brief narrative, describe the proposed solution by setting forth the overall approach and plans to meet the requirements of the RFP .

The intent of this narrative is to convey to the City that the Þrm understands the objective of the requested service, the nature of the work, and the level of effort necessary to successfully provide the deÞned services. The narrative should stipulate how the Þrm’s approach and plans to provide the services are appropriate to the tasks involved.

3. Scope of Work
i. Describe the Þrm’s approach to managing the project, including an implementation plan that describes in detail the speciÞc plans to manage, control, and supervise the project to ensure satisfactory provision of services.
ii. Provide a project timeline designed to meet the requirements of the City, as well as scheduling and control methodology that will be used

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CITYWIDE TREE MAINTENANCE AND ARBORIST SERVICES AGREEMENT – RFP FEBRUARY 2025

to ensure the schedule will be met. The timeline should include key milestone dates and a detailed description of key project steps. iii. Provide a description of the implementation plan considerations, including estimated time frames and deliverables for various stages of the project.
iv. Detailed description of the speciÞc tasks you will require from City staff. Explain what the respective roles of City staff and your staff would be to complete the tasks speciÞed in the Scope of Work. v. Provide a detailed description and/or examples of your quality control procedures that ensure all work products delivered to the City (i.e., drafts and Þnal versions) are of high-quality, and accurate, and have been thoroughly reviewed prior to delivery to the City. vi. Provide examples of recent reports the Þrm has prepared for similar agencies that allows for review of the draft/services in a reasonable time frame. The reports should be uniform, professional, and easy to understand. The reports should provide summary level information that includes (but not limited to variance analysis), summary of costs to be allocated and collected by Fund, Department, and or function, and the ability to drill down into varying levels of detail, if so desired.

Reports shall also include a summary of all inputs and costs to be allocated that can be used to easily verify the accuracy of the plan.

4. Cost Proposal
i. Include in the cost proposal the rate for additional services, if needed. ii. Cost proposal should be all-inclusive to include travel costs and administrative tasks.

5. References
i. Provide at least Þve (5) references, past and present, of similar size agencies in California using the same service being proposed and indicate the scope of work, date, and the name, email address, and telephone number of the client contact. The reference information should include the role your team member had in the work.

6. Required Statements
i. A statement that all charges for services will be a “Not-To-Exceed” fee, as submitted with and made part of said consultant’s quote. ii. A copy of the consultant’s hourly rate schedule and a written statement that said hourly rate schedule is part of the consultant’s quote for use in invoicing for progress payments and for extra work incurred that is not part of this RFP .
iii. A written statement by the consultant that all federal laws and regulations shall be adhered to notwithstanding any state or local laws and regulations. In case of conflict between federal, state, or local laws or regulations, the strictest shall be adhered to.

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CITYWIDE TREE MAINTENANCE AND ARBORIST SERVICES AGREEMENT – RFP FEBRUARY 2025

iv. A written statement by the consultant shall allow all authorized federal, state, county, and the City ofÞcials access to place of work, books, documents, papers, Þscal, payroll materials, and other relevant contract records pertinent to this project. All relevant records shall be retained for at least three (3) years. v. A written statement that the consultant will not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin.
vi. A written statement that the consultant shall comply with the California Labor Code., pursuant to said regulations entitled: Federal Labor Standards provisions; Federal Prevailing Wage Decision; and State of California Prevailing Wage Rates, respectively.

SECTION IV: PROPOSAL EVALUATION
Proposals will be evaluated on the basis of the response to all provisions of this RFP . Since this solicitation is an RFP as opposed to a Bid, pricing alone will not constitute the entire selection criteria. The City may use some or all of the following criteria and corresponding percentages in its evaluation and comparison of proposals submitted. The criteria listed are not necessarily an all-inclusive list. The order in which they appear is not intended to indicate their relative importance. The City reserves the right to modify the evaluation criteria and percentage of the score as deemed appropriate prior to the commencement of evaluation. The City reserves the right to hold interviews with some and/or all of the proposers as part of the proposal evaluation process. Should the City determine an interview is required, the Consultant shall ensure the key Project Team Members participate in the interview.

Potential Proposal Evaluation Criteria
Evaluation Criteria Points
QualiÞcations/Experience/References 25
Thoroughness & Understanding of the
Project 25
Timeline & Methodology 25
Cost of Services 25
Total 100

Council Agenda Packet - June 16, 2025
City of La Verne
CITYWIDE TREE MAINTENANCE AND ARBORIST SERVICES AGREEMENT – RFP FEBRUARY 2025

SECTION V: GENERAL TERMS AND CONDITIONS

1. Read all Instructions . Please read the entire RFP and all enclosures before preparing your proposal.

2. Proposal Costs. Costs for developing proposals are entirely the responsibility of the proposer and shall not be charged to the City. The consultant shall provide all necessary personnel, instruments, equipment, and materials to perform the described services.

3. Proposal Becomes City Property . The RFP and all materials submitted in response to this RFP will become property of the City.

4. Selection of Vendor. The selection of a vendor will be memorialized in the form of a City Agreement (See Section VI – Enclosures), authorized by approval of the City Council, and signed by both parties.

Once a vendor is selected, the Agreement with that vendor must still be negotiated and submitted to the City Council for approval, and there is no contractual agreement between the selected vendor unless and until the City Council accepts and signs the Agreement.

5. Insurance. The City of La Verne requires proof of insurance prior to the commencement of any work. Upon successful selection, the consultant has three (3) business days to provide the certiÞcate of insurance to the City in compliance with the Standard City Agreement. The required insurance coverage includes:

 Comprehensive General Liability Insurance
 Automobile Liability Insurance
 Workers' Compensation Insurance
 City of La Verne as additional insured party

All insurance policies must meet the City's minimum coverage requirements and remain in effect for the duration of the contract.

6. Incomplete Proposals May be Rejected . If a Proposer fails to satisfy any of the requirements identiÞed in this RFP , the Proposer may be considered non- responsive and the proposal may be rejected. The City reserves the right to accept or reject any or all proposals or to waive any defects or irregularities in the proposals or selection process.

7. Responsible Representatives . The consultant shall assign a responsible representative and an alternate to perform the assigned tasks. Both staff members shall be identiÞed in the proposal. The consultant’s representative will be responsible for all duties from contract negotiations through project completion. If

Council Agenda Packet - June 16, 2025
City of La Verne
CITYWIDE TREE MAINTENANCE AND ARBORIST SERVICES AGREEMENT – RFP FEBRUARY 2025

the primary representative is unable to continue with the project, then the alternate representative will become the primary representative. Any other changes in responsible representative must be approved, in advance, by the City. The City will have the right to reject other proposed changes in personnel and may consider any other changes in responsible personnel a breach of contract

8. City Business License – The selected proposer shall be required to obtain a City of La Verne Business License prior to commencing any work in La Verne.

9. Locality Preference. The City of La Verne reserves the right to have preference towards local bidders.

SECTION VI: ENCLOSURES
Exhibit A Scope of Work
Exhibit B
Exhibit C
Cost Proposal

Sample City Agreement

Council Agenda Packet - June 16, 2025
City of La Verne
CITYWIDE TREE MAINTENANCE AND ARBORIST SERVICES AGREEMENT – RFP FEBRUARY 2025

Exhibit A: Scope of Work

1. Tree and Palm Maintenance & Pruning
 Perform annual pruning to ensure proper clearance, health, and aesthetics of trees and palms.
 Pruning shall be conducted only by ISA-certified arborists or ISA-certified tree workers, following the International Society of Arboriculture (ISA) standards and American National Standards Institute (ANSI) A300 pruning standards.  Ensure pruning maintains tree structural integrity and tree health.  Implement pruning strategies to reduce the risk of Summer Branch Drop (SBD), including structural pruning, weight reduction cuts on susceptible species, and periodic inspections of mature trees.
 Implement pruning strategies to prevent sudden limb failure in mature trees, especially species prone to unpredictable breakage (e.g., eucalyptus, oaks).  Conduct seasonal assessments of high-risk trees, especially in public spaces, to identify weak branch unions, decay, or structural deÞciencies.  Contractor will ensure all pruning and tree care work adheres to the ANSI A300 Part 1 – 2017 Pruning and the ISA Best Management Practices for Tree Pruning.

2. Tree Removal and Stump Grinding
 Remove dead, hazardous, or unwanted trees in a timely and safe manner.  Grind tree stumps below ground level, ensuring no hazardous conditions are left behind.
 Implement measures to prevent root suckering or regrowth after tree removal, particularly for species like Ficus or Eucalyptus that may resprout aggressively.
 Properly dispose of debris in compliance with local, state, and federal environmental regulations.
 All tree removals must be documented with photographic evidence before and after work is completed.
 Non-emergency removals must follow a city-approved removal request process to ensure oversight.

3. Emergency Response Services
 Provide rapid emergency response services, with a maximum response time of two (2) hours for storm-damaged or hazardous trees.

Council Agenda Packet - June 16, 2025
City of La Verne
CITYWIDE TREE MAINTENANCE AND ARBORIST SERVICES AGREEMENT – RFP FEBRUARY 2025

 Availability for emergency callouts 24/7, ensuring immediate attention to public safety threats.
 In the event of storm damage or hazardous conditions, work must immediately cease and be reported to the City for prompt response and corrective action.  Develop a protocol for post-storm assessments to address delayed failures, such as trees that appear stable but could pose a later risk due to internal damage.
 Ensure emergency crews are equipped to handle high-voltage power line hazards, including coordination with utility companies when necessary.  Establish procedures for public notification and area closure if a hazardous tree condition cannot be immediately mitigated.
 Contractor must maintain real-time communication methods (e.g., text alerts, dedicated phone line) for coordination with City staff.

4. Tree Inventory and Reporting
 Conduct an initial comprehensive tree inventory within 120 days of contract execution, updating quarterly thereafter.
 Submit data in GIS-compatible formats, including:
o Unique tree identiÞcation numbers, GIS coordinates, botanical names, and tree conditions.
o Diameter at Breast Height (DBH), height, canopy spread, and clearance issues.
o Additional comments on tree health, location, or any unique attributes.  Ensure inventory data is categorized by location type: landscape services, parks, and miscellaneous areas.
 Expand data collection to include history of limb failure, previous pruning records, and structural defects to help prioritize proactive maintenance.  Incorporate a risk assessment rating system (e.g., using ISA Tree Risk Assessment Qualification (TRAQ) guidelines) to categorize trees based on the likelihood of failure and potential consequences.
 Inventory software must be compatible with the City’s existing systems and support real-time data entry
 Update inventory data immediately after pruning work and submit quarterly reports to the City.
 All tree inventory and maintenance data are the property of the City and shall be delivered to the City in GIS-compatible formats.

Council Agenda Packet - June 16, 2025
City of La Verne
CITYWIDE TREE MAINTENANCE AND ARBORIST SERVICES AGREEMENT – RFP FEBRUARY 2025

5. TrafÞc and Pedestrian Control
 Implement necessary trafÞc control measures, including signage and barriers, to ensure public safety during tree maintenance operations.  Conduct risk assessments for trees along high-speed roadways and heavily trafÞcked pedestrian routes to identify clearance hazards or sightline obstructions.
 Implement additional protective measures for schools, playgrounds, and public gathering areas where falling debris could pose an increased risk.  Contractor shall inspect adjacent areas, including curbs, sidewalks, and roadways, for any impacts resulting from tree maintenance activities. Any damage or safety concerns must be reported to the City immediately, with recommendations for necessary repairs or mitigation
 Coordinate with City staff to minimize disruptions and ensure safe work practices.
 Contractor personnel must complete safety training related to trafÞc control.  Site-speciÞc trafÞc control plans are required for high-risk locations.

6. Work Scheduling and NotiÞcations
 Collaborate with City staff to create and maintain a work schedule that aligns with the City’s needs and priorities.
 Designate a dedicated customer service liaison as the primary point of contact for all City inquiries, ensuring clear and efÞcient communication.  Provide advance notiÞcations to residents and businesses in areas affected by tree maintenance operations.
 Schedule tree maintenance work to minimize impact on local businesses, high-trafÞc areas, and public events by coordinating with City departments.  Provide alternative pedestrian routes if sidewalk access is blocked due to pruning or removal operations.
 Ensure flexibility for high-priority requests outside of scheduled work.

7. Reporting and Timeframes
 Submit quarterly reports summarizing the completed work, including tree maintenance and inventory updates.
 Include documentation of incidents or near-misses related to falling limbs, tree failure, or equipment hazards to reÞne future safety measures.  Ensure all tree inventory updates are completed by the end of Þscal year 2025/2026, with updates submitted quarterly thereafter.

Council Agenda Packet - June 16, 2025
City of La Verne
CITYWIDE TREE MAINTENANCE AND ARBORIST SERVICES AGREEMENT – RFP FEBRUARY 2025

 Utilize GIS-based visual reporting tools for enhanced transparency in inventory updates.

8. Optional Services
 Tree Planting: Provide tree planting services as requested.  Pest and Disease Management: Assess and manage pest and disease issues affecting trees.
 Irrigation System Checks: Perform checks and maintenance on irrigation systems related to tree care.
 Soil and Root Zone Assessments: Evaluate soil conditions, compaction, and root health to enhance tree stability and long-term growth.

9. Environmental Compliance and Sustainability
 Follow all federal, state, and local regulations for environmental protection and worksite safety.
 Utilize eco-friendly practices, including green waste recycling and the use of sustainable equipment where possible.
 In the event of unforeseen natural or man-made circumstances impacting tree health (e.g., drought, pests, diseases, or disasters), the contractor will coordinate with the City to mitigate these challenges and implement necessary tree care adjustments.
 Require annual sustainability reports summarizing waste reduction, recycling, and compliance efforts.

10. Equipment Operations and Safety
 Ensure all equipment used during tree maintenance operations is well- maintained and in safe working order.
 Equipment must comply with all applicable safety standards, including those established by OSHA, and be operated by qualiÞed personnel.  The contractor is responsible for providing all necessary equipment, tools, and machinery for the execution of the work.
 The contractor is required to have certiÞed aerial equipment operators and provide evidence of a recent California Highway Patrol Commercial Vehicle Inspection report for all equipment used during the term of the contract.  All vehicles and equipment used for tree maintenance operations must comply with California Air Resources Board (CARB) emissions standards. The contractor shall use low-emission or zero-emission equipment where feasible and provide documentation of compliance upon request.

Council Agenda Packet - June 16, 2025
City of La Verne
CITYWIDE TREE MAINTENANCE AND ARBORIST SERVICES AGREEMENT – RFP FEBRUARY 2025

 Equipment maintenance logs must be documented and available upon request.
 Heavy equipment must undergo annual third-party safety inspections.

11. Customer Service and Communication
 Maintain open and effective communication with City staff to promptly address any concerns, complaints, or inquiries.
 Participate in quarterly meetings or workshops with City staff to review progress, challenges, and potential improvements.
 A dedicated customer service liaison within the contractor’s team must be assigned for handling City inquiries.
 Any hazardous conditions, including but not limited to unsafe equipment, tree disease, or environmental threats, must be immediately reported to the City, and corrective actions must be taken to address these conditions.

Council Agenda Packet - June 16, 2025
City of La Verne
CITYWIDE TREE MAINTENANCE AND ARBORIST SERVICES AGREEMENT – RFP FEBRUARY 2025

Exhibit B: Cost Proposal
Description Unit Unit Price
Grid Pruning & Maintenance 0-3 DSH Each
Grid Pruning & Maintenance >3 DSH Each
Coco Palm Pruning Each
Date Palm Pruning Each
Washingtonia Pruning Each
Palm Skinning LF
Service Request 0-3 DSH Each
Service Request 4-12 DSH Each
Service Request 13-18 DSH Each
Service Request 19-24 DSH Each
Service Request 25-30 DSH Each
Service Request >31 DSH Each
Tree & Stump Removal Dia Inch
Tree Only Removal Dia Inch
Stump Only Removal Dia Inch
Root Pruning LF
Plant 15 Gallon Tree Each
Plant 24" Box Tree Each

Council Agenda Packet - June 16, 2025
City of La Verne
CITYWIDE TREE MAINTENANCE AND ARBORIST SERVICES AGREEMENT – RFP FEBRUARY 2025

Plant 36" Box Tree Each
Root Barrier InstallaƟon LF
Crew Rental Man Hour
Emergency Response Man Hour
GPS Tree Inventory Tree Site
Specialty Equipment Rental Hour
Arborist Services Hour
Other Unit

Council Agenda Packet - June 16, 2025

EXHIBIT B
VENDOR’S PROPOSAL

Council Agenda Packet - June 16, 2025

SetNng the Gold Standard
byparmering with ove,· 350 commt01ities
City of La Verne
RFP - Citywide Tree
Maintenance and Arborlst
Services Agreement
GROWING :

Greenspoce
Commun ities
Environment
ROOTED IN:

Safety
Experience
Techno logy
~~ West Coast Arborists, Inc .

WCAINC.COM • (800) 521- 3714
LIC #366764 • DIR #1000000956
Council Agenda Packet - June 16, 2025

West Coast Arborls ts, Inc.

Table of Contents

1. COVER LETTER ............................................................................................................................. 3

2. EXECUTIVE SUMMARY ................................................................................................................. 4 Company Qualifications ......................................................................................................... 5

3. SCOPE OF WORK ........................................................................................................................ 7 Company Personnel .............................................................................................................. 1 O Implementation, Quality Control & Safety ......................................................................... 15 Technology & Information Management ........................................................................... 22 Equipment .............................................................................................................................. 25

4. COST PROPOSAL ...................................................................................................................... 27

5. REFERENCES .............................................................................................................................. 29

6. REQUIRED STATEMENTS ............................................................................................................ 32 2 Setting the Gold Standard
Council Agenda Packet - June 16, 2025

1ree Care Proje.Jaiona/a Serving Communltiea Who Care About Trees Mardi 13, 2025
City of La Verne
Attn: Nicole Houston, ~nlor Management An~
3660 D Street
La Verne, CA 91750
RE: RFP Citywide Tree Maintenance and Arbarist Sarvicas A,reement Due: Friday~ March 14. 2025 at 5:ooPM
To whom it may concem;
www.WCAINC.com
Thank you for allowing West Coast Arborists, Inc. (WCA) the opportunity to submit a proposal for Citywide Tree Maintenance and Arborist Services for the City of La Verne. WCA Is a family-owned and operated company emplovlng over 1,300 full-time employees providing various tasks to achieve one goal: serving communities who care about trees. We have reviewed, understand, and asree to the terms and conditions described In this RFP. We also hereby acknowledge that we meet the minimum requirements and responded to each of these requirements to the best dour ability.

WCA's corporate values Include llstenlng to customers and employees to help Improve services offered. By establish Ing clear goals and expectations for the organization, support ins Its diverse teams, and exchanging frequent feedback from customers and employees, we are able to provide 'gold standard' tree care services.

WCA's top management team has created a culture where employees become accountable for actions and results. Our Tree care Industry Association (TOA) company-wide accreditation Is evidence of the commitment WCA has to our safety and training prosrams, customer satisfaction and our capacity to maintain industry standards.

WCA has a 53-year track record of working for more than 350 California and Arizona munieipallties as well as other various agencies. Our company has been In business since 1972 and Is licensed by the Caltfomia State Contractors License Board under license #366764. We have held this license In good standing since 1978. The license specializes in Class C61 (Tree Service), dass 0.7 (Landscaping), Class C49 (Tree and Palm), and Class C31 (Traffic Control). We currently employ over 100 Certlfled Arborlsts and over 155 Certified Tree workers, as rec01nlzed by the International Society of Arboriculture. Wc:A Is also registered with the Department of Industrial Relations (DIR) for Publlc Works projects, our registration number Is 1000000956. All work wlll be performed in-house; no subcontractors wlll be used.

Our employees will operate from our Ontario Office located at 9465 Schaefer Ave., Ontario, c:A 91761. For questions related to this proposal and who has the authority to nesotlate/present please contact Victor Gonzalez, V.P. Business Development, at (714} 991-1900 or at [email protected]. Leo Ramos, Area Manqer, wlll be assigned to this project should WCA be awarded a contract. He can be reached at (626) 255- 7291 or [email protected].

West Coast Arborists, Inc.
2200 E. Via Burton Street • Anaheim, CA 92806 • 714.991.1900 • 800.521.3714 • Fax 714.956.37 45 Council Agenda Packet - June 16, 2025

West Coast Arborl sts, Inc.

2. EXECUTIVE SUMMARY
At West Coast Arborists, Inc. (WCA), our mission is to leverage our professional expertise and knowledge to ensure the health and vitality of urban forests for years to come. By educating our clientele and providing top-tier tree maintenance and management services, we aim to protect and enhance the integrity of our state's tree canopy. This includes preventing and managing pests and diseases, ensuring the right trees are planted in the right places, reducing liability, and safeguarding public safety, city property, and the trees themselves. Effective tree care begins with a thorough understanding of an urban forest's condition, the client's objectives, and a strategic plan for long-term maintenance.

Our standing as an industry leader is reflected in our highly qualified employees. advancements in industry certifications, professional affiliations, and sustainable business practices. Since our inception in 1972 as a small residential tree company with just four employees. we have grown into a statewide corporation with over 1,300 employees. Despite our growth, WCA remains a family-owned and operated business headquartered in Anaheim, California.

In the face of budget constraints, municipalities struggle with financial limitations, staff reductions . decreased service levels. and outdated equipment. WCA offers an interactive partnership model. enabling municipalities to depend on us for comprehensive tree care solutions. Our extensive resources, including a skilled staff, a modern fleet. and robust financial capabilities. position us as the optimal partner for urban tree care.

Our goals in urban tree management are to prolong the life of trees, ensure public safety, and provide reliable sources of shade and beauty, enhancing the non-commercial benefits of healthy trees. Achieving these objectives requires active collaboration with city officials and community involvement.

Benefits of Contracting with West Coast Arborists, Inc. • Comprehensive GPS tree inventory database capabilities • Detailed service history for each city-owned tree maintained by WCA • Access to ArborAccess tree inventory software at no additional cost • Emergency response within 24 hours, typically within 2 hours • Daily notifications of work locations within the city • Prompt and reliable work scheduling
• ISA Certified Arborists available for expert tree care • Hazard assessment and report writing services by ISA Certified Arborists • Unlimited resources (equipment and personnel) for various client projects • Up-to-date information on tree industry standards and recommendations • In-house Plant Healthcare Division for diagnosis and treatment recommendations • Staff trained in wildlife protection
• Dedicated project teams for each Maintenance District • Modern, CARB-compliant equipment fleet
• Exceptional customer relations
Community Engagement
The community encompasses residents, business owners, community groups, schools, and citizen arborists­ essentially everyone who cares about trees. We consider the community our primary customer and strive to deliver the highest level of service in creating a beauti ful and safe environment. As a community resource. we offer various services, including arboricultural education, participation in Arbor Day and other events, and special community projects.

Meeting the diverse needs of the community in tree care and beyond is a challenge we embrace. Unlike most firms. we possess the qualifications and corporate capabilities to exceed community and city staff expectations.

Setting the Gold Standard
4 Council Agenda Packet - June 16, 2025

West Coast Arborls ts, Inc.

COMPANY INFORMATION
President: Patrick Mahoney
Organization Type: Corporation
Established: 1972
Federal Tax ID: 95-3250682
DIR Registration: 1000000956
Members of Laborers' Union:

LiUNA!
SAM Entity ID: CFJMVMJ9NSD1
Website: wcainc.com

CORPORATE OFFICE
2200 E. Via Burton St.

Anaheim, CA 92806

REGIONAL OFFICES
Escondido, CA
Fresno, CA
Indio, CA
Ontario, CA
Phoenix.AZ
Riverside, CA
Sacramento, CA
San Diego , CA
San Jose, CA
San Francisco, CA
Santa Clarita, CA
Stockton, CA
Ventura, CA

CONTRACT ADMINISTRATION
Victor Gonzalez , Vice President
Corporate Office
Phone (714) 991-1900
Fax (714) 956-3745
Email: [email protected]

FIELD MANAGEMENT
Leo Ramos, Area Manager
9465 Schaefer Ave. ,
Ontario, CA 91761
Phone (714) 991-1900
Fax (714) 956-3745
Email: [email protected]
EMERGENCY RESPONSE 24/7
1-800-LIMB-DOWN
Setting the Gold Standard
Company Qualifications
WEST COAST ARBORISTS, INC. (WCA)
is a family-owned and operated union company employing over 1,300 full-time employees providing tree maintenance and management services. We are proudly serving over 350
municipalities and public agencies. We provide superior and safe tree care operations seven days a week, 24 hours a day
throughout California and Arizona.

OUR VISION
As a corporate citizen, WCA's responsibility and accountability are to the communities where we do business. We hold ourselves to the highest standards of ethical conduct and environmental responsibility, communicating openly with our customers and the communities in which we work. It is our goal and vision to lead the industry in state-of-the-art urban tree care and management services.
100% CUSTOMER SATISFACTION
Customer satisfaction is our top priority. We guarantee your complete satisfaction with every facet of our services. Our dedication to customer service has earned WCA a reputation unrivaled in the industry for dependability, integrity, quality, and courtesy. We authorize our employees to do whatever is necessary to achieve the highest quality results. We know that high quality work saves our customer's valuable time and is far more cost effective if we do our work properly the first time. We are committed to courteous and prompt customer service to fully resolve any issue.
* %
100+ ISA 50+ Years Experience 1,300+ Qualified
Certified Arborists (Similar Size & Scope) Employ ees
* 9 8 ""
Acc redited by TCIA Local Office & Yard 1,700+ Pieces of (Ontar io) Equipme nt (Owned)
5 Council Agenda Packet - June 16, 2025

West Coast Arborls ts, Inc.

Corporate Capabilities
West Coast Arborists, Inc., is committed to successfully completing each project in accordance with the specifications, budget, schedule and with the highest quality of service. Our customers' satisfaction is a direct result of our means to carry out each project. Listed below are some of our corporate capabilities, which not only provide a sense of comfort and confidence to our customers. but also assure them of our continuous ability to carry out the duties of managing their urban forest.
• In business continuously and actively since 1972
• Contractor's License C61/D49,
C49,
C27.

C31, C2 l, A & B
• Over $8,500.000 line of credit available
• Annual financial audits available upon request
• Bonded by ARCH, an A+ rated company
• 1,300+ employees
• 350+ contracts with public agencies
• 1 00+ Certified Arborists
• 155+ Certified Tree Workers
• Drug-free workplace
• 14,000 sq. ft. company-owned
Headquarters (Anaheim)
• Department of Agriculture Nursery license
• Avg. 712,000 trees pruned annually over past 3 years
• Avg. 46,000 trees removed annually over past 3 years
• Avg. 20,000 trees planted annually over past 3 years
Active Memberships:

Tree Care Industry Association (TCIA)
International Society of Arboriculture (ISAJ
League of California Cities [LCC)
California Parks & Recreation Society (CPRSJ
Association of California Cities I
-Orange County (ACCOC)
Maintenance Superintenden ts Association (MSAJ
California Landscape Contractors Association (CLCA)
Street Tree Seminar (STS)
California Urban Forest Council (CaUFC)
American Public Works Association (APWA)
( CAUFOR,,1A D£ PARTMElff OF PESTICIDE REGULATION
I NllffRl'.tT
SACMA.\IC.'(f{). CAUfOR..,IA 9'$8U
• Avg. 250,000 trees Inventoried annually over past 3 years ISSUED-1--,. 11.~
r.xn MF..$! OH--.. JI.""
Pac Coarr ol Businn, ~ \ b lo
lJct:.~St;
ua,ru.~1> m u
• Fully insured with insurance up to $25 million
• Federal Tax ID #95-3250682, current on all taxes and
fillings with state and federal government
• Sales volume over $220 million annually
• Fleet of approximately 1,700 pieces of equipment
Cle a

CONTRAC TORS

STATE LICENSE BOARD

ACTIVE LICENSE
366764 E,,oty CORP
-..,_. WEST COAST ARBORISTS INC
c......._ , C61,()49 C27 A C21 8 C31 C49
_ _, 12/31/2026
www.c:d>.ca.go,
Setting the Gold Standard
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6 Council Agenda Packet - June 16, 2025

West Coast Arborls ts, Inc.

3. SCOPE OF WORK
Grid Tree Pruning
Grid tree pruning is based on pruning in pre-designed districts, or grids on a set cycle and in its entirety. This includes pruning all trees (small, medium and large-sized.) Pruning will include structural pruning, crown raising, and slight crown cleaning in accordance with the standards set forth by the International Society of Arboriculture Pruning Standards (Best Management Practices) and shall have no more than 15% of the live foliage removed at a given time.

Special Request Tree Pruning
Special Request Tree Pruning includes tree maintenance services on designated tree(s) as ordered by the City's Arborist or designee. This category of pruning may include structural pruning, crown raising, crown cleaning and/or pruning to restore the crown. Whichever work type is ordered by the City, pruning will be performed in accordance with the standards set forth by the International Society of Arboriculture Pruning Standards and the Best Management Practice, Tree Pruning Guidelines.

Pruning to reduce the tree's crown (or Crown Reduction Pruning) may be performed when conditions within the crown of a hardwood tree are such that the overall canopy mass and excessive wood weight needs to be reduced. This type of prune is performed when the City's primary objective is to maintain or improve tree health and structure and will be charged at the Crew Rental rate as agreed upon by the City and WCA.

Line Clearance
Trees that interfere or have the possibility of interfering with utility lines will be trimmed in a manner to achieve the required clearances as specified and in accordance with the California Public Utilities Commission. It is our goal to protect the current health and condition of the tree and to maintain its symmetry and direct growth away from the utility lines.

Young Tree Maintenance (Optional)
Proper pruning and care during the early stages of the tree's life will save money in the future, and create a safer, more beautiful, healthy, easy-to-maintain tree. We believe that tree care that is performed early will affect its shape, strength and life span. Our specialized small tree care team consists of certified personnel trained to perform the following under the hourly rate:
• Selective structural pruning
• Removal of dead, interfering, split and/or broken limbs • Pre-conditioning the water retention basin built around the tree • Staking or re-staking
• Adjusting tree ties
• Adjusting trunk protectors
• Weed abatement
Setting the Gold Standard
7 Council Agenda Packet - June 16, 2025

West Coast Arborlst s, Inc.

Root Pruning
We strongly recommend against any root pruning, however, should the City elect to proceed, we recommend that it be done no closer than 3 times the diameter of the trunk. Roots will be pruned to a depth of approximately 12 inches by cleanly slicing through the roots, so as not to tear or vibrate the root causing damage to the tree. The excavated area will be backfilled with native soil and debris will be hauled away. This is performed under the hourly rate.

Tree and Stump Removal Operations
With a minimum of 48 hours advanced notice, WCA will inform Underground Service Alert (USA) of the location of work for the purpose of identifying any and all utility lines. The removal process consists of lowering limbs delicately onto the ground to prevent any hardscape damage.

Immediately following the removal. the stump will be ground down, if ordered to do so and with proper USA notification. Our standard stump grinder is the Vermeer SC802. This stump grinder is ideal for any size job and can be used to grade large stumps. We also use the Dosl<o SC69 stump grinders. These are intended to remove tree stumps and exposed root systems close to ground level. Tree removal and stump removal are to be charged separately in accordance with the contract.

Tree Watering (Optional)
Tree Planting
We can replace trees that have been removed and plant new trees in accordance with the City's specifications. We are prepared financially and logistically to acquire and purchase selected tree species for tree planting. At a minimum of 48 hours in advance we will inform Underground Service Alert (USA) of the location of work for the purpose of identifying any and all utility lines. A well-trained planting tea m will perform the soil preparation and installation of the tree.

Tree watering will be performed by a full-time, WCA team member on various routes, when requested by the Agency. This team will also be responsible for reporting special care needs to the small tree care team. This could include reporting weeds, soil that has settled, and/or staking and tying needs.

Emergency Response
We are prepared for emergency calls 24 hours a day, 7 days a week, including holidays. The toll free number is 866-LIMB-DOWN (866-546-2369). This number will be provided to the Agency, Police Department and/or Fire Department. Our emergency response team will do what is necessary to render the hazardous tree or tree-related condition safe until the following workday.

Setting the Gold Standard
8 Council Agenda Packet - June 16, 2025

West Coast Arborls ts, Inc.

Crew Rental
Due to our vast amount of resources, including our specialty equipment and qualified personnel we are able to extend our commitment to our customers by providing various miscellaneous services outside of the most common tree maintenance services:
• Misc. use of aerial towers and cranes (including equipment rental) • Crown reduction
• Crown restoration
Arborist Reports
We have full-time Certified Arborists on staff that can prepare detailed arborist reports, tree evaluations and site inspections based on your specific needs. Reporting can be generated for one tree or an entire selection and is handled on a case-by-case basis.

Plant Health Care
nm Crothers, Plant Health Care Manager
• ISA Board Certified Master Arborist WE-7655 BUM
• DPR Quallfled Pest Control Applicator #145321
• QAL Category B & D
WCA provides the technology,
management, and civic experience
that makes it the preferred tree
management partner across the West.

Our PHC program managed by Tim goes beyond standard chemical applications. We have developed an efficient Integrated Pest Management Program {1PM) that requires diagnosis before treatment. WCA is staffed with licensed applicators and advisors that are environmentally conscious as well as compliant with the California Department of Pesticide Regulation. This service allows us to provide you with:
• Proper diagnosis based on on-site inspection with laboratory testing when necessary • Proactive and preventative recommendations that reduce the amount of potential pest and disease issues
• Follow-up evaluations to ensure that the recommended treatments result in a healthy and balanced urban forest
Setting the Gold Standard
9 Council Agenda Packet - June 16, 2025

West Coast Arborlsts, Inc .

Company Personnel
lntroducffon
West Coast Arborist's (WCA) is a company comprised of a management team and a safety committee. Staff members have diverse educational backgrounds including accounting, business administration, engineering and forestry.

Work Force
Staff members have diverse
educational backgrounds
including accounting,
business administration,
engineering, and forestry .

WCA actively maintains ongoing processes to assure that only qualified and competent staff provides safe and quality tree maintenance services. These skilled employees can only be achieved through both training and work experience. We believe that essential experience should always be obtained through qualified supervision; this includes both basic and extended skills. WCA makes every attempt to ensure that this is undertaken before performing work, leading a crew, or career advancement. The work performed on this contract is routine, recurring and usual. The work includes watering, trimming, pruning, planting, removal and replacement of trees and plants, and servicing of irrigation. The rates included in the Cost Proposal are based on the current prevalllng wage determination for "Tree Maintenance {Laborer)." Certification
WCA encourages its employees to get certified through the International Society of Arboriculture, in an effort to raise the standard of professional tree care companies. This standard exemplifies our company's commitment to providing customers with competent, knowledgeable certified workers. WCA employs a large number of ISA Certified Arborists and ISA Certified Tree Workers.

Crew Evaluation
WCA employees are evaluated through an internal mechanism supervised by our Management Team. Each employee performs their duties according to a criteria-based job description that reflects safety, quality workmanship, productivity, appropriateness of care, problem solving and customer service. A performance appraisal is conducted for each employee upon completion of the probationary period and at least annually thereafter. Each worker is also required to complete a competency assessment and orientation upon hire and annually thereafter in selected areas to assure that ongoing requirements are met and opportunities for improvement are identified.

Setting the Gold Standard
10 Council Agenda Packet - June 16, 2025

West Coast Arborls ts, Inc.

Meet the Team: Project Team
Project Team Structu re
Regional
Manager
Area
Manager
j t
Area
Supervlso,
Customer
Service Rep
NICKALAGO Regional Manager/V.P.

Nick: Alago has been with WCA since 1999. He has nearly 35 years' experience in the arboriculture field. He started with WCA as a Foreman and was continuously promoted. reaching the status of Area Manager. For over 10 years, he excelled as an Area Manager for the Inland Empire and was promoted in 2020 to Regional Manager. As a Regional Manager for the Los Angeles and Inland Empire areas, he oversees the operations and provides support to the Area Managers. His extensive knowledge of the urban forest is a columniotion of experience and continued education as well as certification that is offered in the industry.
• ISA Certified Arborist Utility Specialist #WE-4396AU
• TCIA Certified Treecare Safety Professional #250
• ISA Tree Risk Assessment Qualified
• TLC Wildlife Area
LEONARDO RAMOS Area Manager
Leo Ramos joined WCA in 1993 and has more than 30 years' experience in the tree care industry.

During his career, he has earned many promotions within the company; from Groundmon to Tree Trimmer to Foreman to Supervisor and now Area Manager. As an Area Manager, he will be the Agency's main point of contact as he is responsible for providing customer service, estimating work. while managing field operations and crews throughout the Pomona Valley region. He is also involved in scheduling, evaluation and production of street tree maintenance. • ISA Certified Arborist/Tree Worker Climbe r #WE-14594AT • ISA Tree Risk Assessment Qualified
• TCIA Certified Treecare Safety Professional #3533
JOSE MANCILLA Project Supervisor
Jose Mancilla joined WCA in 1999 as a Groundworker and has since worked his way from Tree Trimmer to Foreman to Area Supervisor. His knowledge and experience include rigging , removals and using proper ISA pruning standards. Today, his responsibilities include assisting the Area Manager in scheduling and overseeing crews throughout the Pomona Valley region. Doily job duties include promoting internal growth through employe e training , education and coaching while ensuring proper safety procedures are being followed. Regular commu nication with the customer and citizens can be expected as related to scheduling, work being performed and any other inquiries that may arise while on the job site.
• ISA Certified Arborist/Tree Worker Climber #WE-10983AT • TCIA Certified Treecore Safety Professional #5819
11 Setting the Gold Standard
Council Agenda Packet - June 16, 2025

West Coast Arborls ts, Inc.

Meet the Team: Support Staff
ANDREW PINEDA GIS Manager
Andrew Pineda has been with WCA since 2018. As WCA's GIS Manager. he works on a wide range of projects including tree inventories scope and collection, iTree analysis, tree canopy assessments, tree planting prioritization, ArborAccess training. grant funded tree planting projects, and much more. He was worked with tree inventories of all sizes from small campus inventories with less than 5,000 trees to large California cities with over 140,000 trees. He has in-depth knowledge and understanding of tree inventories, urban forestry best practices. and spatial data.
• ISA Certified Arborist #WE-12738A
• FM UAS Part 107 Remote Pilot
• M.S. Geographic Information Science (GIS), CSU Long Beach • B.A. Environmental Science, Boston University
TIM CROTHERS Plant Health Care Manager
WCA's PHC program is managed in-house; no subcontracting is used. Our staff is trained and licensed by the CA Dept. of Pesticide Regulation. Mr. Crothers has been with WCA since 2012 and oversees our in-house Qualified Applicators (QAL) and Pest Control Advisors (PCA). Our program goes beyond standard chemical applications as Tim has helped WCA develop an efficient Integrated Pest Management program as well. Inspection, diagnosis and trea tments are available as needed.
• ISA Boord Certified Master Arborist #WE-7655BUM
• B.S. Environmental Horticulture Science
• ASCA Registered Consulting Arborist #721
• CA Dept. Pesticide Regulation QAL #145321 B, D
• ISA Tree Risk Assessment
• Qualified & TLC Wildlife Aware
DENISE RODRIGUEZ Customer Service Rep. (CSR)
Denise Rodriguez joined WCA in 2002 and hos provided customer service to our South Bay regio n for the last 15 years. As the CSR (Customer Service Representative), Denise is responsible for providing support to the Area Manager, Site Supervisors, and crew. She is to act as a liaison between the company and its clients as well as the general public. Denise is responsible for responding to customer service inquires and facilitating contracting functions, such as: mapping, underground service alert, data entry. field book preparation . list preparation. etc. 12 Setting the Gold Standard
Council Agenda Packet - June 16, 2025

West Coast Arbo rlsts, Inc .

Executive Staff
From marketing, contract administration, field and fleet management, to information technology, our Executive Staff is involved in the day-to-day operations supporting each Project Team and customer to ensure the highest quality of tree care is being achieved in the industry.

President
Chris Crl~~ n
V.P.-1.T.

NlckAlago
V.P. - SoCal Region
Setting the Gold Standard
Secretary
Victor Gonzalez
V.P. - Business
Development
Michael Palal
V.P. - SoCal Region
Rose E~P-erson
Treasurer
V.P. - Contract Services
Andrew Trotter
V.P. - Field Operations
Jason Pln~=a"""r _ ...

V.P. - NorCal Region
13 Council Agenda Packet - June 16, 2025

West Coast Arborl sts, Inc.

CON F'10EN CE
14 offices with prestigious
Tree Care Ind ustry Associati on
(TCIA) accreditation
• • •
ISA Tree Risk WCA Cerlfled ISA Certified
Assessment U lty line Utility
Quolffled Clearance W01ke11 Specialists
II
WCA hos forged o successful partnersrlp IMlh lhe Laborer's lnlemotionol Urion of Nom America. •
TCIACertlfled
HIGHER
SlANDARDS
•
ISA /J\i.nlcipol
Treeca re Solely
Proressioools
Specioflsts •
Nursery In
Placentia &
Dedicated
Moooger

EXEMPLARY
TRAINING El

SUPERIOR

EMPLOYEES

ISA CERTIFIED
ISA Boad Certified Maste, Alborb ts
Michael Palo1 IWE-6541 BUM
KeAeyGill eron #WE-7061 BM
rim Cro1hers =W&76SS BUM
Joseph Bartolo !Wf.2034 BU
Eugene Bordson liWE-107n 81
Rebecca Mejia
Jeffrey cro,n
Erik Diaz
Kris BVlbidge
• •
lnforma1fon Aeet
l1W&2l55 B
iWE-6658 B
11'WE-12l43BM
'iW&9S668UM
•
NCCCO
Tecmology IJ\echonics Certified
Speclafats Crone
Opero1ors
asG:J IRCA
4 ASCA Consulting Arborists
Tim Crothers RCA #721 Leo Tuchman RCA #771
Eugene Bordson #834
Setting the Gold Standard
Kelley Gilleran RCA #668
Unique Capabilities
Plant Health Care
WCA hos developed on exemplary Plant Health
Co re Program tha t goes beyond sta ndard chenicol
oppko tions. We maintain in-house Stole Certified
Pesticide Advisors and Applica tors.

Wildlife Protection
WCA's VP of Field Operations is a key contributor in
identifying and developing the first ever Best
Management Practices guidei nes for Tree Core for
Birds and Other Wildlife .
14 Council Agenda Packet - June 16, 2025

West Coast Arborls ts, Inc.

Implementation, Quality Control & Safety
Implementation Plan
To ensure the quality of work and the level of service expected, WCA abides by a well-defined quality control plan that incorporates the following:
• Certified personnel
• Safety
• Pruning specifications and guidelines
• Sound equipment
• Public relations
• Proper traffic control
• State-of-the-art communication systems
Area Manager: Leo Ramos
ISA Certification #: WE-11264AT
TCIA CTSP #3533
Special shifts including
weekends and evenings
can be arranged in
accordance with the
Agency's specificat ions.

The project Area Manager will be the central point of contact and will work cooperatively with Agency staff, local residents and business owners. etc. The Area Manger will provide overall field supervision and crew management.

Daily Management
Daily management will consist of, but not be limited to:
• Email notification complete with location, crew, equipment type, and work description • Supervise crew personnel to insure proper pruning standards are followed in a safe manner • Traffic control setup and maintenance of work zone
• Ensure work area is left free of debris at the end of shift • Maintain record of work completed each day
• Maintain good public relations at all times
• Provide immediate notification to Agency Inspector upon damage of personal property including a plan for corrective measures to take place within 48 hours Weekly Management
• Weekly management will consist of, but is not limited to:
• Weekly inspection of work completed
• Meet with the Agency to review work schedule and progress • Insure standards of pruning are performed in accordance with Agency specifications • Maintain open communication
Setting the Gold Standard
15 Council Agenda Packet - June 16, 2025

West Coast Arborlsls, Inc.

Scheduling of Work
The Area Manage r is responsible for scheduling work which shall conform to the Agency's schedule of performance . We
recomme nd equal distribution of work throughou t the course of the fiscal year. Notifica tions will be provided to residents prior to the start of pruning opera tions in said area . All work will be performed in a coopera tive manner as to cause the least amount of interference or inconvenience .

Public Notification
Upon Agency staff approval , WCA will post a door hanger notice prior to commencement of grid pruning (within 24-48 hours). After tree plantings, door hangers will be provided to residents instructing them on the proper care for their newly planted tree. For more comprehensive outreach we can also submit a press release for special projects or routine maintenance. The Agency may modify the procedures and materials to which we notify residents.

Communication Systems
Our use of modern and reliable communication systems affects our daily job performance by increasing our efficiency. Management and Field Personnel utilize smart phones as both navigational and communication devices in the field. Smart phones have proven to be a convenient method to input data as related to tree inventories, daily work records, timesheets, photos, and billing information; eliminating the need to handwrite data and improving customer service by minimizing response time.

Permits and Licensing
WCA will procure a City Business License as necessary, and any "no-fee" permits prior to commencement of work. Permits (i.e., encroachment, traffic control. etc.) requiring fees will be charged back to the Agency.

Right-of-Way
All work will be performed in the public right-of-way. Employees will not utilize private property for eating, breaks or any other reason or use water or electricity from such property without prior written permission of owner.

Cooperation and Collateral Work
WCA will give right to operate within the project to the Agency workers and/other contractors, utility companies, street sweepers, and others as needed in a cooperative effort to minimize interference in daily operations.

Project Site Maintenance
Work site will be left free of debris at the end of each workday. We will not discharge smoke, dust, or any other air containments in quantities that violate the regulations of any legally constituted authority.

Setting the Gold Standard
16 Council Agenda Packet - June 16, 2025

Wes t Coast Arborfsl,s, Inc.

Workflow Timelines

GRID PRUNING FLOWCHART
Work request received
from Customer
Foreman posts
public notices
CSR creates a work order &
gives to Area Manager
Crew performs work

REMOVAL FLOWCHART
Customer marks frees for
USA & noHlles resident
Area Manager schedules
work. informs the Agency &
gives work order to Foreman
Work request
received from Customer
Crew performs work

PLANTING FLOWCHART
Work request received
from Customer
Crew performs work
& hangs tree care
door hanger
CSR prepares work
order & orders tree(s) from
Nursery Manager
Foreman completes
work order & Inventory ;
then turns In
(Within 30-day Completion)
Area Manager schedules the
work & Informs the Agency
Foreman completes
work order & Inventory;
then submits to office
Work order Is given
to the Foreman
CSR closes work order;
BIiiing Department
prepares Invoice
(Within 15-day Completion)
CSR creates work order &
contacts USA 48 hours In
advance of work
Foreman completes work
order & Inventory ;
then submits to office
Work order Is given
to the Area Manager
(Within 15-day Completion)
CSR gives work order to
Area Manager to schedule
work & Inform the Agency
Work order Is given
to the Foreman
EMERGENCY FLOWCHART (Within 1-3 hour Response / 24-hour Completion) ency request received
from Customer
Crew sends notification &
otos to Agency & Supervisor
that work Is complete
On-Call Supervisor
dispatches Emergency Crew
If applicable , crew
return to site next day to
complete work

PLANT HEALTH CARE FLOWCHART
Work request received
from Customer
PHC Advisor/Applicator posts
public notices
(as needed)
Setting the Gold Standard
CSR creates a work order &
gives to Area Manager
PHC Advlsor/Appl!cator
performs work
Supervisor creates
work order & sends
to Foreman
- .

Foreman completes • l,
work order & Inventory; . , • "•
then turns In /
Area Manager schedules the
work & Informs the City
Crew performs necessary
work to ensure safety
Work order Is given to the
PHC Advisor / Applicator
17 Council Agenda Packet - June 16, 2025

West Coast Arborls ts, Inc.

Emergency Contacts Sample Planting Door Hanger
800.521.3714

TREE CARE PROFESSIONALS
, - •· j , 'vi 'I ' - , , ....., , ._. - - - - - •
18 Setting the Gold Standard
Council Agenda Packet - June 16, 2025

West Coast Arborls ts, Inc.

Quality Control
Feedback
WCA regularly receives and tracks feedback from customers and residents as a means to acknowledge good performance and provide prompt resolution for any negative comments.

Every month, a summary of the feedback is then reviewed by the management team.

Customer Service Department r
As we work with, or near, the public,
we are mindful that we will most likely
be the first person the public contacts.

We have a full-time Customer Service
Department with each Customer
Service Representative (CSR) trained
Nicole A
....... , ... - ...... [IIOv,l,~-~­
f,_,,,.. utll 20..',UWn,,
..._....,.,.._, ... c., .... ,__,
....,t,~ ,.~ ...... "---__ ..,,
, _ _..._IWWI._ ............ _ _.. __ ..... ._._. _ ._ ...... _...,_,.,,,~-~....- ................. in addressing concerned residents •
.... ....-t ....... •------ .................................. __ •• ~--- ........ --~1•- ....... ...,,._ .......... ..,,. ....... S&ftwl ,....
and bystanders.

Complaints & Damage
Resolution
Should there be any property
damage, we adhere to specific
procedures to resolve the problem.

The Foreman on the job site will notify
the resident and the Inspector immediately.
..,,,.,___..~
!!"SANTA CLAR!Ti\
If the resident is not at home, then we will leave a WCA card with instructions to call our Claims Coordinator in our corporate office. The ultimate goal at each work site is to leave the property in the same condition as before we entered it. We will notify the Agency Representative immediately upon damage of private property including plans for corrective measures to take place within 48 hours.

Any activities found by the Agency to be unacceptable will be rectified immediately. All other complaints will be abated or resolved within twenty-four (24) hours of the occurrence. We have teams specifically assigned for handling damage to properties, both private and public. Through our communication system, we have the ability to dispatch either of these teams and have them respond immediately to the site for proper repair.

We pride ourselves on professional workmanship to avoid these types of incidents, however, should one occur, we take all appropriate measures to resolve the matter in a timely and efficient manner.

Protection of Public and Private Property
WCA will provide all safety measures necessary to protect the public and worker within the work area. We will maintain good public relations at all times. The work will be conducted in a manner which will cause the least disturbance.

Setting the Gold Standard
19 Council Agenda Packet - June 16, 2025

West Coast Arborls ts, Inc.

Safety & Training
Safety Program
Safety standards are top priority at West Coast Arborists, Inc. Our line of work demands that all work is performed in a manner that provides the maximum safety to the general public as well as our employees. Our crews are instructed to follow the safety standards of ANSI Zl 33.1 as well as Cal-OSHA requirements. We have one of the most extensive safety training programs in the industry. We provide our employees with state-of-the-art training tools and instructional sessions company wide. Our insurance carriers and Cal-OSHA have recognized us repeatedly for out­ standing safety training efforts.

We have a full time Safety & Training Manager, Dane Jensen, that is professionally trained in the field of horticulture. As WCA's Training Manager, Dane is responsible for staying up-to-date on all tree-related industry standards as related to safety and the wellness of our employees and the public in which we serve. Training materials are regularly reviewed and updated to ensure WCA employees receive the proper education, instruction and hands on experience needed to perform their day to day activities safely and efficiently. Training topics include a full-circle from proper pruning techniques, arboriculture, to customer service and everything in between. • ISA Certlied Utility & Municipal Arborist #WE-12014A
• ISA Skills Test Evaluator-TW Cllmber
• TCIA Certffled Treecare Safety Professional #3303
• ISA Tree Risk Assessment Qualfflcatlon #E4068
• American Heart Association BLS and First Aid Instructor Public Convenience and Safety
Our line of work demands
that all work is performed
in a manner that provides
the maximum safety to the
general public as well as
our employees.

WCA will comply with any and all local sound control and noise level rules, regulations, and ordinances which apply to any work performed in the contracted area. All work will cease by 5:00 pm or as directed by the Agency (excluding emergency services}.

Setting the Gold Standard
20 Council Agenda Packet - June 16, 2025

West Coast Arborls ts, Inc.

Employee Training Program
West Coast Arborists, Inc. provides an extensive in-house training curriculum for all employees to broaden their knowledge of the arboriculture field of study. Included in this training are the ISA standards, both Treeworker and Arborist study programs, and a variety of Tree Care Industry Association home study programs. We also offer training courses to our staff in areas of customer service satisfaction. maintaining professional conduct, and Qualified Line Clearance Trimmer Training.

Our Training and Safety team members ore tasked with
completing field evaluat ions of crews and membe rs ore on­ site to coach and train employees on safe practices.

Employees rece ive performance evaluat ions at 90 days, 6 months, then annually (or as-needed) after their first year. All employees ore provided copies of WCA's Injury & Illness Prevention Program.

Traffic Control
@
Traffic control procedures will be set-up in accordance with the Work Area Traffic Control Handbook (WATCH) and State of California Manual of Traffic Controls as well as the Agency Traffic and Safety Operating Rules. WCA will make adequate provisions to insure the normal flow of traffic over the public streets and park roads. Every effort will be made to keep commercial driveways and passageways open to the public during business hours. High visibility arrowboard (s) will be used when needed. Prior to use, the Agency will approve traffic safety equipment and devices. Pedestrian and vehicular traffic shall be allowed to pass through the work areas only under cond itions of safety and with as little inconvenience and delay as possible. Unless the work area is totally barricaded or otherwise kept safe, at least one worker will serve to coordinate safe operations on the ground at all times when SAFER RO ADS SAVE LIVES work operations are in progress.

Setting the Gold Standard
WCA is dedicated to
health and safety for
trees, employees, and
the community.
21 Council Agenda Packet - June 16, 2025

West Coast Arborlsts, Inc .

Technology & Information Management
Arbor Access
Our tree management program sets us apart from
other companies. With nearly 2,000 active users,
Arbor Access and our mobile opp will help you easily
manage your urban forest with ease and
convenience. Tree site attributes include location
(utilizing GPS coordinates), species type, and
parkway size. Features allow you to view and edit
work history records and create work orders directly
from the field, all from our secure cloud.

ArborAccess Features
Create work orders
View tree site details
View work history
View invoices
Mobile app
The information contained in ArborAccess is live
data that can also be linked directly to a GIS
program, such as ArcView, for geo-coding purposes
and can assist your Agency in meeting GASB34
requirements. ArborAccess provides an unlimited
resource of information regarding your urban forest.

Software Training
Live data
GIS/GPS mapping
Recycling reports
Our IT Department is based out of our corporate office in Anaheim, CA with regional offices located throughout California and Arizona. Each office has the ability to provide software training to our customers. We are also available to provide training sessions on-site at the customer's discretion. On-site training is proven to be effective as it provides a guided hands-on experience.

We offer periodic tree maintenance and management workshops each year.

These free workshops are provided to our customers regionally and educate over 250 people annually. They have proven to be a great round-table and networking opportunity for the different agencies in attendance. Presentations are provided by WCA management staff and complimented with guest speakers in the industry.

Certified Arborists and Tree Workers who attend are eligible to receive continuing education credits (CEU's) from the International Society of Arboriculture.

The success of any urban forest program depends on the proper management of information . Unlimited telephone and/or email support is available to answer technical questions and aid staff in the use of the software system. Software training and support is included in the cost associated with the inventory data collection.

List Tracking System
The List Tracking Report in Arbor Access is a useful tool in the management of incoming work. This report allows both parties to track specific jobs as they are ordered by the Agency. Proper use of this system enables the Agency and WCA to track the completion of work that is ordered.
22 Setting the Gold Standard
Council Agenda Packet - June 16, 2025

West Coast Arborls ts, Inc.

Billing
WCA. Inc. operates a modern invoicing system that is updated on a daily basis. Progress billings will be submitted to the Customers on a bi-weekly basis, unless otherwise requested. Invoices will reflect an amount complete for the billing period, along with a year-to-date tota l for that job.

Each billing will include a listing of completed work by address, tree species, work performed and appropriate data acceptable to the customer. This information will be supplied in hardcopy and immediately accessible on ArborAccess. Job balances reflecting the percent of completion for each job can be viewed on Arbor Access.

Sample Management Tools:

Detailed Tree srte CharacterJstrcs
The advanced technology provides
a valuable tool to urban forestry
professionals by displaying specific
tree site information along with a
representative photog raph of the
species type and a recommended
maintenance field. ArborAccess'
built-in quality cont rol features assist
in data accuracy. As maintenance
is performed, the work history is
updated and accompanied with
bi-weekly invoices. This process
eliminates the need for dual-
inputting and helps keep the tree
inventory current and accurate.

Maintenance Records
Accurate maintenance records for each location oftentimes can assist the Agency with liability claims. Maintaining a detailed history of the work performed at each location demonstrates good faith in preserving its urban forest. It is imperative that work requests are pulled from the system prior to the work being performed, otherwise inventory accuracy is not guaranteed.

Setting the Gold Standard
23 Council Agenda Packet - June 16, 2025

West Coast Arborists, Inc.

Sample: Species Frequency Report
The Species Frequency report can assist your Agency in
identifying the tree population within the urban forest.

This type of information is valuable in the event of an insect infestation, deadly disease, or even estimating
future maintenance costs. In addition. an analysis can
be performed to evaluate the history of the performance of a particular species within your Agency.
4 8.4 1%
4 .87 % 5 .22% 5.56 %
Detailed Reporting Options
Top 10 Species

11.94% MEXICAN FAN PALM

5.98% LONDON PLANE

5.56% JACARANDA

5.22% SOUTHERN MAGNOLIA

4.87% INDI AN LAUREL FIG

4. 69% CANARY ISLAND PI NE
4 .51 % CANARY ISLAND DATE PALM

3.53% CHI NESE ELM

3. 15% RAYWOOD ASH

2. 15% V ICTORIAN SOX

48.4 1 % OTHER
Inventory
View Invoices
Job Balances
Recycling
Work History District Frequency
Setting the Gold Standard
Work Type by District/Zone Species Frequency (sample above) DBH Frequency All Tees at an Address
Height Frequency Estimated Tree Value
WCA helps agencies
understand and
manage their canopy
by sharing inventories,
insight, and data.
24 Council Agenda Packet - June 16, 2025

West Coast Arborists, Inc.

Equipment
Our modern fleet undergoes daily inspection prior to
use to ensure efficiency and safety. All equipment is
routinely serviced, painted, and detailed. All
equipment used during the duration of this project
will meet state and federal safety requirements and
have all up-to-date certifications, as required.

CHP Biennial Inspection of Terminal
Certification
We have successfully been awarded the CHP
Biennial Inspection Award of Recognition. This
inspection has assisted our company in instituting
several safety programs, as well as our Preventative
Maintenance Program utilized by our in-house fleet
department. The inspection reviews our vehicle
maintenance and repair records, our procedural
methods and policies for vehicle maintenance and
operations. This certification ensures that our vehicles operate safely.

Telematics (GPS)
WCA has partnered with Geo-Tab to provide GPS
units on all vehicles and equipment. This investment
has given us and our customers the following benefits:

Equipmeol lid Summary
Pick Up Truch
Aeria l Lift Devices_ 3741
9(}ft Aenol Oe\lioes 18
Dump Trucks 2341
Flot Beds 441
Field Service T ru ch 35
Atrowboords 100
ATV-; 14
Stump Grinders 71
Load eis / Bobcats 103
Rubber T rock Loader 2
RootPrvneis 2
Roll o~ Trucks 68
Sow Mil 4
Log Skidde, 4
Bock Hoes 1
Brush Chippers 222
Crones
Horizon to I Grinde r
Tub Grinder
Mosticotor
• Provide faster response times and more efficient routing allowing us to service more customers • Lower operational costs by optimizing our fleet size, reducing labor, overtime, and insurance, and minimizing costly vehicle repairs
• Decrease fuel use by monitoring fleet fuel
economy and saving on unnecessary fuel
expenditures
• Reduce emissions by helping drivers improve their
habits such as speed and idle time, and reducing
total miles driven which will significantly reduce
harmful greenhouse gas emissions
• Improve dispatching with landmarks and driving
directions, GPS units helps us to better dispatch so
that we can service more customers, faster
• Recover stolen vehicles reducing liability costs
which can be passed on to customers
Setting the Gold Standard
GIS MAP • OTY Of fUlURTON
CA 92831
USA
321·.JOSE AGUSTIN CARRILLO
Dote: 2/H/2011 • 0:12 AM
Status : OrMno
spe,a:o
Nearest Address;
1701 1743 Fullerton O'ttk Dr
Fullerton
• X
25 Council Agenda Packet - June 16, 2025

West Coast Arborists, Inc.

IN-HOUSE FLEET MAINTENANCE
We currently have more than 1,600 pieces of fairly new equipment that enables us to replace equipment immediately should there be any unforeseen mechanical problems. We employ over 50 full-time mechanics that perform an in-house fleet maintenance program. This allows our equipment to be in good operating condition necessary for accomplishing the City's needs. Our mechanics generally work on one particular line of equipment. and by keeping our equipment as uniform as possible our mechanics really get to know the equipment inside and out minimizing down time. Equipment is assigned to different crews and if the crew is shared with another contract the equipment will be as well.

PREVENTATIVE MAINTENANCE PROGRAM
All WCA equipment goes through our Preventative Maintenance program. From our solar powered arrow boards, to our Freightliner Roll Off trucks. Our mechanics generally work on one particular line of equipment. and by keeping our equipment as uniform as possible our mechanics really get to know the equipment inside and out minimizing down time.

SUSTAINABILITY
Over the last few years, we have invested heavily in new equipment to keep our fleet modern. comply with state requirements. meet demand and reduce our effects on the environment. We understand with a fleet as large as ours that we are responsible for the amount of emissions our vehicles produce and actively make an effort to monitor and reduce our carbon footprint.

Setting the Gold Standard
Through our ability to
dedicate specific
pieces of equipment for
this project, we believe
it will lead to a
successful program.
26 Council Agenda Packet - June 16, 2025

West Coast Arborists , Inc.

5. REFERENCES
CITY OF RANCHO CUCAMONGA SINCE2020
RANCHO

CUCAMONGA
WCA currently performs tree pruning, tree removals and tree planting as part of the City's tree maintenance program. This project is an annual contract. Together, we are able to maintain trees more efficiently while guaranteeing the residents and businesses top quality tree care for the City's urban forest.

Contact: Lucas Mitchell, Urban Forestry Supervisor
8794 Lion St., Rancho Cucamonga, CA 91730 ~ (909) 477-2730 ~ [email protected]
ANNUAL BUDGET: $1,600,000
CITY OF CHINO HILLS SINCE 1999

CITY OF CHINO
The City of Chino Hills and WCA have been working together on the City's urban forest since 1999. City crews maintain the landscape maintenance districts. WCA currently performs tree pruning, tree removals and tree planting as part of the City's tree maintenance program .

Contact: Luther Mortin, Pork & Open Space Supervisor
14000 City Center Dr., Chino Hills, CA 91709 ~ (909) 364-2849 ~ [email protected] ANNUAL BUDGET: $1,400,000
SINCE2020
In addition to maintaining the City's street & park trees, WCA provided a GPS tree inventory using ArborAccess. The City is on active user of the ArborAccess inventory management system and regularly uses the system to forecast budget amounts and to schedule maintenance as needed.

Contact: Sol Parra, Inspector
5050 Schaefer Ave., Chino, CA 91710 ~ (909) 573-3743 ~ sporro@cityofchino .org ANNUAL BUDGET: $860,000
CITY OF UPLAND SINCE 1999
The City of Upland and WCA have been working together on the City's urban forest since 1999. Requested work under this contract includes grid pruning, palm pruning, tree and stump removal , tree planting, a GPS tree inventory, emergency work and other arborist services.

Contact: Brett Lance, Public Works Operations Supervisor 1370 N. Benson Ave., Upland, CA 91786 ~ (909) 291-2952 ~ [email protected] ANNUAL BUDGET: $1,600,000
CITY OF POMONA SINCE 2000
WCA provides routine tree maintenance maintenance services for the City. Service includes grid pruning, service pruning, large tree removals, and emergency response city­ wide and at a number of city-owned facilities ..

Contact: Michael Etheridge, Field Supervisor
505 S. Garey Ave., Pomona, CA 91769 ~ (909) 620-2481 ~
[email protected]
ANNUAL BUDGET: $1,200,000
Setting the Gold Standard
29 Council Agenda Packet - June 16, 2025

West Coast Arbori sts, Inc.

EXPERIENCE: CURRENT CALIFORNIA CITIES/COUNTIES UNDER CONTRACT WITH WCA

CITY OF AGOURA HILLS

CITY OF ALAMEDA

CITY OF ALHAMBRA

CITY OF ANAHEIM

CITY OF ARCADIA

CITY OF ARTESIA

CITY OF AZUSA

CITY OF BALDWIN PARK

CITY OF BEAUMONT

CITY OF BELL

CITY OF BELL GARDENS

CITY OF BELLFLOWER

CITY OF BERKELEY

CITY OF BEVERLY HILLS

CITY OF BRADBURY

CITY OF BRAWLEY

CITY OF BREA

CITY OF BUENA PARK

CITY OF BURLINGAME

CITY OF CAMARILLO

CITY OF CARLSBAD

CITY OF CARMEL-BY-THE-SEA

CITY OF CARPINTERIA

CITY OF CARSON

CITY OF CERES

CITY OF CHINO

CITY OF CHINO HILLS

CITY OF CHOWCHILLA

CITY OF CHULA VISTA

CITY OF CITRUS HEIGHTS

CITY OF CLAREMONT

CITY OF COACHELLA

CITY OF COLTON

CITY OF CONCORD

CITY OF CORONA

CITY OF CORONADO

CITY OF COSTA MESA

CITY OF COVINA

CITY OF CUDAHY

CITY OF CULVER CITY

CITY OF CUPERTINO

CITY OF DANA POINT

CITY OF DA VIS

CITY OF DEL MAR

CITY OF DIAMOND BAR

CITY OF DUARTE

CITY OF EL CAJON

CITY OF EL CENTRO

CITY OF EL SEGUNDO

CITY OF ENCINITAS

CITY OF ESCONDIDO

CITY OF FILLMORE

CITY OF FOLSOM

CITY OF FONTANA

CITY OF FREMONT

CITY OF FRESNO

CITY OF FULLERTON

CITY OF GARDEN GROVE

CITY OF GILROY

CITY OF GLENDALE

CITY OF GLENDORA

CITY OF GOLETA

CITY OF GRAND TERRACE

CITY OF HALF MOON BAY

CITY OF HAWAIIAN GARDENS

CITY OF HIGHLAND

CITY OF HOLLISTER

CITY OF HUNTINGTON BEACH

CITY OF IMPERIAL BEACH

CITY OF INDIO

CITY OF INDUSTRY

CITY OF INGLEWOOD

CITY OF IRWINDALE

CITY OF JURUPA VALLEY

CITY OF LA CANADA

CITY OF LA HABRA

CITY OF LA MESA

CITY OF LA MIRADA

CITY OF LA PALMA

CITY OF LA PUENTE

CITY OF LA VERNE

CITY OF LAGUNA BEACH

CITY OF LAGUNA HILLS

CITY OF LAKE ELSINORE

CITY OF LAKE FOREST

CITY OF LAKEWOOD

CITY OF LATHROP

CITY OF LEMON GROVE

CITY OF LINCOLN

CITY OF LIVERMORE

CITY OF LODI

CITY OF LOMA LINDA

CITY OF LOMPOC

CITY OF LONG BEACH

CITY OF LOS ALAMITOS

CITY OF LOS ALTOS

CITY OF LOS ANGELES

CITY OF MADERA

CITY OF MANHATTAN BEACH

CITY OF MENIFEE

CITY OF MENLO PARK

CITY OF MILPITAS

CITY OF MISSION VIEJO

CITY OF MONROVIA

CITY OF MONTCLAIR

CITY OF MONTEBELLO
Setting the Gold Standard

CITY OF MONTEREY

CITY OF MONTEREY PARK

CITY OF MOORPARK

CITY OF MORENO VALLEY

CITY OF MORGAN HILL

CITY OF MOUNTAIN VIEW

CITY OF MURRIETA

CITY OF NATIONAL CITY

CITY OF NEWARK

CITY OF NEWPORT BEACH

CITY OF NORCO

CITY OF NORWALK

CITY OF OAKLEY

CITY OF OCEANSIDE

CITY OF ONTARIO

CITY OF ORANGE

CITY OF OXNARD

CITY OF PALM DESERT

CITY OF PALM SPRINGS

CITY OF PALO ALTO

CITY OF PARAMOUNT

CITY OF PERRIS

CITY OF PICO RIVERA

CITY OF PLACENTIA

CITY OF PLEASANTON

CITY OF POMONA

CITY OF POWAY

CITY OF RANCHO CORDOVA

CITY OF RANCHO

CUCAMONGA

CITY OF RPV

CITY OF REDLANDS

CITY OF REDONDO BEACH

CITY OF RIALTO

CITY OF RIVERSIDE

CITY OF ROSEMEAD

CITY OF ROSEVILLE

CITY OF SACRAMENTO

CITY OF SAN BERNARDINO

CITY OF SAN BRUNO

CITY OF SAN CARLOS

CITY OF SAN CLEMENTE

CITY OF SAN DIEGO

CITY OF SAN DIMAS

CITY OF SAN FERNANDO

CITY OF SAN JACINTO

CITY OF SAN JUAN CAP

CITY OF SAN LEANDRO

CITY OF SAN MARCOS

CITY OF SAN RAMON

CITY OF SANTA ANA

CITY OF SANTA BARBARA

CITY OF SANTA CLARA

CITY OF SANTA CLARITA

CITY OF SANTA FE SPRINGS

CITY OF SANTA MARIA

CITY OF SANTEE

CITY OF SIERRA MADRE

CITY OF SIGNAL HILL

CITY OF SOLANA BEACH

CITY OF SOUTH PASADENA

CITY OF SOUTH SF

CITY OF STOCKTON

CITY OF SUNNYVALE

CITY OF TEMPLE CITY

CITY OF THOUSAND OAKS

CITY OF TORRANCE

CITY OF TRACY

CITY OF TULARE

CITY OF TUSTIN

CITY OF UPLAND

CITY OF VENTURA

CITY OF VERNON

CITY OF VICTORVILLE

CITY OF VISALIA

CITY OF VISTA

CITY OF WALNUT

CITY OF WALNUT CREEK

CITY OF WEST COVINA

CITY OF WEST HOLLYWOOD

CITY OF WEST SACRAMENTO

CITY OF WHITTIER

CITY OF WOODLAND

CITY OF YORBA LINDA

COUNTY OF ALAMEDA

COUNTY OF COLUSA

COUNTY OF CONTRA COSTA

COUNTY OF EL DORADO

COUNTY OF FRESNO

COUNTY OF LOS ANGELES

COUNTY OF MONTEREY

COUNTY OF NAPA

COUNTY OF ORANGE

COUNTY OF PLACER

COUNTY OF RIVERSIDE

COUNTY OF SAN BERNARDINO

COUNTY OF SAN JOAQUIN

COUNTY OF SAN MATEO

COUNTY OF TULARE

COUNTY OF VENTURA

COUNTY OF YOLO

MOUNTAIN HOUSE CSD

ROSSMOOR CSD

TOWN OF ATHERTON
30 Council Agenda Packet - June 16, 2025

West Coast Arborists, Inc.

FIRM EXPERIENCE
Listed below are current contracts valued over $2,000,000 annually.

Customer Duration Annual Contract Amount
I County of Los Angeles
City & County of San Francisco
City of Riverside
qy of Long Beach
City of Fresno
Riverside Public Utilities
City of Anaheim/Anaheim Utilities
CitY...Qf Corona
City of Industry
County of Orange - Parks
City of Sacramento - Parks
CJ!y of San Diego
City of Ontario
City__9f Sacramento
City of Glendale
Glendale Water & Power
City of Santa Clarita
City of Beverly Hills
City of Fullerton
Cit of Santa Ana
Setting the Gold Standard
Since 2015 $14,800.000
Since 2017 $6,200,000
Since 2018 $4,400,000
Since 2016 $3,400,000
Since 2001 $3,400,000
Since 1997 $3,400,000
Since 2007 $3,300,000
Since 2010 $3,000,000
Since 2020 $3,000.000
Since 2014 $3,000,000
Since 2016 $2,800,000
Since 2015 $2,700,000
Since 1998 $2,700,000
Since 2015 $2,500,000
Since 2015 $2,500,000
Since 2015 $2,500,000
Since 2008 $2,400,000
Since 2000 $2,300,000
Since1998 $2,300,000
Since 2015 $2,000,000
31 Council Agenda Packet - June 16, 2025

West Coast Arborists, Inc.

6. REQUIRED STATEMENTS
i. West Coast Arborists, Inc. states that all charges for services will be a "Not-To-Exceed" fee, as submitted with and made part of said consultant's quote. ii. West Coast Arborists, Inc. states that said hourly rate schedule is part of the consultant's quote for use in invoicing for progress payments and for extra work incurred that is not part of this RFP. iii. West Coast Arborists, Inc. states that all federal laws and regulations shall be adhered to notwithstanding any state or local laws and regulations. In case of conflict between federal. state, or local laws or regulations. the strictest shall be adhered to. iv. West Coast Arborists, Inc. shall allow all authorized federal, state. county, and the City officia ls access to place of work, books, documents, papers, fiscal, payroll materials, and other relevant contract records pertinent to this project. All relevant records shall be retained for at least three (3) years.
v. West Coast Arborists, Inc. states that the consultant will not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. vi. West Coast Arborists, Inc. states that the consultant shall comply with the California Labor Code., pursuant to said regulations entitled: Federal Labor Standards provisions; Federal Prevailing Wage Decision; and State of California Prevailing Wage Rates, respectively.

Setting the Gold Standard
32 Council Agenda Packet - June 16, 2025

EXHIBIT C

FEE SCHEDULE

Vendor’s total compensation shall not exceed Four Hundred Ninety-Five Thousand Dollars ($450,000.00) per year.

Council Agenda Packet - June 16, 2025

City of La Verne

CITYWIDE TREE MAINTENANCE AND ARBOR/ST SERVICES AGREEMENT - RFP FEBRUARY 2025
West Coast Arborists, Inc.

Exhibit B: Cost Proposal
Description Unit Unit Price
Grid Pruning & Maintenance 0-3 DSH Each
$25.00
Grid Pruning & Maintenance >3 DSH Each
$100.00
Coco Palm Pruning Each
$50.00
Date Palm Pruning Each
$225.00
Washingtonia Pruning Each
$75.00
Palm Skinning LF
$15.00
Service Request 0-3 DSH Each
$25.00
Service Request 4-12 DSH Each
$75.00
Service Request 13-18 DSH Each
$150.00
Service Request 19-24 DSH Each
$195.00
Service Request 25-30 DSH Each
$275.00
Service Request >31 DSH Each
$345.00
Tree & Stump Removal Dia Inch
$47.00
Tree Only Removal Dia Inch
$37.00
Stump Only Removal Dia Inch
$19.00
Root Pruning LF
$25.00
Plant 15 Gallon Tree Each
$220.00
Plant 24" Box Tree Each
$420.00

Council Agenda Packet - June 16, 2025

City of La Verne

CITYWIDE TREE MAINTENANCE AND ARBOR/ST SERVICES AGREEMENT - RFP FEBRUARY 2025
Plant 36" Box Tree Each
$1,100.00
Root Barrier Installation LF
$25.00
Crew Rental Man Hour
$105.00
Emergency Response Man Hour
$140.00
GPS Tree Inventory Tree Site
$4.00
Specialty Equipment Rental Hour
$210.00
Arborist Services Hour
$170.00
Other Unit
Plant Health Care Hour $170.00

Council Agenda Packet - June 16, 2025
City of La Verne,City Council
Agenda Report

DATE: June 16, 2025
TO: Honorable Mayor and City Council
FROM: Ken Domer, City Manager
SUBJECT: RESOLUTIONS ESTABLISHING THE ACTIVE TRANSPORTATION AND

PUBLIC INFRASTRUCTURE COMMISSION, FINANCE COMMISSION, AND

PARKS AND RECREATION COMMISSION AND AMENDING THE CONFLICT OF INTEREST CODE.

SUMMARY
At the May 5, 2025, meeting, the City Council adopted Ordinance 25-1130, restructuring its committees and establishing three new advisory commissions, Finance, Active Transportation & Infrastructure, and Parks & Recreation, each requiring a resolution to define responsibilities and meeting schedules. Upon adoption of the resolutions, Staff will begin outreach for commission applicants and update the City's Conflict of Interest Code to include these new bodies.

RECOMMENDATION
That the City Council:

1. Adopt resolutions approving the Active Transportation and Infrastructure Commission, Finance Commission, and Parks and Recreation Commission; and

2. Approve a resolution amending the Conflict of Interest Code to add/delete Commission members as required.

DISCUSSION
At the May 5, 2025, City Council Meeting, the City Council adopted Ordinance 25-1130 which restructured the City's Committees, Commissions, and Boards, and set general provisions for committee membership and operations. Three newly developed commissions, the Active Transportation and Infrastructure Commission, Finance Commission, and Parks and Recreation Commission, were developed under this Ordinance and require adoption by resolution to further elaborate on the scope of responsibility and meeting schedules for these commissions. These commissions are to serve in advisory capacity only, as final authority in the establishment of policies, priorities, or the expenditure of funds remain with the City Council. Below a breakdown is provided per commission:

Overview Meeting
Frequency
Finance
Commission
The committee ensures Measure LV revenues
are spent according to Council-approved
guidelines, advises on fiscal sustainability and
At least quarterly,
but may meet

Council Agenda Packet - June 16, 2025
Resolutions Establishing the Active Transportation and Public Infrastructure Commission, Finance Commission, and Parks and Recreation Commission and Amending the Conflict of Interest Code., Page 2

new revenue sources, reviews the annual audit
and investment policy, and provides input on
internal controls and long-term financial
planning.
more frequently
based on need.

Active
Transportation
&
Infrastructure
Commission
The committee advises on the City’s Capital
Improvement Program, traffic safety, and
multimodal transportation efforts by reviewing
project updates, speed surveys, and pavement
management strategies, while providing input
that aligns with the General Plan, Complete
Streets policy, and community mobility goals.

At least quarterly,
but may meet
more frequently
based on need.

Parks
&
Recreation
Commission
The committee advises the City Council
on
recreational facilities, programs, and
community needs, provides input on the Parks
and Recreation Master Plan, cultural events,
and Community Center operations, and reviews
reports from related sub-committees.

At least quarterly,
but may meet
more frequently
based
on need.

Upon adoption of the attached resolutions by the City Council, City Staff will start to conduct outreach to the community soliciting applicants for the commissions, which is expected to be presented before the City Council in early fall. Additionally, with the adoption of these commissions, the City is updating its Conflict of Interest Code for designated employees and representatives of the City of La Verne to include the new commissions.

FISCAL ANALYSIS
Not applicable.

ENVIRONMENTAL ANALYSIS
Not applicable.

LEGAL REVIEW
This agenda report has been reviewed and approved by the City Attorney.

ATTACHMENTS

1. Resolution Active Transportation Infrastructure Committee

2. Resolution Finance Commission

3. Resolution Parks and Rec
Commission

4. Resolution Conflict of Interest Update

Report Prepared By:

Andrea Blockinger, Administrative Analyst

Council Agenda Packet - June 16, 2025
RESOLUTION NO. 25-XX

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA VERNE,

STATE OF CALIFORNIA, DISSOLVING THE ACTIVE TRANSPORTATION

COMMITTEE AND SETTING MEETING SCHEDULE AND RESPONSIBILITIES

OF THE ACTIVE TRANSPORTATION AND INFRASTRUCTURE COMMISSION WHEREAS, on June 17, 2019 the City Council approved Resolution 19-36 creating an Active Transportation Committee with a mission to increase safe, attractive, comfortable, and independent access and travel for the La Verne community, utilizing best management principles and practices associated with mobility, Complete Streets policies, and applicable state and federal traffic safety guidelines; and WHEREAS, as part of a Committee reorganization process approved by the City Council on April 21, 2025, and adopted through Ordinance on May 5, 2025, the City Council approved the formation of an Active Transportation and Infrastructure Commission; and
WHEREAS, through the adoption of Ordinance 25-1130 on May 5, 2025, the City Council set forth General Provisions governing Board, Commission, and Committee appointments and providing standard procedures for residents and representatives of local businesses to serve on various Committees; and
WHEREAS, Chapter 2.46 of the City of La Verne Municipal Code provides specific guidelines for the creation and operation of various commissions and committees; and
WHEREAS, the City Council holds the power to appoint members to these bodies and define their roles and responsibilities; and
WHEREAS, the purpose of this Active Transportation and Infrastructure Commission is to advise the City Council on policy matters pertaining to the City’s Capital Improvement Program, energy sustainability, sustainable transportation issues, traffic safety and circulation, and multimodal transportation needs, in addition to other City Council directed needs; and
WHEREAS, the City Council desires to dissolve the current Active Transportation Committee and replace it with a new Active Transportation and Infrastructure Commission with new functions and roles; and
WHEREAS, the City of La Verne is committed to increasing resident input, oversight, and understanding of City infrastructure and general Public Works functions by establishing an Active Transportation and Infrastructure Commission to provide recommendations and serve as a conduit for larger community engagement on the physical condition of the City.

Council Agenda Packet - June 16, 2025

NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF LA VERNE, AS FOLLOWS:

Section 1. The City Council of the City of La Verne hereby dissolves the formerly established Active Transportation Commission, and in its place has created a new Active Transportation and Infrastructure Commission with new members to be appointed by the Council.

Section 2. The Active Transportation and Infrastructure Commission shall follow the General Provisions set forth in Chapter 2.46 of the La Verne Municipal Code.

Section 3. The Active Transportation and Infrastructure Commission shall meet at least quarterly, but may meet more frequently based on need, staff and Commissioner availability, and as directed by the City Council.

Section 4. The Active Transportation and Infrastructure Commission serves in an advisory capacity to the City Council and supports Public Works staff by providing community input, enhancing public engagement, and promoting informed decision- making on key infrastructure and mobility initiatives. The Commission’s responsibilities include:

A. Offering feedback on the City’s annual Capital Improvement Program, helping staff prioritize and communicate infrastructure needs to the community and Council, and make recommendations as part of the annual budget and carryover process.

B. Reviewing status updates on major Capital Improvement Projects.

C. Serving in an advisory capacity to the City Council and Public Works Department by reviewing and providing input on Engineering and Traffic Surveys to ensure that proposed speed limits align with community safety priorities, multimodal transportation goals, and adopted policies related to Complete Streets and traffic calming.

D. Advising on sustainable and multi-modal transportation efforts, complementing staff work on projects that promote environmental responsibility and improve public access.

E. Assisting in the review of the City’s Pavement Management Program, including recommendations on arterial, collector, and residential street maintenance, to support strategic asset management.

F. Promoting safer and more accessible mobility options for all users of the road by applying best practices and aligning with the City’s adopted General Plan – Mobility Element, Complete Streets policy, Active Transportation Plan, and applicable engineering standards and safety guidelines.

G. Serving as a sounding board on traffic safety, circulation, and alternative mobility needs, reinforcing staff efforts with additional community perspectives.

Council Agenda Packet - June 16, 2025
H. Undertaking other duties as may be assigned by the City Council, City Manager, or Director of Public Works, allowing for flexibility to support evolving departmental initiatives.

Section 5. Recommendations and advice made by the Active Transportation and Infrastructure Commission are not subject to any administrative appeal.

Section 6. The Active Transportation and Infrastructure Commission shall serve exclusively in an advisory capacity and shall not be involved in routine operations, personnel matters, contract management, or project execution. Oversight of Public Works functions - including the development of technical standards, prioritization of projects, budget development, and resource deployment - shall remain under the authority of the Director of Public Works. Final decisions on all matters of funding, capital planning, and infrastructure policy rest with the City Council.

Section 7. This Resolution shall not be construed as granting the Active Transportation and Infrastructure Commission authority to override or supersede the professional engineering judgment of the Director Public Works and City Engineer or the standards established by applicable laws, codes, and regulations, including but not limited to the California Vehicle Code, the Manual on Uniform Traffic Control Devices (MUTCD), and any other federal, state, or local engineering standards. The Commission's role is strictly advisory and intended to provide community-based input, contextual considerations, and recommendations to support the City’s efforts to establish safe, lawful, and multimodal transportation systems. All final determinations shall remain the responsibility of the City’s designated professional staff and governing body, as required by law.

Section 8. The Mayor shall sign and the Deputy City Clerk shall certify to the passage and adoption of this Resolution and thereupon the same shall take effect and be in force.

PASSED, APPROVED AND ADOPTED this XX day of XXXXX, 2025.

Tim Hepburn, Mayor
ATTEST:

Debra Fritz, Deputy City Clerk

Council Agenda Packet - June 16, 2025
RESOLUTION NO. 25-XX

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA VERNE,

CALIFORNIA, SETTING MEETING SCHEDULE AND RESPONSIBILITIES OF A

FINANCE COMMISSION
WHEREAS, through the adoption of Ordinance 25-XX on May 5, 2025, the City Council set forth General Provisions governing Board, Commission, and Committee “Committee” appointments and to provide standard procedures for residents and representatives of local businesses to serve on various Committees; and WHEREAS, after the passage of Measure LV in March 2020 the City Council established through Resolution 19-91 the Measure LV Citizen’s Oversight Committee which was charged with ensuring that the revenues from Measure LV are spent in accordance with the approved spending guidelines, established by the City Council based on the intent of Measure LV; and
WHEREAS, as part of a Committee reorganization process approved by the City Council on April 21, 2025, and adopted through Ordinance on May 5, 2025, the City Council approved the formation of a Finance Commission. The Finance Commission, in addition to performing the functions of the Measure LV Citizen’s Oversight Committee, would expand to include audit oversight and fiscal sustainability to its purview, among other financial areas related to the operation of the City; and WHEREAS, the City of La Verne is committed to increasing resident input, oversight, and understanding of City finances by establishing a Finance Commission to provide recommendations and serve as a conduit for larger community engagement on the financial condition of the City.

NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF LA VERNE, AS FOLLOWS:

Section 1. The City Council of the City of La Verne previously established a Finance Commission.

Section 2. The Finance Commission shall follow the General Provisions set forth in Chapter 2.46 of the La Verne Municipal Code.

Section 3. The Finance Commission shall meet at least quarterly, but may meet more frequently based on need, staff and Commissioner availability, and as directed by the City Council.

Section 4. The purpose of the Finance Commission is to act in an advisory capacity to the City Council for the following City financial matters to include:

Council Agenda Packet - June 16, 2025
Resolution No. 25-XX 2
A. Ensuring that the revenues from Measure LV are spent in accordance with the approved spending guidelines, established by the City Council based on the intent of Measure LV.

B. Review proposals and make recommendations regarding new revenue sources.

C. Review of the annual independent auditor’s comments on auditing procedures, internal controls, and findings in conjunction with the Annual Comprehensive Financial Report, recommending the final report to the City Council and participating in selecting an external auditor.

D. Serving in an advisory capacity for fiscal sustainability initiatives.

E. Assisting in the annual review of the City’s investment policy.

F. Providing input and serving as a resource on matters such as internal controls and multi-year financial projections.

G. Other duties as may be assigned by the City Council, City Manager, or Director of Finance.

Section 5. It is not the purpose of the Finance Commission to advise on regular or routine financial administration, nor to become involved in other than the financial impact of the projects/programs the Commission may be asked to review. It is intended that the Finance Commission act in an advisory capacity only, as final authority in the establishment of priorities or the expenditure of funds remains with the City Council.

Section 6. The Mayor shall sign and the Deputy City Clerk shall certify to the passage and adoption of this Resolution and thereupon the same shall take effect and be in force.

PASSED, APPROVED AND ADOPTED this XX day of XXXXX, 2025.

Tim Hepburn, Mayor
ATTEST:

Debra Fritz, Deputy City Clerk

Council Agenda Packet - June 16, 2025
RESOLUTION NO. 25-XX

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA VERNE,

CALIFORNIA, SETTING MEETING SCHEDULE AND RESPONSIBILITIES OF THE

PARKS AND RECREATION COMMISSION
WHEREAS, through the adoption of Ordinance 25-XX on May 5, 2025, the City Council set forth General Provisions governing Board, Commission, and Committee “Committee” appointments and to provide standard procedures for residents and representatives of local businesses to serve on various Committees; and WHEREAS, the City previously had a Parks and Recreation Commission established as early as 1950 or before, which was renamed the Parks and Human Services Commission in 1981, subsequently renamed to Parks and Community Services Commission in 1992, and ultimately repealed in 1996; and WHEREAS, as part of a Committee reorganization process approved by the City Council on April 21, 2025, and adopted through Ordinance on May 5, 2025, the City Council approved the formation of a Parks and Recreation Commission; and WHEREAS, the Parks and Recreation Commission will provide advisory capacity to the City Council on facilities and programs within the recreational needs of the community, community-wide events, and Department facility usage, to include input from the Youth Sports Working Group, Senior Advisory Committee, and Youth and Family Action Committee; and
WHEREAS, the City of La Verne is dedicated to fostering greater resident involvement, transparency, and awareness regarding its parks, recreational programs, and community events by establishing a Parks and Recreation Commission, which will serve as an advisory body to provide informed recommendations and act as a vital conduit for broader community engagement in shaping the City’s recreational and community programming priorities.

NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF LA VERNE, AS FOLLOWS:

Section 1. The City Council of the City of La Verne previously established a Parks and Recreation Commission.

Section 2. The Parks and Recreation Commission shall follow the General Provisions set forth in Chapter 2.46 of the La Verne Municipal Code.

Section 3. The Parks and Recreation Commission shall meet at least quarterly, but may meet more frequently based on need, staff and Commissioner availability, and as directed by the City Council.

Council Agenda Packet - June 16, 2025
Resolution No. 25-XX 2
Section 4. The purpose of the Parks and Recreation Commission is to act in an advisory capacity to the City Council for the following matters to include:

A. Provide advisory capacity to the City Council on facilities and programs within the recreational and community needs of the City.

B. Community Center and facilities usage and opportunities for improvement to include cost recovery of activities and events.

C. Assist in future Parks and Recreation Master Plan efforts to include reviewing proposals and providing input to the scope of work.

D. Provide input and serving as a resource on programs and community events.

E. Receive reports from sub-committees and working groups within the Parks and Recreation purview.

F. Other duties as may be assigned by the City Council, City Manager, or Director of Parks and Recreation.

Section 5. It is not the purpose of the Parks and Recreation Commission to advise on regular or routine administration and operations, nor to become involved in other than the provision of input and recommendations of the projects/programs the Commission may be asked to review. It is intended that the Parks and Recreation Commission act in an advisory capacity only, as final authority in the establishment of policies, priorities, or the expenditure of funds remains with the City Council.

Section 6.

The Mayor shall sign and the Deputy City Clerk shall certify to the passage and adoption of this Resolution and thereupon the same shall take effect and be in force.

PASSED, APPROVED AND ADOPTED this XX day of XXXXX, 2025.

Tim Hepburn, Mayor
ATTEST:

Debra Fritz, Deputy City Clerk

Council Agenda Packet - June 16, 2025

RESOLUTION NO. 25-XX

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA VERNE,

CALIFORNIA, ADOPTING A STANDARDIZED CONFLICT OF INTEREST CODE FOR

DESIGNATED EMPLOYEES OF THE CITY OF LA VERNE
WHEREAS, the Political Reform Act of 1974, California Government Code Sections 87300-87313, requires that government entities in the State of California adopt Conflict of Interest Codes; and
WHEREAS, In 1980 the City of La Verne adopted a Conflict of Interest Code, including procedures for filing Statements of Economic Interests as stated therein; and WHEREAS, from time to time it is necessary to amend the list of Designated Positions and Disclosure Categories, because of the establishment and deletion of City positions, and additions and amendments to State laws, regulations or interpretations thereof; and
WHEREAS, the Mayor, City Council, City Manager, City Attorney, City Treasurer, and members of the Planning Commission are required to file Statements of Economic Interests under State Government Code Sections 87200-87210.

WHEREAS, the City Council last adopted the terms of 2 Cal. Code of Regulations 18730 in 2022. State law requires that the Council review the Conflict of Interest Code in even numbered years.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of La Verne that:

Section 1. The terms of 2 California Code of Regulations Section 18730 and any amendments to it duly adopted by the Fair Political Practices Commission along with the attached Appendices in which officials and employees are designated and disclosure categories are set forth, are hereby incorporated by reference and constitute the Conflict of Interest Code of the City of La Verne.

Section 2. This Resolution supersedes that previous Resolution No. 24-62, which adopted a Conflict of Interest Code for designated employees in the City of La Verne.

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Resolution No. 25-XX 2
Section 3. The Mayor shall sign and the Deputy City Clerk shall certify to the passage and adoption of this Resolution and thereupon the same shall take effect and be in force.

PASSED, APPROVED AND ADOPTED this 16th day of June, 2025. ________________________________
Mayor Tim Hepburn
ATTEST:
_______________________________
Debra Fritz, CMC
Deputy City Clerk

CERTIFICATION
I hereby certify that the foregoing Resolution No. 25-XX was duly and regularly adopted by the City Council of the City of La Verne at a meeting thereof held on the 16th day of June, 2024, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

___________________________________
Debra Fritz, CMC
Deputy City Clerk

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Resolution No. 25-XX 3

APPENDIX A - DESIGNATED POSITIONS

DESIGNATED EMPLOYEES TITLE OR FUNCTION DISCLOSURE CATEGORIES ASSIGNED Accountant 1,2,3,4,6,7
Accountant-Senior 1,2,3,4,6,7
Active Transportation & Infrastructure Commission - ADD 1,2,3,4,6,7 Assistant City Attorney 1,2,3,4,6,7
Administrative Analyst 1,2,3,4,6,7
Assistant City Clerk 1,2,4,6,7
Assistant to the City Manager 1,2,3,4,6,7
Assistant City Manaqer 1,2,3,4,6,7
Associate Planner 1,2,4,6
Assistant Planner 1,2,4,6
Building Official 2,4,6,7
Buildinq Inspector 2,4,6,7
City Clerk 1,2,4,6,7
City Enqineer 1,2,4,6,7
Citizen Oversight Committee (Measure LV) - REMOVE 1,2,3,4,5,6,7 Code Compliance Officer 1,2,4,6,7
Community Development Director 1,2,4,6,7
Community Services Coordinator 2,4,7
Community Services Director 2,4,6,7
Community Services Manager 2,4,6,7
Community Services Supervisor 2,4,7
Consultants* 1,2,4,6
Deputy City Attorney 1,2,6
Deputy City Clerk 1,2,4,6,7
Deputy City Engineer 1,2,4,6,7
Deputy Fire Chief 2,3,4,7
Director of Community Services 1,2,4,6,7
Director of Public Works 1,2,4,6,7
Deputy Director of Public Works 1,2.4,6,7
Finance Commission - ADD 1,2,3,4,5,6,7
Finance Director 1,2,3,4,5,6,7
Fire Battalion Chiefs 2,3,4,7
Fire Captains 2,3,4,7
Fire Marshal 2,3,4,7
Fire Chief 2,3,4,7
Fire Community Risk Reduction Specialist 2,3,4,7
Fire Safety Specialist – Part time 2,3,4,7
Fleet Manager 2,4,6.7
Information Systems Manager 2,4,6,7
Information Systems Specialist 2,4,6,7
Information Systems Technician 2,4,6,7
Maintenance Manager 2,4,6,7
Maintenance Supervisor 2,4,6,7
Parks & Recreation Commission - ADD 1,2,3,6,7
Planning Intern 1,2,4,6
Police Captain 1,2,3,4,6,7
Police Chief 1,2,3,4,6,7
Police Communications Supervisor 2,3,4,7
Police Support Services Manager 2,3,4,7
Police Community Service Supervisor 2,3,4,7
Police Community Services Officer 2,3,4,7
Police Records Supervisor 2,3,4,7
Police Services Coordinator 2,4,6,7
Principal Planner 1,2,4,6
Public Financing Authority (Includes EIFD Members) 1,2,3,4,5,6,7

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Resolution No. 25-XX 4
Public Works Manager 1,2,4,6,7
Senior Planner 1,2,4,6
Senior Management Analyst 2,4,6,7
Water Supervisor 2,4,6,7
Utilities Manager 2,4,6,7
Utility Engineer 2,4,6,7
Utility Supervisor 2,4,6,7
*With respect to Consultants, the City Manager may determine in writing that a particular Consultant is hired to perform a range of duties broad enough in scope to warrant compliance with a disclosure requirement described in the disclosure categories. Such determination shall include a description of the Consultant’s duties and, based upon that description, a statement of the extent of disclosure requirements. The City Manager shall forward a copy of the determination to the City Council.

Nothing herein excuses any such Consultant from any other provisions of this Conflict of Interest Code.

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Resolution No. 25-XX 5

APPENDIX B

DISCLOSURE CATEGORIES
The disclosure categories listed below identify the types of investments, business entities, sources of income, or real property which the designated employee must disclose for each disclosure category to which he or she is assigned.

Category 1: All investments and management positions in, and sources of income from, all business entities that do business or own real property in the City, plan to do business or own real property in the City within the next year or have done business or owned real property in the City within the past two (2) years.

Category 2: All interest in real property which is located in whole or in part within, or not more than two (2) miles outside, the boundaries of the City.

Category 3: All investments and management positions in, and sources of income from, business entities subject to the regulatory, permit, or licensing authority of the Designated Employee’s Department, will be subject to such authority within the next year or have been subject to such authority within the past two (2) years.

Category 4: All investments in, and sources of income from, business entities that are engaged in land development, construction of the acquisition or sale of real property in the City, plan to engage in such activities in the City within the next year or have engaged in such activities in the City within the past two (2) years.

Category 5: All investments and management positions in, and sources of income from, business entities that are banking, savings and loan or other financial institutions.

Category 6: All investments and management positions in, and sources of income from, business entities that provide services, supplies, materials, machinery or equipment of a type purchased or leased by the City.

Category 7: All investments and management positions in, and sources of income from, business entities that provide services, supplies, materials, machinery or equipment of a type used or administered by the Designated Employee’s Department.

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Resolution No. 25-XX 6

ATTACHMENT A

CONSULTANTS
Commission Regulation 18700 defines “consultant” as an individual who, pursuant to a contract with a state or local government agency:
(A) Makes a governmental decision whether to:
(i) Approve a rate, rule, or regulation;
(ii) Adopt or enforce a law;
(iii) Issue, deny, suspend, or revoke any permit, license, application, certificate, approval, order or similar authorization or entitlement; (iv) Authorize the agency to enter into, modify, or renew a contract provided it is the type of contract which requires agency approval;
(v) Grant agency approval to a contract which requires agency approval and in which the agency is a party or to the specifications for such a contract; (vi) Grant agency approval to a plan, design, report, study, or similar item; (vii) Adopt or grant agency approval of, policies, standards, or guidelines for the agency, or for any subdivision thereof; or
(B) Serves in a staff capacity with the agency and in that capacity performs the same or substantially all the same duties for the agency what would otherwise be performed by an individual holding a position specified in the agency’s Conflict of Interest Code.

The Commission realizes that not all consultants participate in the making of decisions on behalf of public agencies and rather than amend your code each time you retain a consultant that is in a decision-making capacity, you may use a specialized disclosure category which provides that the disclosure required of consultant shall be determined on a case-by-case basis by the City Manager. The City Manager may make a determination as to what disclosure, if any, is required or any particular consultant.

This consultant disclosure category should be part of the code. You should add the position “consultant” as a designated position in the appendix of the code with a footnote as shown in the following example:
*Consultants shall be included in the list of designated employees and shall disclose pursuant to the broadest disclosure category in the code subject to the following limitation:

The City Manager may determine in writing that a particular consultant, although a “designated position”, is hired to perform a range of duties that is limited in scope and thus is not required to fully comply with the disclosure requirements described in this section. Such written determination shall include a description of the consultant’s duties and, based upon that description, a statement of the extent of disclosure requirements. The City Manager or executive officer’s determination is a public record and shall be retained for public inspection in the same manner and location as this Conflict of Interest Code.

Council Agenda Packet - June 16, 2025