City Council Agenda Report
May 27, 2025
TO: Honorable City Council
FROM: Jesus M. Gomez, City Manager
BY: Glen W.C. Kau, P.E., Director of Public Services/City Engineer Damian Rosales, Public Services Superintendent
Gabriela Garcia, Senior Management Analyst
SUBJECT: AGREEMENT AMENDMENT NO. 5 – TREE MAINTENANCE SERVICES – ADJUST COMPENSATION AND EXTEND TERM THROUGH JUNE 30, 2026 Background:
Since June 1997, the City has contracted tree maintenance services with West Coast Arborists, Inc. (WCA). The scope of the agreement involves trimming, pruning, and removal of City owned trees, along with emergency clearing of trees as directed by the City. WCA also provides Arborist reports when requested by the City. The agreement has been amended multiple times; the latest one was amended on January 6, 2015, when City Council approved a 10-year agreement extension.
Together, WCA and the City have built and developed a successful, working and productive partnership. Together, we are committed to providing quality urban forestry maintenance to residents and businesses.
At this time, staff requests a one-year extension to the current contract for citywide tree trimming services rather than pursuing a longer-term amendment. The short-term extension allows staff the time necessary to prepare and solicit a comprehensive Request for Proposals (RFP) for these services. This amendment shall also include an annual 3% consumer price index increase to rates, which is comparable with the terms of their current agreement.
The purpose of open solicitation is to ensure due diligence by the City in securing the best value and highest quality service possible. Soliciting for these services through a competitively bid process, allows for evaluation with current market rates; exploration of innovative approaches, and encourages broader vendor participation. This effort supports fiscal responsibility while ensuring that the City's tree maintenance needs continue to be met during the interim period.
City Council May 27, 2025
Agreement Amendment No. 5 - WCA Page No. 2
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Fiscal Impact:
The Fiscal Year 2025/26 budget includes $542,000 for tree maintenance services.
Citizens Advised:
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Strategic Plan 2023 Implementation:
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Recommended Action:
Staff recommend City Council approve Amendment No. 5 with West Coast Arborist in the amount of $542,000 for tree maintenance services and extend the term through June 30, 2026; and authorize the City Manager to execute the Amendment, on behalf of the City, in a form approved by the City Attorney.
Attachments:
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