City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JUNE 24, 2025 FROM: PARKS, RECREATION AND COMMUNITY WARD: 1
SERVICES DEPARTMENT
SUBJECT: REJECT BID SUBMITTED BY JULIAN TREE CARE, INC. AS NON-RESPONSIVE; AWARD BID NO. 8142 TO BAY AREA TREE SPECIALISTS, OF SAN JOSE, CALIFORNIA FOR the FAIRMOUNT PARK TREE REMOVALS FOR WILDLIFE FUEL REDUCTION PROJECT IN THE AMOUNT OF $395,613.50 AND AUTHORIZE 10% CHANGE ORDER AUTHORITY OF $39,561.35 AND AN ADDITIONAL AMOUNT OF $19,780.67 FOR PERMIT FEES, FOR A TOTAL CONTRACT AMOUNT NOT TO EXCEED $454,955.52 ISSUES:
Award Bid No. 8142 to Bay Area Tree Specialists of San Jose, California, for the Fairmount Park Tree Removals for Wildlife Fuel Reduction Project in the amount of $395,613.50; authorize 10% change order authority of $39,561.35 for project changes including, but not limited to, unforeseen conditions or necessary changes and an additional amount of $19,780.67 for permit fees, for a total contract amount not to exceed $454,955.52.
RECOMMENDATIONS:
That the City Council:
Reject bid submitted by Julian Tree Care, Inc. as nonresponsive and award Bid No. 8142 to Bay Area Tree Specialists of San Jose, California in the amount of $395,613.50 for the Fairmount Park Tree Removals for the Wildlife Fuel Reduction Project; Authorize 10% change order authority in an amount up to $39,561.35 for project changes including, but not limited to, unforeseen conditions or necessary changes and an additional amount of $19,780.67 for permit fees, for a total contract amount not-to-exceed $454,955.52; and, Authorize the City Manager, or designee, to execute a Service Agreement with Bay Area Tree Specialists of San Jose, California, including making minor and non-substantive changes.
BACKGROUND:
The Fairmount Park Tree Removals for Wildlife Fuel Reduction Project, Bid No. 8142, addresses the urgent need to reduce wildfire risks in the Fairmount Park area of Riverside. This project is funded by a grant from the State of California's Greenhouse Gas Reduction Fund (Grant Agreement 5GG22145), in the amount of $1,275,200. The funding will support removing hazardous fuel loads, primarily targeting non-native invasive species such as Giant Arundo, Mexican Fan Palms, Tree Tobacco, Castor Bean, and Salt Cedar, within a 40-acre parcel of an 86.9-acre area.
This bid award specifically focuses on a tree company tasked with removing large palm trees and Eucalyptus species. It aligns with the broader Santa Ana River Riparian Restoration Recreation and Protection Project, enhancing community safety and environmental stewardship by reducing fire risks, improving biodiversity, and beautifying the parkland.
Key objectives of the project include prioritizing safety in parks and recreational areas, conserving natural lands, and fostering community climate resilience. The initiative will involve tree removal, invasive species management, and public education programs to improve fire preparedness and enhance community safety.
DISCUSSION:
On November 21, 2024, the Purchasing Division posted Bid No. 8142 on the City’s website for the Fairmount Park Tree Removals for Wildfire Fuel Reduction Project. A total of 268 City of Riverside Vendors were notified and a total of 500 external vendors were notified. Additionally, an advertisement was posted in The Press Enterprise informing the public of the procurement. The bid had 56 Prospective Bidders listed, 36 of them being listed as prospective Prime Bidders. A non-mandatory, pre-bid meeting was held on December 3, 2024.
On December 18, 2024, a total of 14 bids were received, and 11 were deemed responsive and 3 were deemed un-responsive due to bid bonds not being properly executed or provided at the time of the bid due date. Staff’s review of this bidder’s references revealed no negative information. Additionally, review of the State Contractor’s Licensing Board confirms that this bidder’s license is current, active, and in good standing.
Bidders
Amount
Ranking
Julian Tree Care, Inc.
$208,000.00
Non-Responsive*
Bay Area Tree Specialists
$395,613.50
1 (Low Bidder)
Community Tree Service, LLC
$655,715.00
2 Integrity Arborist and Ecoscape, Inc.
$739,575.00
3 Mountain F Enterprises, Inc.
$878,878.00
4 Rolling Green, Inc.
$1,025,302.00
5 Mario’s Tree Service, Inc.
$1,110,000.00
6 Tiger Tree Service, Inc.
$1,130,000.00
Non-Responsive*
Mariposa Tree Management, Inc.
$1,148,480.00
7 Golden West Arbor Services, Inc.
$1,163,050.00
8 SGD Enterprises
$1,347,502.00
9 West Coast Arborists, Inc.
$1,675,800.00
10 Singh Group, Inc.
$2,011,150.00
Non-Responsive**
Greenfield Landscaping & Maintenance
$2,881,660.00
11 *Contractor was deemed non-responsive due to the bid bond not being properly executed. **Contractor was deemed non-responsive due to the bid bond not being submitted or uploaded.
The Parks, Recreation and Community Service Department (PRCSD) recommends that a construction contract in the amount of $395,613.50 be awarded to Bay Area Tree Specialists for the Project including:
Base Bid Item I-A: Tree Removal – Palm Trees
Additive Bid Item II-A: Tree Removal – Eucalyptus Trees Purchasing Resolution No. 24101, Article Five, Section 508, states “Contracts procured through Formal Procurement shall be awarded by the Awarding Entity to the Lowest Responsive and Responsible Bidder.” The Purchasing Manager concurs that the recommendation is in compliance with Purchasing Resolution No. 24101, Section 508.
STRATEGIC PLAN ALIGNMENT:
The work contributes to Strategic Priority 1 - Arts, Culture and Recreation Goal 1.4 to prioritize safety at parks, trails, arts, cultural and recreational facilities and Goal 1.3 to Improve parks, recreational amenities, open space, trail development, and fulfill critical lifecycle and facility maintenance needs.
The work also contributes to Strategic Priority 4 - Environmental Stewardship Goal 4.5 to maintain and conserve 30% of Riverside’s natural lands in green space including but not limited to agricultural lands and urban forests to protect and restore Riverside’s rich biodiversity and accelerate the natural removal of carbon, furthering our community’s climate resilience.
Community Trust – This project involves fire safety and prevention that will increase community safety and well-being and protects the public’s interest and results in the greater public good.
Equity – This item is neutral toward this cross-cutting thread.
Fiscal Responsibility – The project is grant-funded with no impact to the City’s General Fund. The competitive procurement of services for this project is in accordance with Purchasing Resolution No. 24101 Section 508.
Innovation – This project is responding to health, and wellness needs to provide safe open space areas for the community and residents surrounding this high-fire risk area. The project is part of a larger multi-agency collaborative effort to reduce fire fuel loads through removal of invasive vegetation in the Santa Ana River area. This project also aligns with the Riverside Gateway Project Master plans goals and objectives.
Sustainability & Resiliency – This project preserves and beautifies natural parkland and reduces the risk of fire within the project area preserving the area for future use.
FISCAL IMPACT:
The total fiscal impact of this action is $454,955.52 as itemized in Table 1 below. Sufficient funding is available in the expenditure account shown in Table 2 to award the service contract and complete the project.
Table 1. Project Costs
Services Contract Award
$395,613.50
Contingency (10%)
$39,561.35
Permits, testing, inspections, administration (5%)
$19,780.67
TOTAL
$454,955.52
Table 2. Project Funding
Fund
Project
Account
Amount
Grants & Restricted Programs
PRCS - Santa Ana River Fire Prevention
9350000-440220
$454,955.52
Prepared by: Ryan Gibson, Park Supervisor
Approved by: Pamela M. Galera, Parks, Recreation and Community Services Director Certified as to
availability of funds: Kristie Thomas, Finance Director/Assistant Chief Financial Officer Approved by: Kris Martinez, Assistant City Manager Approved as to form: Rebecca McKee-Reimbold, Interim City Attorney Attachments:
Bid Award Recommendation
Service Agreement
Bid 8142 – Fairmount Park Tree Removals for Wildlife Fuel Reduction Project ● Page 2