2 1
6 7
CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: December 3, 2025
To: Honorable Mayor and City Council Members
From: Lynn Merrill, Director of Public Works
Department: Public Works
Subject: Approve Amendment No. 1 to the Maintenance
Services Agreement with West Coast Arborists, Inc. for
Citywide Tree Maintenance Services (All Wards)
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
1. Approve Amendment No. 1 to the Maintenance Services Agreement with West Coast Arborists, Inc. to extend the term of the agreement from June 30, 2025, to June 30, 2026; and to update the not-to-exceed amount to $6,134,604.90, in order to reflect total cumulative spending and anticipated needs for the full contract term, consistent with the compensation provisions of the Original Agreement; and
2. Authorize the City Manager to execute all documents necessary to increase the contract amount by the council approved one-time allocation of $500,000 for tree stump removals; and
3. Authorize the City Manager to execute all related documents necessary to effectuate these amendments.
4. Authorize the Interim Director of Finance and Management Services to issue a purchase order for West Coast Arborists for $1,700,000.00 for fiscal year 2025- 2026.
Executive Summary
Public Works seeks approval to amend the existing Maintenance Services Agreement with West Coast Arborists, Inc. to extend the term through June 30, 2026, and to update the total not-to-exceed amount to $6,134,604.90. This revision aligns the contract value 2 1
6 7
with actual expenditures to date and the remaining authority needed for the full agreement term, including the initial award, all option years, and the final one-year extension with the one-time allocation for dead and hazardous tree removals. No changes are proposed to the scope, terms, or pricing, and no additional fiscal impact is anticipated, as funding for these services is already included in the current and future Operations and Maintenance budget.
City Manager’s Comments
The City Manager recommends approval.
Background
On July 1, 2020, the City Council approved an agreement with West Coast Arborists, Inc. for Citywide Tree Maintenance Services following a competitive public process. The original agreement established a not-to-exceed amount of $1,200,000 and an initial term through June 30, 2023, with three additional one-year renewal options. West Coast Arborists provides comprehensive services for the maintenance of approximately 75,000 trees located throughout the City’s rights-of-way, medians, parks, and Landscape Maintenance Districts. These services include grid pruning, trimming, removals, planting, and emergency response, as well as the use of an advanced tree inventory system that supports data-driven maintenance planning.
Since the initial award, expenditures under the West Coast Arborists agreement have steadily reflected the ongoing demand for citywide tree maintenance. From FY 2021 through FY 2025, the City has issued purchase orders and incurred costs totaling $4,434,604.90, with annual spending of $865,090.50 in FY 2021, $925,515.54 in FY 2022, $842,599.10 in FY 2023, $828,058.76 in FY 2024, and $973,341.00 to date in FY 2025.
Please see the chart below for the breakdown of previous fiscal year’s purchase order:
Discussion
The proposed amendment is administrative in nature and ensures continuation of the City’s existing citywide tree maintenance services without interruption. Amendment No. 1 extends the agreement through June 30, 2026, and revises the total not-to-exceed FY 2021: $865,090.50
FY 2022: $925,515.54
FY 2023: $842,599.10
FY 2024: $828,058.76
FY 2025: $973,341.00
Total to date: $4,434,604.90
FY 2026 $1,700,000.00
Total NTE $6,134,604.90
West Coast Purchase Orders
2 1
6 7
amount to $6,134,604.90, which reflects all expenditures to date and the remaining authority needed to complete the full contract term, including the initial award, all option years, and the final one-year extension. This total incorporates the City’s projected FY 2025–26 needs, consisting of the original $1.2 million in annual maintenance funding and the one-time $500,000 allocation approved by the Council for dead and hazardous tree removals. The amendment aligns the cumulative contract value with actual spending and anticipated service levels under the compensation provisions of the original agreement, and it makes no changes to the established scope, terms, or pricing.
Tree maintenance is a critical ongoing service that preserves public safety, sustains the City’s urban canopy, and supports the overall quality of life in San Bernardino. West Coast Arborists continues to perform these services in a cost-effective and professional manner, meeting the City’s standards for quality and responsiveness. 2021-2025 Strategic Targets and Goals
This project is consistent with several goals and targets. It is aligned with Strategic Goal No. 3c: Constantly evaluate public safety service delivery models to enhance the quality of service, and Strategic Goal No. 3d: Improve the City appearance, cleanliness, and attractiveness. Approval of this amendment will ensure the continuation of essential maintenance services that enhance the health, safety, and appearance of the community.
Fiscal Impact
There is no fiscal impact associated with this amendment. Sufficient funds are included in the FY 2025/26 Operations and Maintenance budget. In future years funding will be programed into each fiscal year budget in order to support these tree services.
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
1. Approve Amendment No. 1 to the Maintenance Services Agreement with West Coast Arborists, Inc. to extend the term of the agreement from June 30, 2025, to June 30, 2026; and to update the not-to-exceed amount to $6,134,604.90, in order to reflect total cumulative spending and anticipated needs for the full contract term, consistent with the compensation provisions of the Original Agreement; and
2. Authorize the City Manager to execute all documents necessary to increase the contract amount by the council approved one-time allocation of $500,000 for tree stump removals; and
3. Authorize the City Manager to execute all related documents necessary to effectuate these amendments.
2 1
6 7
4. Authorize the Interim Director of Finance and Management Services to issue a purchase order for West Coast Arborists for $1,700,000.00 for fiscal year 2025- 2026.
Attachments
Attachment 1 Amendment No. 1 to the West Coast Arborists Citywide Tree Maintenance Services Agreement
Attachment 2 West Coast Arborists Citywide Tree Maintenance Services Extension Letter
Attachment 3 Annotated Agenda June 4, 2025 Allocation of One-Time funds from Unassigned Fund Balance to Professional Contractual Services Half Million for Removal Dead Trees.
Ward:
All Wards
Synopsis of Previous Council Actions:
July 1, 2020 – City Council approved Resolution No. 2020-154 awarding a Maintenance Services Contract with West Coast Arborists, Inc. for Citywide Tree Maintenance Services.