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CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: July 15, 2026
To: Honorable Mayor and City Council Members
From: Lynn Merrill, Director of Public Works
Department: Public Works
Subject: Approval of a Four-Year (One-Year Initial Term Plus Three Optional Renewals) Tree Maintenance Services
Agreement with West Coast Arborists Utilizing the City of Fontana Cooperative Contract, with an Annual Not-to-
Exceed Amount of $1,600,000 and Total Potential
Authorization of $6,400,000 (All Wards)
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California,
1. Approve a Maintenance Service Agreement with West Coast Arborists, Inc. for Citywide Tree Maintenance Services utilizing the City of Fontana's competitively awarded Tree Maintenance Services Contract No. PW-24-191-SP, for an initial term beginning July 15, 2026, through June 30, 2027, with an annual not-to- exceed amount of $1,600,000 and with three additional one-year extension options at the City's sole discretion, in a total not-to-exceed amount of $6,400,000; and
2. Authorize the City Manager, or designee, to execute the Agreement and any non-substantive amendments necessary to carry out the intent of the Agreement.
City Manager's Comments
The City Manager recommends approval
Executive Summary
Public Works is requesting approval of a Cooperative Purchasing Agreement with West Coast Arborists, Inc. for citywide tree maintenance services utilizing the City of Fontana’s competitively awarded Tree Maintenance Services Contract No. PW-24- 191-SP.
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The proposed agreement provides citywide tree maintenance services through a competitively procured cooperative purchasing contract previously awarded by the City of Fontana. Services include routine pruning, hazardous tree removal, emergency response, tree planting, arborist evaluations, and related urban forestry services.
Compensation is based on fixed unit prices for work actually performed, with annual expenditures not to exceed $1.6 million. Funding is included within the Public Works operating budget and no additional appropriation is requested.
Background
The City of San Bernardino maintains a large urban forest consisting of trees located within public rights-of-way, landscaped medians, parks, and other City-owned properties. Routine tree maintenance services are necessary to preserve public safety, protect public infrastructure, maintain community aesthetics, and promote the long- term health of the City's urban forest.
The City has historically contracted with West Coast Arborists, Inc. (WCA) to provide citywide tree maintenance services, including routine pruning, tree removals, emergency response services, stump removal, root pruning, tree planting, arborist evaluations, and related urban forestry services.
In 2024, the City of Fontana conducted a formal competitive procurement process through Request for Proposals No. PW-24-191-SP for Tree Maintenance Services.
The solicitation included a cooperative purchasing provision allowing other public agencies to utilize the awarded contract under the same pricing, terms, and conditions.
Following evaluation of proposals received, the City of Fontana awarded the contract to West Coast Arborists, Inc. as the most qualified, responsive, and responsible proposer.
West Coast Arborists has offered to extend the same pricing, terms, and conditions established through the City of Fontana contract to the City of San Bernardino through a cooperative purchasing agreement.
Discussion
Public Works is requesting approval of a Cooperative Purchasing Agreement with West Coast Arborists, Inc. for Citywide Tree Maintenance Services utilizing the City of Fontana's competitively awarded Tree Maintenance Services Contract No. PW-24- 191-SP.
Utilizing a cooperative purchasing agreement allows the City to leverage pricing and contractual terms obtained through a formal competitive solicitation process while avoiding the administrative costs and time associated with conducting a separate procurement. The City of Fontana's solicitation included provisions specifically authorizing participation by other public agencies and resulted in the award of a contract to West Coast Arborists, Inc. following a competitive evaluation process.
The proposed agreement will provide comprehensive tree maintenance services 3 4
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throughout the City, including routine grid pruning, service request pruning, palm tree maintenance, tree and stump removals, root pruning, root barrier installation, tree planting, arborist services, emergency response services, GPS tree inventory services, and specialty equipment and crew rentals as needed to support Public Works operations.
The agreement is based on unit pricing, with compensation determined by the actual quantities and types of services performed at the contract’s established per-unit rates.
The annual expenditures will vary based on the City’s operational needs but will not exceed the annual not-to-exceed amount of $1,600,000.
Approval of the agreement will ensure the continued maintenance of the City's urban forest, improve public safety by addressing hazardous tree conditions, protect public infrastructure from tree-related damage, and maintain the appearance of public spaces throughout the community.
2021-2025 Strategic Targets and Goals
This request aligns with the Key Strategic Goal No. 1 – Increased Operational and Financial Capacity, by providing the necessary authorization to maintain essential tree maintenance services, protect public infrastructure, preserve the health of the City's urban forest, and support informed asset management and maintenance planning.
This agreement ensures Public Works can continue addressing routine and emergency tree maintenance needs in a safe, efficient, and fiscally responsible manner.
Fiscal Impact
The agreement authorizes expenditures of up to $1,600,000 annually, for a maximum cumulative authorization of $6,400,000 if all three one-year renewal options are exercised. Actual expenditures will depend on the quantity of services requested and completed and are not guaranteed.
Services will be funded through annually appropriated Public Works operating budgets supported by General Fund, Gas Tax, and Landscape Maintenance District revenues.
No additional appropriation is requested through this action. Future renewals remain subject to annual budget approval by the Mayor and City Council.
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California,
1. Approve a Maintenance Service Agreement with West Coast Arborists, Inc. for Citywide Tree Maintenance Services utilizing the City of Fontana's competitively awarded Tree Maintenance Services Contract No. PW-24-191-SP, for an initial term beginning July 15, 2026, through June 30, 2027, with an annual not-to- exceed amount of $1,600,000 and with three additional one-year extension 3 4
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options at the City's sole discretion, in a total not-to-exceed amount of $6,400,000; and
2. Authorize the City Manager, or designee, to execute the Agreement and any non-substantive amendments necessary to carry out the intent of the Agreement.
Attachments
Attachment 1 West Coast Arborists Maintenance Service
Agreement
Attachment 2 City of Fontana Contract Agreement Tree
Maintenance Services PW-24-191-SP
Attachment 3 City of Fontana RFP PW-24-191-SP
Attachment 4 West Coast Arborists Proposal Letter and
Services Rates
Ward:
All Wards
Synopsis of Previous Council Actions:
N/A
CC: Eric Levitt, City Manager