City Council Staff Report Page 1 of 3 June 23, 2026
Staff Report
Agenda Item No. 4.11
DATE: June 23, 2026
TO: Honorable Mayor and Members of the City Council
FROM: Joan Malloy, City Manager
SUBJECT: Adopt a Resolution Authorizing the City Manager to Execute the Second Amendment to the Service Agreement with Bay Area Tree Specialists, in the Not-to-Exceed Amount of $68,050, for a Total NotTo-Exceed Contract Amount of $705,250, and Approving a Total Notto-Exceed Project Budget, Including Contingency, in the Amount of $821,250, for Tree Pruning and Removal
EXECUTIVE SUMMARY
Staff recommends that the City Council adopt a resolution authorizing the City Manager to execute the Second Amendment to the Service Agreement (“Second Amendment”) with Bay Area Tree Specialists, in the not-to-exceed amount of $68,050, for a total notto-exceed contract amount of $705,250, and approving a total not-to-exceed project budget, including contingency, in the amount of $821,250, for Tree Pruning and Removal.
STRATEGIC PLAN ALIGNMENT
This agenda item is aligned with the following:
Goal D, Strategy 2: Environmental Sustainability and Infrastructure – Implement the City’s capital improvement plan.
BACKGROUND
The City of Union City has over 50,000 City-maintained trees that beautify the various parks, public streets, and City facilities. The proper care and maintenance of these important resources involve inspection, trimming, pruning, and, on rare occasions, removal, based on criteria that balance the protection of the tree as an urban forest investment with safety and aesthetics. Each year, the Grounds Division of Public Works reviews the tree pruning needs of the City and makes recommendations as to which trees, in which neighborhoods, should be pruned. Additionally, the Grounds Division prepares for each winter storm season by allocating contingency funds for emergency-response tree work to clear incidents involving fallen branches or trees in the public right-of-way.
The sheer volume of both the routine and emergency tree work requires additional support.
Agenda Item No. 4.11
City Council Staff Report Page 2 of 3 June 23, 2026
On September 4, 2024, the City Council adopted Resolution No. 6364-24, awarding a contract to Bay Area Tree Specialists for Fiscal Year 2024-2025, in the amount of $272,200, with a total not-to-exceed project amount of $365,000, which included a contingency amount of $92,800, and with an option to extend the contract for an additional year. The option was exercised with the First Amendment to the Service Agreement on July 1, 2025, increasing both the Fiscal Year 2024-2025 amount by the contingency, in the amount of $92,800, and adding funds for Fiscal Year 2025-2026, in the not-to-exceed amount of $272,200, for a total not-to-exceed amount of $637,200.
DISCUSSION
Staff continues to be satisfied with Bay Area Tree Specialists’ performance and requests that their services be retained for an additional three months, during which staff will prepare and solicit a successor contractor through a competitive RFP process.
The Second Amendment, in the not-to-exceed amount of $68,050, will allow Bay Area Tree Specialists to continue providing the City with assistance in tree pruning and removal and extend the term of the agreement to September 30, 2026. The additional contingency, in the amount of $23,200, will fund the mobilization of manpower and equipment during storm events to clear incidents of fallen branches or trees in the public right-of-way.
FISCAL IMPACT
The Second Amendment to the Service Agreement with Bay Area Tree Specialists, in the amount of $68,050, will be funded with monies available in the Landscape Lighting Assessment District (LLAD) Fund (Account Number 282-33025-54111).
As in previous years, staff recommends a $23,200 contingency (approximately 34%), funded from the Gas Tax Fund (Account Number 250-33025-54111), which will allow the City to respond to emergencies, such as fallen trees during major storms and strong wind events, and other unplanned tree maintenance at bid unit prices. The total funding, in the amount of $91,250, is identified in the approved Biennial Budget for Fiscal Years 2025- 2026 & 2026-2027.
Service Agreement (not-to-exceed) $68,050
Contingency (~34% of maintenance contract) $23,200
Total Cost $91,250
RECOMMENDATION
Staff recommends that the City Council adopt a resolution authorizing the City Manager to execute the Second Amendment to the Service Agreement (“Second Amendment”) with Bay Area Tree Specialists, in the not-to-exceed amount of $68,050, for a total notto-exceed contract amount of $705,250, and approving a total not-to-exceed project budget, including contingency, in the amount of $821,250, for Tree Pruning and Removal.
Agenda Item No. 4.11
City Council Staff Report Page 3 of 3 June 23, 2026
Prepared by: Jesus Banuelos, Grounds Supervisor
Submitted by: Marilou Ayupan, Public Works Director
Attachments
1. Attachment 1 – Second Amendment
2. Draft Resolution