Item No.
AGENDA REPORT
DATE: December 8, 2025
TO: Honorable Mayor and City Council
FROM: Fermin Preciado, Director of Development Services/City Engineer Scott Washburn, Deputy Director of Public Works
Todd Gutjahr, Public Works Analyst
9 SUBJECT: Award of Contract — Yucaipa Community Park and Bryant Glen Sports Park Tree Trimming Project - Project No. 11246
RECOMMENDATION:
That the City Council:
1. Award and authorize the Interim City Manager to execute a contract and the Interim City Manager or her designee to administer the terms of the contract to the lowest responsible bidder, West Coast Arborists, Inc. of Indio, CA in the amount of $102,495 for the Yucaipa Community Park and Bryant Glen Sports Park Tree Trimming Project - Project No. 11246; and
2. Approve the amount of $12,000 for staff costs associated with bid contract preparation, contract administration and inspections for a total project budget in the amount of $114,495; and
3. Authorize the Interim City Manager or her designee to administer the distribution of the contract contingency; and
4. Approve the contract specifications prepared for this project.
BACKGROUND/DISCUSSION:
On June 23, 2025, the City Council approved and authorized four contracts for On -Call Tree Trimming Services with four separate contractors West Coast Arborists, Inc. (WCA), Ace Tree Enterprises, Inc., United Pacific Services, Inc., and Mariposa Tree Management, Inc. Each of the four contracts were for the amount of $25,000 per year for FY26 and FY27. The contracts were awarded as a result of a Request for Qualifications/Proposals issued by the City requesting vendors to submit their qualifications, certifications and cost rate sheet information for tree trimming services. The scope of work in the awarded contracts is for on -call tree trimming services for trees in the public right-of-way and on City owned facilities within the City, which may include roadway center medians, parks, public facilities, City owned properties, open space, street trees,
and public easements. Tree trimming addresses the appearance and shape of the tree, and also improves the structural integrity of the tree which results in enhanced public safety.
Following the award of these contracts, City staff met internally to discuss the condition of the trees located at the Community Park and Bryant Glen Sports Complex. Staff found that the trees at this public facility had not been thoroughly trimmed for over 10 years. In reviewing the cost rate sheets provided by the four on -call contractors, staff found that WCA's cost rates for trimming trees were lower than the other on -call contractors and as a result, City staff reached out to WCA to request a quote for trimming 725 trees of various sizes at the Yucaipa Community Park and Bryant Glen Sports Complex.
At the October 27, 2025, City Council Meeting, staff recommended a contract amendment to the contract with WCA in the amount of $118,000 for tree trimming services at the Yucaipa Community Park and the Bryant Glen Sports Complex. With the proposed $118,000 contract amendment and the estimated administrative/inspection costs in the amount of $5,500, the total cost to complete the work was in the amount of $123,500.
The City Council did not approve the contract amendment and directed staff to publicly advertise the tree trimming work for competitive bids as a stand-alone project. The Yucaipa Community Park and Bryant Glen Sports Park Tree Trimming Project - Project No. 11246 (Project) was created as a stand-alone maintenance project pursuant to the City Council's direction.
The Project was prioritized over other maintenance projects and the contract specifications were prepared by staff and advertised for bids. On November 20, 2025, six (6) sealed bids were received from tree trimming contractors and opened as follows:
Bidder
Bid Amount
Mariposa Tree Management, Inc. of Irwindale, CA
$105,550.00
West Coast Arborists, Inc. of Indio, CA
102,495.00
Julian Tree Care, Inc. of Richmond, CA (1)
234,515.00
Rancho Tree Service of Bakersfield, CA
119,983.59
Rolling Green, Inc. of San Bernardino, CA
356,817.00
JPS Tree Service, LLC of Pontiac, MI
293,375.00
(1) Bid was deemed unresponsive due to incomplete documentation WCA is the apparent lowest responsible bidder. Staff has reviewed the bid documents and determined that the documents meet the requirements of the contract specifications. The contractor has confirmed their ability to commence work at specific locations based on impacts to City operations and the public during normal business hours. WCA has completed similar projects in the past for the City of Yucaipa and other municipalities and their work has been deemed satisfactory. As a result, staff recommends that the City Council award the contract to WCA in the amount of $102,495.
With the additional administrative costs associated with the creation of a stand-alone project, preparation of contract bid documents and the costs to publicly advertise the Project in accordance
with the City's Purchasing Policy and Procedure, the total estimated administrative/inspection costs for the Project is approximately $12,000 resulting in a total estimated cost of $114,495.
Over the next few years, staff will be working with the City's Landscape Architect and the City's on -call tree trimming contractors to develop a thorough City-wide tree trimming program to improve public safety by reducing hazards from falling branches/trees, ensure clear passage for vehicles and pedestrians by maintaining necessary clearances, and support the health and longevity of the urban forest. Effective tree management also protects infrastructure, such as power lines, prevents costly damage to property from tree -related incidents, and enhances the overall aesthetic and environmental quality of the community.
FISCAL IMPACT:
The recommendations result in a fiscal impact of $114,495 which is included in the General Fund FY26 Budget.
Attachments:
1. Bid Summary
2. Contract Agreement
Approved by:
ATTACHMENT 1
Yucaipa Community Park and Bryant Glen Sports Park Tree Trimming Project - Project No. 11246 Bid Opening Date: 11/20/25
Engineer's Estimate
$120,000
Mariposa Tree Management
6232 Santos Diaz St.
Irwindale, CA 91702
West Coast Arborist, Inc.
43712 Jackson St.
Indio, CA 92201
Julian Tree Care Inc.
561 Juliga Woods St.
Richmond, CA 94804 **
Rancho Tree Service
4700 Stockdale Hwy
Bakersfield, CA 93309
Rolling Green Inc
401 W 4th St
San Bernardino, CA 92401
JPS Tree Service LLC
50 E Longfellow Ave
Pontiac, MI 48340
Item
No.
Item Description
Qty
Unit Item Price
Unit Price
Extension
Unit Price
Extension
Unit Price
Extension
Unit Price
Extension
Unit Price
Extension
Unit Price
Extension
1 Mobilization
1 LS $0.00
$0.00
$0.00
$0.00
$10,000.00
$10,000.00
$0.00
$0.00
$5,000.00
$5,000.00
$5,000.00
$5,000.00
2 Tree trimming service for weight reduction over
structures, clearance for buildings and parking lots, and structural trimming of all trees (0-12 in. DBH)
183
Each $100.00
$18,300.00
$65.00
$11,895.00
$215.00
$39,345.00
$88.28
$16,155.24
$208.00
$38,064.00
$375.00
$68,625.00
3 Tree trimming service for weight reduction over
structures, clearance for buildings and parking lots, and structural trimming of all trees (13-24 in. DBH)
185
Each $150.00
$27,750.00
$160.00
$29,600.00
$340.00
$62,900.00
$182.05
$33,679.25
$519.00
$96,015.00
$400.00
$74,000.00
4 Tree trimming service for weight reduction over structures, clearance for buildings and parking lots, and structural trimming of all trees (25+ in. DBH)
77 Each $250.00
$19,250.00
$275.00
$21,175.00
$575.00
$44,275.00
$308.97
$23,790.69
$1,095.00
$84,315.00
$475.00
$36,575.00
5 Tree trimming service for weight reduction over structures, clearance for buildings and parking lots, and structural trimming of all trees (0-12 in. DBH)
79 Each $100.00
$7,900.00
$65.00
$5,135.00
$340.00
$26,860.00
$88.28
$6,974.12
$208.00
$16,432.00
$375.00
$29,625.00
6 Tree trimming service for weight reduction over structures, clearance for buildings and parking lots, and structural trimming of all trees (13-24 in. DBH)
179
Each $150.00
$26,850.00
$160.00
$28,640.00
$215.00
$38,485.00
$182.05
$32,586.95
$519.00
$92,901.00
$400.00
$71,600.00
7 Tree trimming service for weight reduction over structures, clearance for buildings and parking lots, and structural trimming of all trees 25+ in. DBH)
22 Each $250.00
$5,500.00
$275.00
$6,050.00
$575.00
$12,650.00
$308.97
$6,797.34
$1,095.00
$24,090.00
$475.00
$10,450.00
Total
$105,550.00
Total
$102,495.00
Total
$234,515.00
Total
$119,983.59
Total
$356,817.00
Total
$295,875.00
** Julian Tree Care Inc.'s bid was deemed not responsive due to missing required documents 1 ATTACHMENT 2
AGREEMENT
THIS AGREEMENT is made and entered into this 88th day of December. 2025 by and between the City of Yucaipa, a municipal corporation, hereinafter referred to as "City", and West Coast Arborists, Inc.
, located at 43712 Jackson St.
Contractor / Company Name Street Address
Indio
City
CA 92201 (510) 256-7009 hereinafter referred to as "Contractor".
State Zip Code Phone
PROJECT: Yucaipa Community Park and Bryant Glen Sports Park Tree Trimming Project - Project No. 11246
WITNESSETH, in this consideration of their covenants, the parties hereto agree as follows:
The contract documents for the Project shall consist of the Notice Inviting Sealed Bids, Instructions to Bidders, Proposal, General Specifications, Standard Specifications, Special Provisions, Plans, and all referenced specifications and appendices; together with this Agreement and all required bonds, insurance certificates, permits, notices, and affidavits; and also including any and all addenda or supplemental agreements clarifying, amending, or extending the work contemplated as may be required to insure its completion in an acceptable manner (collectively, the "Contract Documents"). The Contract Documents are made a part hereof as though fully set forth herein.
In consideration of such work, City agrees to pay Contractor and Contractor agrees to accept the sum of One Hundred Two Thousand, Four Hundred Ninety -Five Dollars and No/Cents, ($102,495.00) in the manner provided in the Contract Documents and subject to adjustment provided therein.
Concurrently with the execution of this Agreement, Contractor shall file with the City the bonds and certificates of insurance specified in the Contract Documents and subject to adjustment provided therein.
This Contract shall not be assigned without the written permission of the City Council.
IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year first above written.
ATTEST: CITY OF YUCAIPA
A Municipal Corporation
Ana Sauseda, Date Jennifer Crawford, Interim City Date
Director of General Manager
Services/City Clerk
FUNDS AVAILABLE: CONTRACTOR:
Phillip White,
Director of Finance
Fermin G. Preciado
Director of Development
Services/City Engineer
APPROVED AS TO FORM:
West Coast Arborists, Inc. Date
Steven Graham Pacifico, City Attorney