TO: ADAM PIRRIE, CITY MANAGER
FROM: JEREMY SWAN, COMMUNITY SERVICES DIRECTOR
DATE: JUNE 23, 2026
Reviewed by:
City Manager: AP
SUBJECT:
Title
AUTHORIZATION TO AMEND THE EXISTING AGREEMENT WITH WEST COAST ARBORISTS, INC. TO INCREASE COMPENSATION FOR URBAN FOREST MAINTENANCE SERVICES (FUNDING SOURCE: LANDSCAPE AND LIGHTING DISTRICT AND CEMETERY FUNDS)
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SUMMARY
In June 2023, the City Council awarded a contract to West Coast Arborists, Inc. (WCA) for urban forest maintenance services in an amount not to exceed $716,100 annually for three years, with two optional one-year extensions. WCA is responsible for urban forest maintenance services including tree trimming, planting, and removals.
The City budgets for tree trimming on a five-year grid trimming system, based on the total number of trees in each grid. Because this number varies from year to year, in some years the cost of urban forest maintenance services may exceed the annual not-to-exceed contract amount of $716,100. The approved 2025-26 budget for urban forest maintenance services is $854,000. To account for maintenance costs in 2025-26 in excess of the approved contract amount, staff recommends amending the existing agreement to increase compensation by $137,900, which will bring the total not-to-exceed contract amount to $854,000 for 2025-26.
RECOMMENDATION
Recommended Action
Staff recommends the City Council authorize the City Manager to execute an amendment to the existing agreement with West Coast Arborists, Inc. increasing compensation by $137,900, for a total not-to-exceed contract amount of $854,000 for 2025-26.
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ALTERNATIVE TO RECOMMENDATION
In addition to the recommendation, there is the following alternative:
• Request more information from staff.
FINANCIAL REVIEW
On June 13, 2023, the City entered into a multi-year agreement with West Coast Arborists, Inc. for an amount not to exceed $716,100 annually. The bid form for urban forest maintenance services includes several line items. Grid trimming is the most frequently used service and consumes most of the budget for urban forest maintenance services. The purpose of entering into a multi-year agreement is to lock in competitive rates. However, the annual urban forest maintenance budget is based on the actual number of trees scheduled to be trimmed each year, based on grid, and varies from year to year.
Due to the size of the grid, the approved 2025-26 budget for urban forest maintenance services exceeds the annual agreement amount by $137,900. Staff recommends amending the current agreement, increasing the not-to-exceed contract amount from $716,100 to $854,000 to fully fund urban forest maintenance costs in 2025-26. No additional allocation or increase in budget is needed.
The staff cost to prepare this report and administer this contract is estimated at $1,008 and is included in the operating budget of the Community Services Department.
ANALYSIS
The City’s urban forest consists of over 24,000 trees within the City’s rights-of-way and parks. Due to the size of the urban forest, the City contracts for its care and maintenance. West Coast Arborists, Inc. is the City’s current contractor for urban forest maintenance services, which include trimming, planting, removals, and consulting arborist services, as needed, of all City-owned trees. On June 13, 2023, the City entered into a multi-year agreement with WCA for these services. Multi-year agreements lock in rates for an extended period and in this case, for three years with two optional one-year extensions. The current not-to-exceed contract amount with WCA is $716,100 annually.
All City trees are trimmed on a grid system. The City is broken into five geographical grids, and one grid is trimmed each year. The number of trees in each grid varies, with some being slightly larger than others. The annual grid trimming budget is based on the actual number of trees in each grid. This year, Grid 2 was trimmed. Grid 2 is one of the City’s denser grids, encompassing the area between Foothill Boulevard and First Street and the western and eastern City boundaries.
Due to the number of trees in the grid, the cost is higher than the annual contract amount. The total approved urban forest budget for 2025-26 is $854,000, which exceeds the annual not-to-exceed contract amount by $137,900. To fully fund urban maintenance services for 2025-26, an amendment to the existing agreement with WCA is needed. Staff recommends amending the agreement with West Coast Arborists, Inc. to increase funds by $137,900, for a total amount not to exceed $854,000 for 2025-26.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following City Planning Documents: Council Priorities, Sustainable City Plan, Economic Sustainability Plan, General Plan, and the 2024-26 Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by: Prepared by:
Jeremy Swan Cari Dillman
Community Services Director Community Services Manager