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APPROVE MOTION TO AUTHORIZE STANDARD AGREEMENT AMENDMENT NO. 2 FOR TREE MAINTENANCE SERVICES
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RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Approve findings pursuant to Stockton Municipal Code 3.68.070 in support of an exception to the competitive bidding process.
2. Authorize the City Manager to execute Standard Agreement Amendment No. 2 to the Cooperative/Piggyback Purchase Agreement, in the amount of $990,000, through the City of Tracy’s Contract No. 23-177, with West Coast Arborists, Inc. of Anaheim, CA, for the Tree Maintenance Services Piggyback, Project No. OM-25-060.
It is also recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this motion.
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Summary
The City is responsible for the maintenance of City-owned trees Citywide. Public Works is staffed with one tree crew that is supplemented by tree service contractors. Contracted services are utilized during emergency storm events, after hours, and for any additional tree services needed Citywide.
On December 31, 2024, the City Manager authorized a one-year Cooperative/Piggyback Purchase Agreement (COOP) through the City of Tracy’s Contract No. 23-177, with West Coast Arborists, Inc. of Anaheim, CA, in the amount of $90,000. The COOP includes all necessary maintenance services for trees, including pruning, removals, stump grinding, replanting, and any additional services needed to care for the City’s urban forest. On July 7, 2025, the City of Tracy extended the term of their contract with West Coast Arborists, Inc. for an additional two years, allowing the City of Stockton to extend our COOP to July 31, 2027.
On July 29, 2025, by Motion No. 2025-07-29-1209, Council authorized Standard Agreement Amendment No. 1, for a two-year contract extension of the COOP in the amount of $740,000, with West Coast Arborists, Inc., for Tree Maintenance Services Piggyback, Project No. OM-25-060.
It is recommended that Council approve a motion authorizing the City Manager to execute Standard Agreement Amendment No. 2 to the COOP, in the amount of $990,000, with West Coast Arborists, Inc. for Tree Maintenance Services Piggyback, Project No. OM-25-060 (Attachment A). The total revised contract amount will be $1,820,000.
DISCUSSION
Background
The City is responsible for the maintenance of City-owned trees Citywide. Public Works is currently staffed with one tree crew of five employees. The City tree crew primarily responds to emergency situations during normal working hours and removes trees on the City’s tree backlog list. To supplement the tree crew, Public Works relies on tree service contractors during emergency storm events, after hours, and for any additional tree services needed Citywide.
On December 31, 2024, the City Manager authorized a one-year COOP through the City of Tracy’s Contract No. 23-177, with West Coast Arborists, Inc. of Anaheim, CA, in the amount of $90,000. On July 7, 2025, the City of Tracy extended the term of their contract with West Coast Arborists, Inc. for an additional two years, allowing the City of Stockton to extend our COOP to July 31, 2027.
On July 29, 2025, by Motion No. 2025-07-29-1209, Council authorized Standard Agreement Amendment No. 1, for a two-year contract extension of the COOP in the amount of $740,000, with West Coast Arborists, Inc., for Tree Maintenance Services Piggyback, Project No. OM-25-060.
Present Situation
The COOP meets City purchasing guidelines as it was created through a competitive bidding process conducted by the City of Tracy. The COOP utilizes West Coast Arborists, Inc., a vendor that has considerable experience with the City’s tree standards. Staff is proposing to utilize the existing COOP through the City of Tracy’s Contract No. 23-177, with West Coast Arborists, Inc. for all necessary maintenance services for trees, including pruning, removals, stump grinding, replanting, and any additional services needed to care for the City’s urban forest.
Amendment No. 2 will add $990,000 of spending authority for the following expenditures:
1. Public Works Solid Waste tree pruning: $350,000
2. Round 4 Transformative Climate Communities stump removal: $240,000
3. Fiscal Year 2025-26 and 2026-27 Stump Removal project: $300,000
4. Capital Improvement Program projects/Other Department needs: $100,000
It is recommended that Council approve a motion authorizing the City Manager to execute Standard Agreement Amendment No. 2, in the amount of $990,000, with West Coast Arborists, Inc. for Tree Maintenance Services Piggyback, Project No. OM-25-060 (Attachment A). The total revised contract amount will be $1,820,000.
Findings
Pursuant to Stockton Municipal Code section 3.68.070, Council may approve findings which support an exception to the competitive bidding process. These findings include:
1. City of Tracy established a COOP with West Coast Arborists, Inc. for maintenance services for trees, pruning, removals, stump grinding, replanting, and any additional services.
2. The West Coast Arborists, Inc. COOP was established pursuant to a formal competitive bidding process conducted by City of Tracy.
3. Taking advantage of the leverage procurement agreement negotiated by the City of Tracy will save the administrative expense of City staff conducting a separate procurement.
4. The bid used by the City of Tracy has been assessed as compatible with the City’s standards.
FINANCIAL SUMMARY
The COOP with West Coast Arborists, Inc. for Tree Maintenance Services Piggyback, Project No. OM-25-060, is funded by the Public Works Parks Operating Budget, Landscape Maintenance District Operating Budget, Gas Tax Trees Maintenance Operating Budget, and Solid Waste & Recycling Operating Budget on a fiscal year basis. Funding for these services will be allocated in various operating accounts for Fiscal Year 2026-27.
Attachment A - Standard Agreement Amendment No. 2 with West Coast Arborists, Inc.