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APPROVE MOTION TO AUTHORIZE STANDARD AGREEMENT AMENDMENT NO. 1 FOR TREE MAINTENANCE SERVICES
recommended action
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. 1 to the Cooperative/Piggyback Purchase Agreement, Contract No. 23-177, through the City of Tracy with West Coast Arborists, Inc. of Anaheim, CA, for Tree Maintenance Services Piggyback, Project No. OM-25-060.
3. Authorize the City Manager to execute a two-year contract extension to the Cooperative/Piggyback Purchase Agreement, Contract No. 23-177, with West Coast Arborists, Inc. of Anaheim, CA, at an annual cost not to exceed $370,000, for a cumulative contract total not to exceed $830,000.
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 utilizes contracted tree maintenance services to provide after-hours support, emergency response, and to supplement the City’s tree crew. The estimated annual cost for tree maintenance services is $370,000.
On December 31, 2024, the City Manager authorized a one-year Cooperative/Piggyback Purchase Agreement (COOP) through the City of Tracy, with West Coast Arborists, Inc. of Anaheim, CA, in the amount of $90,000 (Attachment A). 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.
It is recommended that Council approve a motion authorizing the City Manager to execute Standard Agreement Amendment No. 1, in the amount of $740,000, and execute a two-year contract extension with West Coast Arborists, Inc. for Tree Maintenance Services Piggyback, Project No. OM-25-060 (Attachment B). The total revised contract amount will be $830,000.
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 or after hours.
On December 31, 2024, the City Manager authorized a one-year COOP through the City of Tracy with West Coast Arborists, Inc. of Anaheim, CA, in the amount of $90,000 (Attachment A). 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.
The existing 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.
Present Situation
The COOP is designed to meet agency purchasing guidelines and was created through a competitive request for proposals. The COOP includes West Coast Arborists, Inc., as an authorized vendor, that has considerable experience with the City’s tree standards. Staff is proposing to utilize the existing COOP, Contract No. 23-177, through the City of Tracy 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.
The contract with the City of Tracy and West Coast Arborists, Inc. allows for an extension of up to five years. On July 7, 2025, the City of Tracy extended the term of their contract for an additional two years, allowing the City of Stockton to extend our COOP to July 31, 2027.
It is recommended that Council approve a motion authorizing the City Manager to execute Standard Agreement Amendment No. 1, in the amount of $740,000, and execute a two-year contract extension with West Coast Arborists, Inc. for the Tree Maintenance Services Piggyback, Project No. OM-25-060 (Attachment B). The total revised contract amount will be $830,000.
Findings
Pursuant to Stockton Municipal Code (SMC) 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 Parks General Fund, Landscape Maintenance District Operating Fund, and Streets and Trees Operating Budget on a fiscal year basis. Funding for these services will be allocated in various operating accounts for Fiscal Years 2025-26 and 2026-27.
Attachment A - COOP through the City of Tracy with West Coast Arborists, Inc.
Attachment B - Standard Agreement Amendment No. 1 with West Coast Arborists, Inc.