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HomeMy WebLinkAboutItem 09l - Annual Tree Trimming Services STAFF REPORT PUBLIC WORKS SERVICES DEPARTMENT DATE: October 6, 2026 TO: Honorable Mayor and City Council FROM: Paul Cranmer, Assistant City Manager/Public Works Services Director By: Dave Thompson, Streets Superintendent Daniel Vargas, Senior Management Analyst SUBJECT: CONTRACT WITH WEST COAST ARBORISTS, INC. FOR ANNUAL TREE TRIMMING SERVICES, TREE REMOVAL, AND REPLACEMENT IN THE AMOUNT OF $451,547 CEQA: Not a Project Recommendation: Approve SUMMARY The Public Works Services Department (“PWSD”) is responsible for the care and maintenance of approximately 15,300 trees located throughout the City, including trees within City parks, rights-of-way, medians, and public facilities. To ensure the City receives high-quality professional tree services at competitive pricing, the PWSD evaluated available contracting options. Following this review, the PWSD determined that participating in a competitively bid contract through a cooperative “piggyback” procurement process would provide an efficient and cost-effective means of obtaining the required services. It is recommended that the City Council approve, authorize, and direct the City Manager to execute a contract with West Coast Arborists, Inc. (“WCA”) for annual tree trimming services, tree removal, and replacement in the amount of $451,547, with the option of two one-year extensions. It is further recommended that the City Council delegate the authority to approve future extensions under this agreement to the City Manager, without having to return to the City Council for subsequent approval, provided that any changes to the financial terms stay within standard inflationary limits. Contract for Annual Tree Trimming Services October 6, 2026 Page 2 of 4 BACKGROUND The Public Works Services Department is responsible for the care and maintenance of approximately 15,300 trees located in City parks, rights-of-way, medians, and public facilities throughout the City. To maintain the City’s Urban Forest, an annual Tree Trimming Grid Program was created to ensure that all City trees are trimmed once every four years. This preventative maintenance program provides for the general upkeep of the existing tree inventory and allows for tree removal and replacement. The annual tree trimming, removal, and replacement program help protect residents and visitors traveling on City streets by minimizing the likelihood of fallen tree limbs due to overgrowth and decay. DISCUSSION The City’s purchasing rules and procedures allow the City to “piggyback” onto, or join, an existing written purchase contract obtained through a competitive bidding process that is prepared and awarded by another local, state, or federal government agency. On February 24, 2025, the City of La Verne issued a competitive Request for Proposals solicitation for Tree Maintenance and Arborist Services. On June 16, 2025, the City of La Verne awarded a contract to WCA for a five-year period and has allowed other agencies the opportunity to piggyback and award a contract at the same prices and terms. Through the piggyback process, the PWSD was able to procure the grid trimming cost per tree at $100, plus competitive pricing for other contract items such as emergency crew response, various species of Palm tree trimmings, large tree removal, and special service request trimmings that may not be in the annual grid trim area. PWSD explored possible contract options, and it was determined that piggybacking on the competitive pricing bid with the City of La Verne would be the lowest cost option to meet both the City’s annual tree trimming service needs and prevailing wage requirements, for a total contract cost of $401,547. This contract cost represents nearly a 2.11% decrease compared to the existing contract amount of $410,192.40. This decrease is primarily due to lower proposed rates for various tree trimming services. The table below highlights some of the services with reduced rates. Contract for Annual Tree Trimming Services October 6, 2026 Page 3 of 4 Tree Trimming Service Current WCA Rate Proposed WCA Rate Ficus Tree Pruning $423.30 $345.00 Mexican Fan Palm Pruning $95.50 $75.00 Date Palm Pruning $229.85 $225.00 Queen/King Palm Pruning $94.40 $50.00 Additionally, to prevent damaged and diseased trees from falling and causing damage, the Fiscal Year 2026-27 Capital Improvement Program Budget includes $50,000 for the removal and replacement of diseased and decaying trees. The contract will include annual tree trimming services and tree removal and replacement for $451,547. WCA has extensive experience providing tree maintenance and management services, with more than 40 years of experience in the tree care industry. WCA is the City of Arcadia’s current tree trimming contractor and has provided the City with reliable and high-quality services for the past three years. WCA currently provides tree maintenance services to several Southern California municipalities, including the Cities of Duarte, Sierra Madre, Glendora, Monrovia, and Temple City. In addition to performing services under the City’s Annual Tree Trimming Grid and Tree Removal and Replacement programs, WCA has provided the City with access to its proprietary tree inventory and management software, ArborAccess. The software maintains detailed information on more than 15,300 City trees, including tree species, size, condition, location, and maintenance history. This comprehensive tree inventory and data management system has been a valuable resource for the PWSD in assessing the overall condition of the City’s urban forest, responding to service requests, and documenting information relevant to potential insurance claims. ENVIRONMENTAL ANALYSIS The proposed contract with WCA does not constitute a project under the California Environmental Quality Act (“CEQA”), as it can be seen with certainty that it will have no impact on the environment. FISCAL IMPACT All work is performed on a time and materials basis and WCA is only paid for work Contract for Annual Tree Trimming Services October 6, 2026 Page 4 of 4 performed. The contract is split over two fiscal years, beginning January 2027 and ending January 2028. Funds in the amount of $425,000 are budgeted in the Fiscal Year 2026-27 Operating Budget. Additionally, the Fiscal Year 2026-27 Capital Improvement Program Budget includes $50,000 for the Annual Tree Removal and Replacement Program. RECOMMENDATION It is recommended that the City Council determine that the proposed action is not a project subject to the California Environmental Quality Act (“CEQA”); and approve, authorize, and direct the City Manager to execute a contract with West Coast Arborists, Inc. for annual tree trimming services, tree removal, and replacement in the amount of $451,547, with the option of two one-year extensions. It is further recommended that the City Council delegate the authority to approve future extensions under this agreement to the City Manager, without having to return to the City Council for subsequent approval, provided that any changes to the financial terms stay within standard inflationary limits. Attachments: Proposed Contract City of La Verne Tree Trimming and Arborist Services Request for Proposal La Verne Agenda Report – Award to WCA CITY OF ARCADIA ANNUAL TREE TRIMMING MAINTENANCE SERVICES BETWEEN CITY OF ARCADIA AND WEST COAST ARBORISTS, INC. CONTRACT Contract - 1 CONTRACT FOR THE CITY OF ARCADIA This CONTRACT, No. ________ is made and entered into this ____ day of _______, ______, by and between City of Arcadia, sometimes hereinafter called “City,” and West Coast Arborists, Inc., sometimes hereinafter called “Contractor.” WITNESSETH: That the parties hereto have mutually covenanted and agreed, and by these presents do covenant and agree with each other as follows: A. SCOPE OF WORK. The Contractor shall perform all Work within the time stipulated in the Contract, and shall provide all labor, materials, equipment, tools, utility services, and transportation to complete all of the Work required in strict compliance with the Contract Documents as specified in Article 5, below, for the following Project: ANNUAL TREE TRIMMING MAINTENANCE SERVICES The Contractor and its surety shall be liable to the City for any damages arising as a result of the Contractor’s failure to comply with this obligation. B. TIME FOR COMPLETION. Time is of the essence in the performance of the Work. The Work shall be commenced on the date stated in the City’s Notice to Proceed. The Contractor shall complete all Work required by the Contract Documents within 365 calendar days from the commencement date stated in the Notice to Proceed. By its signature hereunder, Contractor agrees the time for completion set forth above is adequate and reasonable to complete the Work. C. CONTRACT PRICE. The City shall pay to the Contractor as full compensation for the performance of the Contract, subject to any additions or deductions as provided in the Contract Documents, and including all applicable taxes and costs, the sum of FOUR HUNDRED FIFTY- ONE THOUSAND, FIVE HUNDRED FORTY-SEVEN DOLLARS AND NO CENTS ($451,547.00). Payment shall be made as set forth in the General Conditions. D. LIQUIDATED DAMAGES. In accordance with Government Code section 53069.85, it is agreed that the Contractor will pay the City the sum set forth in Special Conditions, Article 1.11 for each and every calendar day of delay beyond the time prescribed in the Contract Documents for finishing the Work, as Liquidated Damages and not as a penalty or forfeiture. In the event this is not paid, the Contractor agrees the City may deduct that amount from any money due or that may become due the Contractor under the Contract. This Article does not exclude recovery of other damages specified in the Contract Documents. E. COMPONENT PARTS OF THE CONTRACT. The “Contract Documents” include the following: Notice Inviting Bids Instructions to Bidders Bid Form Bid Bond Designation of Subcontractors Information Required of Bidders Non-Collusion Declaration Form Iran Contracting Act Certification Public Works Contractor Registration Certification Performance Bond Contract - 2 Payment (Labor and Materials) Bond General Conditions Special Conditions Technical Specifications Addenda Plans and Drawings Standard Specifications for Public Works Construction “Greenbook”, latest edition, Except Sections 1-9 Applicable Local Agency Standards and Specifications, as last revised Approved and fully executed change orders Any other documents contained in or incorporated into the Contract The Contractor shall complete the Work in strict accordance with all of the Contract Documents. All of the Contract Documents are intended to be complementary. Work required by one of the Contract Documents and not by others shall be done as if required by all. This Contract shall supersede any prior agreement of the parties. F. PROVISIONS REQUIRED BY LAW AND CONTRACTOR COMPLIANCE. Each and every provision of law required to be included in these Contract Documents shall be deemed to be included in these Contract Documents. The Contractor shall comply with all requirements of applicable federal, state and local laws, rules and regulations, including, but not limited to, the provisions of the California Labor Code and California Public Contract Code which are applicable to this Work. G. INDEMNIFICATION. Contractor shall provide indemnification and defense as set forth in the General Conditions and subsections below. (a) Defense, Indemnity and Hold Harmless. Consultant shall defend, indemnify and hold harmless the City, its present and former officers, directors, employees, agents, volunteers, mayor, staff, boards, committee and representatives, as broadly interpreted (collectively, the “Indemnified Parties”), of and from all claims, suits, demands, obligations, losses, damages, sums or any other matters, threatened or presently asserted, including but not limited to all legal fees, costs of defense and litigation expenses (including legal fees, expert fees and any other costs or fees, including those of adverse parties imposed on or sought against the indemnified Parties), arising directly or indirectly out of any liability or claims of loss or liability for personal injury, bodily injury to persons, contractual liability, errors or omissions, breach, failure to perform, damage to or loss of property, or any other loss, damage, injury or other claim of any kind or nature arising out of the actions, omissions to act, negligence, intentional conduct or other activities of Consultant and/or Consultant’s officers, agents, independent contractors, subcontractors or affiliated or related entities and/or its or their employees, agents and representatives. (b) Contractual Indemnity. To the fullest extent permitted under California law, Consultant shall indemnify, defend and hold harmless the Indemnified Parties from and against any liability (including liability for claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses, amounts for good faith settlement, or costs of any kind, whether actual, alleged or threatened, including attorney’s fees and costs, court costs, interest, defense costs, and expert witness fees and costs), arising out of or related to, in whole or in part, the performance Contract - 3 of this Agreement by Consultant or by any individual or entity for which Consultant is legally liable, including but not limited to Consultant’s officers, agents, independent contractors, subcontractors or affiliated or related entities and/or its or their employees, agents and representatives, including any and all actions, omissions to act, negligence, intentional conduct or other activities. Indemnification shall include any claim that Consultant or Consultant’s employees or agents, are or may be considered and treated to be employees of the City or are entitled to any employee benefits from City, including but not limited to those available under Public Employees Retirement Law. The obligation to indemnify, defend and hold harmless the Indemnified Parties shall apply to all liability as defined above regardless of whether the Indemnified Parties were or are alleged to have been actively or passively negligent, except that it shall not apply to claims arising from the sole negligence or willful intentional misconduct of the indemnified Parties. (c) Subcontractors and Indemnification. Consultant agrees to and shall obtain executed indemnity agreements in favor of the Indemnified Parties with provisions identical to those set forth from each and every subcontractor, sub consultant or other person or entity involved by, for, with, or on behalf of Consultant in the performance of any aspect of this Agreement. In the event Consultant fails to obtain such indemnity obligations, Consultant shall be fully responsible for each and every subcontractor, sub consultant or other person or entity in terms of defense, indemnity and hold harmless obligations in favor of the Indemnified Parties. This obligation to indemnify and defend the Indemnified Parties is binding on the successors, assigns or heirs of Consultant and shall survive the full performance or termination of this Agreement. These indemnification provisions are independent of and shall not in any way be limited or superseded by the insurance requirements and insurance-related provisions of this Agreement. (d) City Lost or Damaged Property – Theft. Consultant further agrees to pay or cause to be paid for the Indemnified Parties’ benefit for any and all damage, fines or penalties, or loss or theft to the property of the City arising out of or related in any way to the actions, omissions to act, negligence, intentional conduct or other Consultant activities and/or activities of Consultant’s officers, agents, independent contractors, subcontractors or affiliated or related entities and/or its or their employees, agents and representatives, whether such actions, omissions to act, negligence or intentional conduct is or was authorized by this Agreement or not. City assumes no responsibility whatsoever for any property placed on the premises of City. Consultant further agrees to waive all rights of subrogation against the Indemnified Parties. (e) Non-Waiver and Non-Exhaustion of City’s Further Rights and Remedies. No aspect of this provision shall in any way limit or effect the rights of the Indemnified Parties against the Consultant under the terms of this Agreement or otherwise. The indemnification provisions shall apply regardless of whether this Agreement is executed after Consultant begins the work and shall extend to claims arising after this Agreement is performed or terminated, including a dispute as to the termination of Contractor. The indemnity obligations of Contractor shall continue until it is determined by final judgment that the claim against the City and any Indemnified Parties is determined by final judgment and after exhaustion of any rights of appeal. Contract - 4 (f) Limitations on Scope of Indemnity. Notwithstanding the foregoing, Consultant shall not be responsible for indemnification for claims or losses caused solely by the negligence or intentional wrongdoing of Indemnified Parties. Further, the indemnity provided shall be interpreted as broadly as permitted under California law and as to agreements between parties, and shall if required be reformed to be consistent with those laws to protect and save this provision for the protection of City and Indemnified Party. (g) Indemnification Independent of Insurance. These indemnification provisions are independent of and shall not in any way be limited by the insurance requirements of this Agreement. City approval of the insurance required by this Agreement does not in any way relieve the Consultant from liability under this section. H. PREVAILING WAGES. Contractor shall be required to pay the prevailing rate of wages in accordance with the Labor Code which such rates shall be made available at the City’s Administrative Office or may be obtained online at dir.ca.gov and which must be posted at the job site. [REMAINDER OF PAGE LEFT INTENTIONALLY BLANK] Contract - 5 IN WITNESS WHEREOF, this Contract has been duly executed by the above-named parties, on the day and year above written. CITY OF ARCADIA By: Dominic Lazzaretto City Manager WEST COAST ARBORISTS, INC. By: Signature Print Name and Title Attest: By: City Clerk By: Signature Print Name and Title Approved as to Form: Michael J. Maurer City Attorney (CONTRACTOR’S SIGNATURE MUST BE NOTARIZED AND CORPORATE SEAL AFFIXED) Contract - 6 Notary Acknowledgment A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document. STATE OF CALIFORNIA COUNTY OF ______________ On , 20___, before me, _______________________________, Notary Public, personally appeared , who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. Signature of Notary Public OPTIONAL Though the information below is not required by law, it may prove valuable to persons relying on the document and could prevent fraudulent removal and reattachment of this form to another document. CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT  Individual  Corporate Officer Title(s) Title or Type of Document  Partner(s)  Limited  General Number of Pages  Attorney-In-Fact  Trustee(s)  Guardian/Conservator Date of Document  Other: Signer is representing: Name Of Person(s) Or Entity(ies) Signer(s) Other Than Named Above Contract - 7 Notary Acknowledgment A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document. STATE OF CALIFORNIA COUNTY OF ______________ On , 20___, before me, _______________________________, Notary Public, personally appeared , who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. Signature of Notary Public OPTIONAL Though the information below is not required by law, it may prove valuable to persons relying on the document and could prevent fraudulent removal and reattachment of this form to another document. CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT  Individual  Corporate Officer Title(s) Title or Type of Document  Partner(s)  Limited  General Number of Pages  Attorney-In-Fact  Trustee(s)  Guardian/Conservator Date of Document  Other: Signer is representing: Name Of Person(s) Or Entity(ies) Signer(s) Other Than Named Above