Report Prepared by: Jeff Frederick, Public Works Manager - Tax Services
Title
SUBJECT: Approval of First Amendment to Agreement with West Coast Arborists, Inc., for Tree Pruning and Removal Services in Bellevue Ranch East, Bright Development, Bellevue Ranch West, University Park, Provance, University Park II, Moraga Community Facilities Districts, Village Landing, Maintenance District #1, Mansionette, Las Brisas, Fahrens Park II, La Bella Vista, Vista del Sol Maintenance Districts, and other City Trees
REPORT IN BRIEF
Considers approving a First Amendment to Services Agreement with West Coast Arborists for tree pruning and removal services in an amount not to exceed $413,000.00 annually at various Community Facilities Districts, Maintenance Districts, and other City locations.
RECOMMENDATION
City Council - Adopt a motion:
A. Approving a First Amendment to Services Agreement with West Coast Arborists, Inc., in the amount not to exceed $413,000 annually for Tree Pruning and Removal Services; through June 30, 2028, with the option to extend through June 30, 2031; and,
B. Authorizing the City Manager to sign the necessary documents and approval of future amendments or change orders up to 10% of the total contract cost.
Body
ALTERNATIVES
1. Approve as recommended by the Public Works Director; or,
2. Refer back to staff for further study; or,
3. Deny.
AUTHORITY
Professional Contractual services with an estimated value greater than $41,000, are made by written contract in accordance with Merced Municipal Code Section 3.04.120.
CITY COUNCIL PRIORITIES
As provided for in the 2026-27 Adopted Budget.
DISCUSSION
The City and West Coast Arborists, Inc. entered into an agreement dated February 3, 2026, to provide tree removal, tree pruning, and related tasks through June 30, 2028. The original agreement included the option of renewing the agreement through June 30, 2031.
City staff prepared the original agreement with the intent of the identified locations and approved amount of $413,000 being prescribed annually, not for the entirety of the contract. This is in alignment with the language in the Request for Proposals from which the contract was originally awarded. After the first year, future contract amendments and extensions to be negotiated through June 30, 2031, to allow for continued annual tree pruning and removal services as allowed in the adopted budget.
The proposed first amendment to the original contract allows for a total annual amount not to exceed $413,000 through June 30, 2028. This remains in alignment with the initial not to exceed amount identified in the original agreement. Accordingly, staff is recommending approval of an amendment to the original agreement that incorporates the substantive terms and conditions of the original agreement, except as specifically modified.
The proposed amendment terms and conditions are consistent with the original competitive solicitation, so no additional benefits or obligations are contemplated. The proposed amendment compensation schedule is provided in the Fiscal Year 2026-2027 adopted budget.
IMPACT ON CITY RESOURCES
Funding is provided in the Fiscal Year 2026-2027 Adopted Budget.
ATTACHMENTS
1. Proposed First Amendment to Services Agreement
2. Original Agreement
3. Request for Proposals