Report Prepared by: Jeff Frederick, Public Works Manager - Tax Services
Title
SUBJECT: Approval of a Service Agreement with West Coast Arborists, Inc., for Tree Pruning and Removal Services in Bellevue Ranch East, Bright Development, Bellevue Ranch West, University Park, Moraga Community Facilities Districts, Las Brisas, Fahrens Park II, La Bella Vista, Vista del Sol Maintenance Districts, and Other City Trees in a Total Amount not to Exceed $413,000
REPORT IN BRIEF
Considers approving a service agreement with West Coast Arborists, Inc., for tree pruning and removal services at various Community Facilities Districts and Maintenance Districts for a total amount not to exceed $413,000.
RECOMMENDATION
City Council - Adopt a motion:
A. Approving a service agreement with West Coast Arborists, Inc., in the amount not to exceed $413,000 for Tree Pruning and Removal Services; and,
B. Authorizing contract amendments not to exceed 10% of the total contract amount; and,
C. Authorizing the City Manager to sign the necessary documents.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Approve, subject to modifications as conditioned by City Council; or,
3. Refer to staff for reconsideration of specific items; or,
4. Deny.
AUTHORITY
Charter of the City of Merced, Section 200, et seq. and Section 3.04.120 of the Merced Municipal Code.
Services with an estimated value greater than $39,000.00 are made by written contract in accordance with Merced Municipal Code, Title 3 - Revenue and Finance, Chapter 3.04.
CITY COUNCIL PRIORITIES
As provided for in the 2025-26 Adopted Budget.
DISCUSSION
Staff solicited proposals from qualified firms to provide tree pruning and removal services with general arborist inspection and reporting services at various Community Facilities Districts (CFD), Maintenance Districts (MD), and other City tree locations.
Nine proposals were received by the submittal deadline of November 20, 2025. An evaluation committee was convened consisting of Public Works staff members including the Public Works Manager-Tax Services, Public Works Supervisor-Parks/Trees, and Landscape Coordinator. Each member rated the proposals on criteria including, but not limited to; project experience and understanding, overall approach, scope of work, completeness, and fee proposal. While pricing was a considered factor, it was not the only criteria used to evaluate proposals. The evaluation committee determined the proposal submitted by West Coast Arborists, Inc., to be in the best interest of the City based on the totality of the criteria listed above. Shown below is the overall ranking for each proposal submitted:
1. West Coast Arborists, Inc.
2. Grover Landscape Services
3. Arbor Works
4. United Pacific Service, Inc.
5. Elite Maintenance & Tree Services
6. Julian Tree Care, Inc.
7. T&S Tree Services, LLC
8. Rapid Response Force, LLC
9. West Coast Tree Services, Inc.
West Coast Arborists, Inc., (WCA) proposed fee schedule for completing the tree removal, tree pruning, and related tasks totals $609,146. This proposal was for all tree work needed, but due to limited funding, the contract is only being awarded for the total amount not to exceed $413,000 for the first year of the contract.
History and Past Actions
This item was brought to Council on January 20, 2026. Due to a protest submitted from United Pacific Service, Inc., on January 19, 2026, this item was pulled for further discussion and review. Staff reviewed the RFP process and the committee’s ranking and discussed the matter with the City Attorney’s Office and City Manager’s Office; staff identified that notice of the proposed award date was not provided to one proposer, and no additional procedural issues requiring corrective action were identified. The City Council retains discretion to select the proposal that best serves the public interest or to reject any or all proposals
IMPACT ON CITY RESOURCES
No appropriation of funds is needed. Funding for this agreement is available in the FY 25/26 adopted budget within MD and CFD funds as well as Measure Y.
ATTACHMENTS
1. Service Agreement
2. Location Map