REPORT TO COUNCIL
SUBJECT
Title
Action on Amendments to Agreements with West Coast Arborists, Inc. for City Tree Maintenance and Tree Planting Services and an Agreement with BrightView Landscape Services, Inc. for Secondary Tree Maintenance Services
Report
BACKGROUND
The City of Santa Clara (“City”) maintains approximately 16,500 trees through the Department of Public Works (“DPW”) Streets Division Tree maintenance program and the DPW Parkways and Boulevards program. The Parks & Recreation Department is responsible for maintaining all the trees in City parks. All of these trees are located along public streets and within park facilities and open spaces. Regular tree maintenance is necessary to protect public safety, maintain required clearances for streets, sidewalks, and structures, preserve the health and condition of City trees, and reduce the risk of damage associated with diseased, damaged, or fallen trees.
The City’s tree maintenance program includes programmed and on-demand pruning; tree and palm pruning; tree removal and stump grinding; and emergency response for damaged or downed trees resulting from storms or other unforeseen events.
DISCUSSION
On March 18, 2026, the City issued a Request for Proposals (RFP) for tree maintenance services using the City’s e-procurement system. The RFP grouped the services into two packages as described below, and vendors were allowed to submit proposals on one or both packages.
• Package A included tree pruning, removal/stump grinding, and emergency tree services.
• Package B included tree planting only.
Eleven proposals were received from the following firms:
• Bay Area Tree Specialists
• Brightview Landscape Services, Inc.
• Community Tree Service, LLC
• Davey Tree
• EMTS, Inc.
• Julian Tree Care Inc
• Mariposa Tree Management Inc.
• Miabella Expert Tree Service Inc.
• New Image Landscape Company
• The Professional Tree Care Company
• West Coast Arborists, Inc.
Proposals for both service packages were evaluated by a three-member review panel consisting of staff from DPW and the Parks & Recreation Department. Proposals were evaluated using the criteria established in the RFP, including experience, technical capability and approach to meeting the City’s requirements, and cost. West Coast Arborists, Inc. (West Coast Arborists) received the highest score for both Package A and Package B.
Following completion of the evaluation process, staff initially executed agreements with West Coast Arborists for Package A and Package B under the City Manager’s delegated authority of $250,000. Each agreement was executed with an initial one-year term from August 1, 2026, through July 31, 2027, with six additional one-year options to extend through July 31, 2033. The initial agreements were executed to maintain continuity of tree maintenance, removal, stump grinding, planting, and emergency response services while staff obtained City Council authorization for the additional compensation anticipated over the full term of the agreements.
Staff now recommends amending the agreements with West Coast Arborists to adjust the maximum compensation consistent with the City’s anticipated operational needs and entering into an agreement with Brightview Landscape Services, Inc. (Brightview) for Package A to provide secondary contractor capacity when needed. The secondary contractor will provide additional resources during emergencies, major storm events, or other circumstances when service needs exceed the primary contractor’s capacity, reducing the risk of service delays or interruptions and supporting timely protection of public safety, mobility, and City assets.
The proposed Brightview agreement will have the same initial one-year term and six additional one-year options as the West Coast Arborists agreements, for a total potential term through July 31, 2033.
Table 1 below provides a summary of the estimated costs under the agreements. A 20% contingency is included to account for unanticipated needs and potential increases in service demand over the term of the agreements.
Table 1 - Cost Summary
|
Package A |
|
Term |
West Coast Arborists |
Brightview |
Total |
|
Initial 1-Year Term |
$1,585,600 |
$200,000 |
$1,785,600 |
|
Option Year 1 |
$1,664,880 |
$210,000 |
$1,874,880 |
|
Option Year 2 |
$1,748,124 |
$220,500 |
$1,968,624 |
|
Option Year 3 |
$1,835,530 |
$231,525 |
$2,067,055 |
|
Option Year 4 |
$1,927,307 |
$243,101 |
$2,170,408 |
|
Option Year 5 |
$2,023,672 |
$255,256 |
$2,278,928 |
|
Option Year 6 |
$2,124,856 |
$268,019 |
$2,392,875 |
|
Package A Total |
$12,909,969 |
$1,628,401 |
$14,538,370 |
|
|
|
|
|
|
Package B |
|
Term |
West Coast Arborists |
Total |
|
Initial 1-Year Term |
$100,000 |
$100,000 |
|
Option Year 1 |
$105,000 |
$105,000 |
|
Option Year 2 |
$110,250 |
$110,250 |
|
Option Year 3 |
$115,763 |
$115,763 |
|
Option Year 4 |
$121,551 |
$121,551 |
|
Option Year 5 |
$127,629 |
$127,629 |
|
Option Year 6 |
$134,010 |
$134,010 |
|
Package B Total |
|
$814,203 |
|
Total (Packages A and B) |
$15,352,573 |
|
Contingency (20%) |
$3,070,515 |
|
Total Not-to-Exceed Maximum Compensation |
$18,423,088 |
Upon City Council approval, staff will execute Amendment No. 1 to the existing Package A and Package B agreements with West Coast Arborists to adjust the maximum compensation under each agreement. For Package A, Amendment No. 1 will increase the maximum compensation for the initial one-year term from $250,000 to $1,585,600 to cover the City’s anticipated needs. For Package B, Amendment No. 1 will decrease the maximum compensation for the initial one-year term from $250,000 to $100,000 based on anticipated needs. Maximum compensation under the agreements will be increased in subsequent option years, as needed, up to the amounts authorized by the City Council, as reflected in Table 1. Staff will also execute the Package A agreement with Brightview.
Pricing is fixed for the first year. Thereafter, the contractors may request rate adjustments no more than once annually. Option Years 1 through 6 assume an annual price increase of 5% as shown in the above Table 1 for budgeting purposes (actual increases will depend on the consumer price index). Any proposed rate adjustment is subject to approval by the City, must be substantiated to the satisfaction of the City, and tied to an applicable market price index.
To provide flexibility in meeting the City’s tree maintenance needs, staff further requests authority to allocate the authorized funding among the three agreements, as needed, provided that total expenditures do not exceed the aggregate maximum compensation of $18,423,088 over the seven-year term.
Prevailing wage requirements are included in these agreements.
ENVIRONMENTAL REVIEW
The action being considered is exempt from the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15301 “Existing Facilities,” as the activity consists of the repair, maintenance or minor alteration of existing facilities involving no or negligible expansion of the use beyond that presently existing.
FISCAL IMPACT
Funding for these agreements is split between the capital improvement program budget and operating budget. In the Streets and Highways Capital Fund, approximately $0.8 million is available in the Street Tree Services project and Tree Replacement project. In the Parks and Recreation Capital Fund, approximately $0.3 million is budgeted in the Parks Improvement and Repairs project. The remaining funding is available under the Parkways & Boulevards Street Tree and Landscape Maintenance programs in the Department of Public Works’ General Fund operating budget. Capital funding for street tree services will be transitioning to the Public Works’ operating budget in FY 2027/28. Funding for future option years is subject to City Council appropriations. The Parks & Recreation Department and the Department of Public Works will establish separate purchase orders for services. The Parks and Recreation Department’s purchase orders shall be subject to an annual not-to-exceed limit of $250,000 for services.
COORDINATION
This report has been coordinated with the Parks & Recreation Department, Finance Department, and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Authorize the City Manager or designee to execute Amendment No. 1 to the agreement with West Coast Arborists, Inc. for Package A (tree pruning, tree removal, stump grinding, and emergency tree services) to increase the maximum compensation from $250,000 to an amount not to exceed $1,585,600 for the initial term through July 31, 2027, subject to the appropriation of funds and the review and approval as to form by the City Attorney;
2. Authorize the City Manager or designee to execute Amendment No. 1 to the agreement with West Coast Arborists, Inc. for Package B (tree planting services) to decrease the maximum compensation from $250,000 to an amount not to exceed $100,000 for the initial term through July 31, 2027, subject to the appropriation of funds and the review and approval as to form by the City Attorney;
3. Authorize the City Manager or designee to negotiate and execute an agreement with BrightView Landscape Services, Inc. for Package A (tree pruning, tree removal, stump grinding, and emergency tree services) for an initial term through July 31, 2027, with a maximum compensation not to exceed $200,000, subject to the appropriation of funds and the review and approval as to form by the City Attorney; and
4. Authorize the City Manager or designee to take all actions necessary to implement and administer the agreements with West Coast Arborists, Inc. and BrightView Landscape Services, Inc., including negotiating and executing amendments to: (a) exercise up to six option years to extend the term through July 31, 2033; (b) add or delete services within the scope of the agreements; (c) implement rate adjustments as provided in the agreements; (d) increase or reallocate compensation among the three agreements, provided that the aggregate maximum compensation for all three agreements does not exceed $18,423,088; and (e) make de minimis changes; subject to the appropriation of funds and the review and approval as to form by the City Attorney.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Jovan Grogan, City Manager
ATTACHMENTS
1. West Coast Arborists Inc. Agreement (Tree Planting)
2. West Coast Arborists Inc. Agreement (Tree Pruning, Removal, Stump Grinding, and Emergencies)
3. BrightView Landscape Services, Inc. Agreement (Tree Pruning, Removal, Stump Grinding and Emergencies)