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Council approves two-year amendment to West Coast Arborists contract totaling up to $2.92 million
Summary
The Mission Viejo City Council voted unanimously to approve a 30-second amendment to the city's tree-trimming contract with West Coast Arborists, extending services July 1, 2025'June 30, 2027, and authorizing up to $2,918,547 over two years. Council members debated competitive bidding and service continuity before the 5-0 vote.
The Mission Viejo City Council on May 20 unanimously approved a two-year amendment to its long-running tree-trimming contract with West Coast Arborists, authorizing up to $2,918,547 for the period July 1, 2025, through June 30, 2027, with a first-year purchase-order authorization of up to $1,434,835 pending adoption of the 2025'27 budget.
Assistant City Manager Jerry Hill summarized the staff recommendation, describing the scope (routine trimming, tree-inventory maintenance, after-hours emergency response and holiday lighting) and the contract's history, noting the city has worked with West Coast Arborists since 2007 and that the company offered a 2% annual increase that staff said is below regional CPI. Hill said the amendment uses one of the remaining two-year renewal options in the existing contract and that staff intends to prepare an RFP prior to the end of the renewal period if council elects not to renew further.
Public commenter Scott Griffin urged the council to send the work out to bid, warning that repeated renewals can create a de facto monopoly and could cost taxpayers. "You've not allowed any other company to look at your trees for 26 years," he said, asking the council to consider competitive procurement.
Council members responded by balancing cost and continuity. Several members praised West Coast Arborists' fast emergency response, experience with the city's inventory and community involvement. Council Member Kelly said the company is competitive on price and familiar with the city's trees; Council Member Vasquez agreed that soliciting bids in the future was reasonable. The motion to approve the amendment was made, seconded and carried 5-0.
The amendment also increases the insured aggregate general liability from $1 million to $20 million and maintains access to the Arbor Access inventory software, staff said. Staff noted contract protests were filed and that West Coast Arborists provided written responses, which staff reviewed with the city attorney before recommending approval.
The council directed staff to bring procurement options forward in the next renewal cycle and to account for unit-price adjustments, special projects and slope-rehabilitation work when setting future contract parameters.
