Council delays decision on city tree-maintenance contract after local firm raises concerns

Jason Pentiger, operations manager for West Coast Arborist, asked the City Council on June 17 to delay awarding contract C15 — the city’s municipal tree-maintenance contract — and extend the incumbent agreement while staff verifies the low bidder’s qualifications. Pentiger told council the apparent low bidder, Elite Maintenance, “has never completed a comprehensive municipal GIS tree inventory of this size or scope,” and that the firm’s nearest crews are more than an hour away, creating concerns about emergency response times.

Staff told council the bid-opening process had identified an apparent low bidder and that follow-up checks verified the firm met the bid specifications and had references from several regional agencies. Public works staff said Elite Maintenance had work history with entities such as Fresno Unified and the City of Roseville, and that their procurement checklist had been completed as required. Public works also noted the city’s procurement rules allow evaluation of responsiveness and responsibility after identifying the lowest apparent bidder.

Pentiger said West Coast Arborist has maintained Lodi’s urban forest for years, answered more than 90 after-hours emergency calls over the prior five years, and employs local crews: “We have 15 employees that reside in the city of Lodi,” he said, arguing that local emergency response capacity and institutional knowledge are material to the contract award. He urged council to extend the incumbent contract so staff can “fully evaluate the low bidder’s qualifications and actual capabilities.”

Council members pressed staff on the procurement history and local-preference rules. Staff reported the incumbent contract had been re-bid per council policy after five years and explained that the preparations included verifying license status and references for subcontractors. Council discussed whether the contract includes termination or “out” clauses if performance proves unsatisfactory; staff said standard termination and performance provisions are included.

After discussion, council agreed to continue C15 to the next regular meeting so staff can verify claims made tonight and return with additional documentation on the low bidder’s municipal tree-inventory experience, local crew locations and any recent performance issues. The council did not vote to award the contract and left the existing contract in place pending the additional review. The item will return with staff findings and any recommended contract safeguards.

What’s next: staff will verify Elite Maintenance’s municipal tree‑inventory experience and the geographic location of crews and return to council at the next meeting with findings and any recommended contract clarifications or conditions.