HomeMy WebLinkAboutAgreement - West Coast Arborists - 21PW1044-5 - 6th Amendment - Tree Maintenance Services - Signed 2026-09-02.pdfCity of Gilroy
Agreement/Contract Tracking
Today’s Date:
August 28, 2026 Your Name: Sheila Castillo
Contract
Type:
Services over $5k - Contractor -
NO ENG OR DESIGN
Phone Number: 408-846-0569
Contract Effective Date:
(Date contract goes into effect)
8/18/2021
Contract Expiration Date: 12/31/2026
Contractor / Consultant Name
and Address:
West Coast Arborists
Contract Subject:
(no more than 100 characters)
Sixth Amendment to Agreement for Tree Maintenance Services, total not to
exceed $2,399,779
Contract Amount:
(Inclusive of Orig. and all
amendment amounts)
$2,399,779
By submitting this form, I confirm
this information is complete:
☒ Procurement method per City Purchasing Policy followed
(including Special Policies such as Local Vendor Preference and
Wage Theft)
☒ AB339, Bargaining Group was notified on N/A
(Write ‘N/A’ if not applicable)
☒ Item is budgeted in Org/Obj 1005520-51630
☒ Terms of the agreement (start date and completion dates or “until
project completion”, cap of compensation to be paid)
☒ Scope of Services, Terms of Payment, Milestone Schedule and
exhibit(s) attached
☒ W-9 (Taxpayer ID or SS#) and Contractor License # if applicable
☒ Insurance (Certificate and Endorsement Pages)
☒ Contractor/Consultant signature, name and title
☐ City Administrator or Department Head Name, City Clerk (Attest),
City Attorney (Approved as to Form) Current step, in progress
Routing Steps for Electronic Signature
Department Head
Risk Manager
City Attorney Approval As to Form
City Administrator (if needed)
Docusign Envelope ID: D15FC342-97EB-8152-800B-5FB5E73DA345
City Clerk Attestation
Docusign Envelope ID: D15FC342-97EB-8152-800B-5FB5E73DA345
Term
3-Quote Form
Request for Proposal (RFP)
Bid
Cooperative Contract
Piggyback
Single Source
Sole Source
Public Works *
Only one supplier exists for this good or service. How will I justify the purchase from this supplier?
New construction, alteration, major repair or improvement of any public structure, building, road or other public
improvement including drainage, water, sewer systems, lighting and signaling systems. Excludes maintence
required to preserve public improvement .
Definition
What is the best price I can find by soliciting three different quotes?
Here is what we wish to accomplish, the qualifications, specifications, time frames, and other requirements. How
would you complete the job for us and at what price?
Here is exactly what we need to have done, the qualifications, specifications, time frames, and requirements that
must be met. What is the price?
Is there an existing contract that has been awarded as the result of a competitive procurement process that can
meet our needs?
Using another agency's already negotiated pricing and terms to purchase goods/service
There are multiple suppliers for this, but how can I justify purchasing from just one that I select without competition
required by the municipal code?
Dollar Threshold $0 - $4,999 $5,000 - $49,999 $50,000 - $99,999 $100,000 +under $220K
over $220K or
Design/Build
projects over
$1 mil
Purchasing Authority Staff Department Head City Adminstrator City Council City Council City Council
Procurement Method
quote is not needed
but dept is
encouraged to price
shop
3-quote form,
Informal RFP,
Cooperative,
Piggyback
Informal RFP,
Cooperative,
Piggyback
Formal BID,
RFP,
Cooperative,
Piggyback 3-quote form
Formal BID,
RFP, RFQ/P
Documentation needed Vendor invoice 3-quote form Informal RFP
Formal BID,
RFP 3-quote form
Formal BID,
RFP, RFQ/P
Obtain Bid, RFP, RFQ #
from Purchasing no no yes yes no yes
Advertisement required no no City website
City website
and newspaper no
City website and
newspaper
Lowest bid or best value
lowest bid or best
value with
justification
lowest bid or best
value with
justification best value lowest bid
lowest bid or
best value with
justification
lowest bid
(best value can
be used for
Design/Build)
Payment method
Pcard or check
request PO or Contract PO or Contract PO or Contract PO or Contract PO or Contract
Contract splitting into smaller components to determine a different purchase authority is NOT ALLOWED.
Public Works *Goods and Services (General and Professional)
City of Gilroy Procurement Quick Reference
Services with a value of $10,000 or more requires a written contract on City template.
This is not a substitute for the full Purchasing Policy
Docusign Envelope ID: D15FC342-97EB-8152-800B-5FB5E73DA345
-1- 4845-8215-5540v1 MDOLINGER\04706083
SIXTH AMENDMENT TO TREE MAINTENANCE SERVICES CONTRACT
WHEREAS, the City of Gilroy, a municipal corporation (“City”), and West Coast Arborist, Inc.
entered into that certain agreement entitled Tree Maintenance Services, effective on August 18, 2021,
hereinafter referred to as “Original Agreement”; and
WHEREAS, City and West Coast Arborist have determined it is in their mutual interest to amend
certain terms of the Original Agreement.
NOW, THEREFORE, FOR VALUABLE CONSIDERATION, THE PARTIES AGREE AS
FOLLOWS:
1. Article 1 (Term of Agreement) of the Original Agreement shall be amended to read as follows:
“This Agreement will become effective on August 18, 2021 and will continue in effect through
December 31, 2026, unless terminated in accordance with the provisions of Article 7 of this
Agreement.
Any lapse in insurance coverage as required by Article 5, Section D of this Agreement shall
terminate this Agreement regardless of any other provision stated herein.”
2. Article 1 (Term of Agreement) of the Original Agreement shall be amended to read as follows:
“In consideration for the services to be performed by CONTRACTOR, CITY agrees to pay
CONTRACTOR the amounts set forth in Exhibit “D” (“Payment Schedule”). In no event
however shall the total compensation paid to CONTRACTOR exceed $395,045 for year 1,
$406,897 for year 2, $419, 104 for year 3, $431,677 for year 4, $513,627 for year 5, and $233,429
for the remainder of this Agreement.
3. This Amendment shall be effective on August 17, 2026.
4. Except as expressly modified herein, all of the provisions of the Original Agreement shall remain
in full force and effect. In the case of any inconsistencies between the Original Agreement and this
Amendment, the terms of this Amendment shall control.
5. This Amendment may be executed in counterparts, each of which shall be deemed an original,
but all of which together shall constitute one and the same instrument.
IN WITNESS WHEREOF, the parties have caused this Amendment to be executed as of the
dates set forth besides their signatures below.
CITY OF GILROY WEST COAST ARBORIST, INC.
By: By:
[signature] [signature]
[employee name] [name]
[title/department] [title]
Date:
Docusign Envelope ID: 44915DF7-646B-84A6-819D-7A866B49F711
Vice president
Patrick Mahoney
8/25/2026
Docusign Envelope ID: D15FC342-97EB-8152-800B-5FB5E73DA345
City Administrator
Matt Morley
9/2/2026
-2- 4845-8215-5540v1 MDOLINGER\04706083
Date:
Approved as to Form ATTEST:
City Attorney City Clerk
Docusign Envelope ID: 44915DF7-646B-84A6-819D-7A866B49F711Docusign Envelope ID: D15FC342-97EB-8152-800B-5FB5E73DA345
Docusign Envelope ID: D15FC342-97EB-8152-800B-5FB5E73DA345
Docusign Envelope ID: D15FC342-97EB-8152-800B-5FB5E73DA345
-1- 4845-8215-5540v1
MDOLINGER\04706083
FOURTH AMENDMENT TO AGREEMENT WITH WEST COAST ARBORISTS, INC. TO
PROVIDE CITY TREE MAINTENANCE SERVICES
This Fourth Amendment to the Agreement for Services (“Fourth Amendment”) is made and
entered into as of August 18, 2025 (“Effective Date”), by and between the City of Gilroy, a California
municipal corporation (“CITY”), and West Coast Arborists, Inc. (“CONTRACTOR”).
WHEREAS, CITY and CONTRACTOR are parties to that certain Agreement for Services,
effective on August 18, 2021, hereinafter referred to as “Original Agreement”; and
WHEREAS, CITY and CONTRACTOR have determined it is in their mutual interest to amend
certain terms of the Original Agreement.
NOW, THEREFORE, in consideration of the mutual covenants and agreements set forth below
and for other valuable consideration, the receipt and adequacy of which is hereby acknowledged, the
parties hereto agree as follows:
1. Article 1 (Term of Agreement) of the Original Agreement shall be amended to read as follows:
“This Agreement will become effective on August 18, 2021 and will continue in effect through
August 18, 2026, unless terminated in accordance with the provisions of Article 7 of this
Agreement.
Any lapse in insurance coverage as required by Article 5, Section D of this Agreement shall
terminate this Agreement regardless of any other provision stated herein.”
2. This Amendment shall be effective on August 18, 2025.
3. Except as expressly modified herein, all of the provisions of the Original Agreement shall
remain in full force and effect. In the case of any inconsistencies between the Original Agreement and
this Amendment, the terms of this Amendment shall control.
4. This Amendment may be executed in counterparts, each of which shall be deemed an original,
but all of which together shall constitute one and the same instrument.
IN WITNESS WHEREOF, the parties have caused this Amendment to be executed as of the
dates set forth besides their signatures below.
CONTRACTOR:
WEST COAST ARBORISTS, INC.
CITY:
CITY OF GILROY
By: By:
[signature] [signature]
Patrick Mahoney Brad Kilger
[employee name] [name]
President Interim City Administrator
[title/department] [title]
Date: Date:
Docusign Envelope ID: D15FC342-97EB-8152-800B-5FB5E73DA345
-2- 4845-8215-5540v1
MDOLINGER\04706083
Approved as to Form: Attest:
City Attorney City Clerk
Docusign Envelope ID: D15FC342-97EB-8152-800B-5FB5E73DA345
Docusign Envelope ID: 32049FD1-A998-4E3A-839D-EDAE37F1CD63
7/17/2024
Docusign Envelope ID: D15FC342-97EB-8152-800B-5FB5E73DA345
Docusign Envelope ID: 32049FD1-A998-4E3A-839D-EDAE37F1CD63Docusign Envelope ID: D15FC342-97EB-8152-800B-5FB5E73DA345
DocuSign Envelope ID: A7DE3697-07AC-44A5-8875-D0E86494E844
9/8/2023
Docusign Envelope ID: D15FC342-97EB-8152-800B-5FB5E73DA345
DocuSign Envelope ID: A7DE3697-07AC-44A5-8875-D0E86494E844Docusign Envelope ID: D15FC342-97EB-8152-800B-5FB5E73DA345
DocuSign Envelope ID: 7E792FB8-156D-4F32-A9D4-5B00F9857E98
8/12/2022
Docusign Envelope ID: D15FC342-97EB-8152-800B-5FB5E73DA345
-2- 4845-8215-5540v1 MDOLINGER\04706083
Approved as to Form: Attest:
City Attorney City Clerk
DocuSign Envelope ID: 7E792FB8-156D-4F32-A9D4-5B00F9857E98Docusign Envelope ID: D15FC342-97EB-8152-800B-5FB5E73DA345
DocuSign Envelope ID: 744D36BE-9A3B-4D2B-9B2D-50055F2F0B11Docusign Envelope ID: D15FC342-97EB-8152-800B-5FB5E73DA345
DocuSign Envelope ID: 744D36BE-9A3B-4D2B-9B2D-50055F2F0B11Docusign Envelope ID: D15FC342-97EB-8152-800B-5FB5E73DA345
DocuSign Envelope ID: 744D36BE-9A3B-4D2B-9B2D-50055F2F0B11Docusign Envelope ID: D15FC342-97EB-8152-800B-5FB5E73DA345
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