Title
Procurement and Contracts, a division of the Chief Administrative Office, recommending the Board:
1) Make findings that it is appropriate to engage an independent contractor to provide as needed and urgent or immediate arborist services, as Agreement 9764 requires specialty skills and qualifications not expressly identified in County classifications in accordance with County ordinance code 3.13.030 (B) and;
2) Authorize the Purchasing Agent to execute Amendment I to Agreement for Services 9764 with Eric S. Hill doing business as Hilltop Tree Service to increase compensation by $19,000 for an amended total amount of $99,858, with no change to the term of November 10, 2025, through November 9, 2028, to provide as needed and urgent or immediate arborist services at various County operated locations.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
On September 11, 2025, the Purchasing Agent executed Agreement for Services 9764 with Eric S. Hill doing business as Hilltop Tree for a three-year term covering the period of November 10, 2025, through November 9, 2028, and total compensation of $80,858. Services under this agreement include as needed and urgent or immediate arborist services including consultation on proper tree and plant care; tree and plant maintenance such as cabling, insect and disease control, and mistletoe removal; as well as tree and stump removal, chipping, and disposal of branches and limbs.
Due to a significantly higher volume of hazardous tree work than anticipated, the current Agreement for Services 9764 has reached its not-to-exceed amount of $80,858. While the County uses additional arborist resources when appropriate, continued access to this agreement is necessary to ensure timely response to hazardous tree conditions. Amendment I would increase compensation by $19,000, resulting in a revised total agreement amount of $99,858. There are no other changes to the agreement.
ALTERNATIVES
If the Board chooses not to approve this amendment, the County will have limited ability to address ongoing hazardous tree conditions in a timely manner. Work performed under this agreement has supported essential public safety needs, and additional funding is required to ensure continuity of these services. While the County has other arborist resources available, maintaining this agreement is important for meeting urgent tree-related needs efficiently.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Facilities Division, County Counsel, Human Resources Risk Management Division
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Agreement for Services No. 9764 is included in the FY 2026-27 budget. There is no change in budgeted Net County Cost.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Michele Weimer
Procurement and Contracts Manager