Consideration and Approval of Contract: City wide routine and emergency tree service on-call contracts with C's Tree Service, ArborWorks, and West Coast Arborists, Inc.
 

1. Approval of the City wide routine and emergency tree service on-call contracts with C's Tree Service, ArborWorks, and West Coast Arborists, Inc.; 
2. Authorize the City Manager to execute the necessary documents.

The City needs an accelerated contracting process for routine and emergency tree services. This includes tree limb trimming and cutting, tree felling, root system removal, trimming trees around utilities, and chipping services. These services are needed to maintain safety and efficiency for the Flagstaff Fire Department, Engineering and Capital Improvements, PROSE, Public Works, Sustainability, and Water Services.

On June 30, 2025, the City of Flagstaff initiated a Request for Statements of Qualification process to establish a qualified list of Contractors for on-call Routine and Emergency Tree Services to be utilized over a five (5) year period on an as-needed basis. Selection to this list does not guarantee a contract award or a specific volume of work. Individual project scopes will be assigned via separate task orders or Purchase Orders issued under the on-call contract. Each project will be governed by its own negotiated scope of work, schedule, and compensation.

Three qualifying proposals were reviewed, scored, and approved by staff (C's Tree Service, ArborWorks, and West Coast Arborists, Inc).

Routine and emergency tree services are implemented via available funding mechanisms, including general division budgets, bond funds (FWPP), and grants. This on-call contract will save staff time in project management and procurement. Divisions that have requested these on-call contracts are the Flagstaff Fire Department, Engineering and Capital Improvements, PROSE, Public Works, Sustainability, and Water Services. 
 

• Stormwater Maintenance 206-08-331-1257-0-4237
• Water Production Plant (drinking water treatment plant) 202-08-301-1022-0-4229
• Water Reclamation Plants (wastewater treatment plants)  203-08-311-1111-0-4208
• Water Distribution 202-08-303-1052-0-4290 (currently used for our Leak Detection program and will be asking for additional on-going funding, to support this contract)
• Wastewater Collections 203-08-313-1134-0-4237

There has not been previous City Council decision on this item.

1. The preferred option is to provide on-call contracts to C's Tree Service, Arborwokrs, and West Coast Arborists, Inc. 
2. A second option is to hire additional City staff and equipment to do the same amount of work.
3. A third option is to allow the routine tree services to be deferred while requiring City staff to implement all emergency services work. 

The City manages a significant number of projects that require routine and emergency tree services. These services support safety and operational needs for the Flagstaff Fire Department, Engineering and Capital Improvements, PROSE, Public Works, Sustainability, and Water Services. To streamline access to these services and reduce the need for repeated standalone procurements, Purchasing issued a Request for Statements of Qualifications (RSOQ) on June 30, 2025. Published July 3rd and July 17, 2025, in the Arizona Daily Sun. Selection to the list does not guarantee a specific volume of work, and individual scopes will be assigned through separate task orders issued under the on-call contracts.

The City received four submittals in response to the RSOQ. One submittal was deemed non-responsive for failing to meet the minimum submission requirements. The remaining three firms, ArborWorks, C’s Tree Service, and West Coast Arborists, Inc., were determined to be qualified submitters, and were evaluated by a staff selection committee. Based on these results, staff recommends entering into separate on-call contracts with all three firms to provide flexibility and capacity for routine and emergency tree service needs citywide.

Their scoring is as follows:

- ArborWorks - 514 / 600 
- C's Tree Service - 313 / 600
- West Coast Arborist - 493 / 600

High Performing Governance: Implement innovative local government programs, new ideas and best practices; be recognized as a model for others to follow 
Safe and Healthy Community: Ensure built environment is safe through the use of consistent standards, rules and regulations, & land use practices
Environmental Stewardship: Promote, protect & enhance a healthy, sustainable environment & its natural resources
Environmental Stewardship: Strengthen Flagstaff's resilience to climate change impacts on built, natural, economic, health, & social systems
Livable Community: Support the development of attainable and accessible housing
Livable Community: Achieve a well maintained community through comprehensive and equitable code compliance

Environmental Planning & Conservation -- Vision for the Future: In 2013, the long-term health and viability of our natural resource environment is maintained through strategic planning for resource conservation and protection.
Policy E&C.3.3 -- Invest in forest health and watershed protection measures. 
Policy E&C.6.1 -- Encourage public awareness that the region's ponderosa pine forest is a fire-dependent ecosystem and strive to restore more natural and sustainable forest composition, structure, and processes.
Policy E&C.6.3 -- Promote protection, conservation, and ecological restoration of the region's diverse ecosystem type and associated animals.
Policy E&C.6.2 -- Encourage all landowners and land management agencies to emphasize forest ecosystem restoration and catastrophic fire risk reduction for the lands under their respective jurisdictions.
Policy E&C.6.6 -- Support collaborative efforts for forest health initiatives or practices, such as the Four Forest Restoration Initiative (4FRI), to support healthy forests and protect our water system.
Policy E&C.10.2 -- Protect, conserve, and when possible, enhance and restore wildlife habitat on public land. 
Policy PF.3.1 -- Maintain high-quality effectiveness and efficiency in law enforcement, fire, and emergency services to the extent that is consistent with governmental operations, plans, public policies, population served, and monies available.

HF-1: Protect existing forests, resources, and meaningful open spaces.
HF-2: Restore and maintain the natural fire-adapted structure and pattern of the forests of the greater Flagstaff region through collaboration with partners.
HF-3: Educate the public on forest health and wildfire risk reduction.

Consolidating carbon stocks in fewer, larger trees reduces the risk of carbon loss from fire. The natural forest structure provides the best target for maintaining sustainable carbon stocks and ecological function.

These tree service contracts will support wildfire risk reduction activities that align with Connect 3.2: Encourage neighborhoods, housing types, and building practices that increase health.
Investing in wildfire risk reduction is the best way to mitigate public health impacts associated with undesirable wildfires. For example, air quality impacts and stress. 

These contracts align with the FFD 2023-2024 Strategic Plan service level goal: Reduce risks through Prevention & WFM efforts.