DATE: December 17, 2024
TO: Board of Supervisors
SUBMITTED BY: Steven E. White, Director
Department of Public Works and Planning
SUBJECT: Agreement with Mario’s Tree Service Inc dba Landcare Tech
RECOMMENDED ACTION(S):
TITLE
Approve and authorize Chairman to execute an Agreement with Mario’s Tree Service Inc dba Landcare Tech to provide tree and shrub trimming services at the American Avenue and Southeast Regional Disposal Sites, effective upon execution, not to exceed five consecutive years, which includes a three-year base term and two optional one-year extensions, total not to exceed $244,374.
REPORT
Approval of the recommended Agreement with Mario’s Tree Service Inc, dba Landcare Tech will provide for tree and shrub trimming services at the American Avenue Disposal Site (AADS) and the Southeast Regional Disposal Site (SERDS). Maintenance of the landscape is a requirement of the Conditional Use Permit (CUP) for each of the sites. The recommended Agreement is for three years, with an option to renew for up to two additional one-year periods by mutual written consent. This item pertains to locations in District 1 and District 4.
ALTERNATIVE ACTION(S):
There is no viable alternative action. All tree and shrub trimming is performed during the dormancy period; November 1st through January 31st. The amount of trimming to be done during the dormancy period far exceeds what County staff could accomplish. Failure to maintain the landscape would be a violation of the terms of the CUP.
FISCAL IMPACT:
There is no Net County Cost associated with the recommended action. The Disposal Sites are maintained through the American Avenue Disposal Site Enterprise Org 9026 and the Southeast Regional Disposal Site Enterprise Org 9020. Sufficient appropriations are included in the current FY 2024-25 Adopted Budgets and will be included in future budget requests.
DISCUSSION:
The County is required to maintain the landscape at the American Avenue and the Southeast Regional Disposal Sites in accordance with the terms of the CUP. Additionally, tree and brush trimming is necessary in order to maintain access to groundwater monitoring wells and other regulatory-mandated equipment that monitors the sites to ensure compliance.
A scope of work was prepared by Department of Public Works and Planning (Department) staff and the Purchasing Division of the Department of Internal Services issued Request for Quotation (RFQ) No. 25-006 on July 24, 2024 and closed on August 22, 2024. The bidders provided a bid for Basic Services and an hourly rate for Extra Services. Three firms responded to the RFQ:
VENDORS BASIC FEE
Mario’s Tree Service Inc dba Landcare Tech:
$224,374.00
Happy Growing Landscaping and Tree Services LLC:
$776,250.00
Rising Green Inc:
$2,654,360.00
A cumulative allocation of $20,000 for Extra Services is incorporated into the agreement to address any unforeseeable circumstances, such as, fallen trees or limbs requiring removal or trees dying and requiring removal outside of the normal trimming season. The amount is determined by what has historically been required.
Department staff evaluated the qualifications and proposed fees. Landcare Tech has been deemed the lowest, most responsive, and responsible bidder whose quotation has been determined to be the most advantageous to the County.
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Agreement with Mario’s Tree Service Inc dba Landcare Tech
CAO ANALYST:
Salvador Espino