DATE: September 22, 2020
TO: Board of Supervisors
SUBMITTED BY: Steven E. White, Director
Department of Public Works and Planning
SUBJECT: Agreement for On-Call Tree Services with West Coast Arborists, Inc.
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute an Agreement with West Coast Arborists, Inc. for on-call tree services effective upon execution, not to exceed April 22, 2024, total not to exceed $450,000.
REPORT
Approval of the recommended action will allow the Department of Public Works and Planning (Department) to contract for on-call tree services throughout the County of Fresno. The recommended agreement utilizes rates negotiated by San Mateo County, (contract number 076576(1)). This item is countywide.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended action, the Department will be without a contract for on-call tree services, which limits the Department’s ability to expeditiously procure services for trees that may pose a road and safety hazard throughout the 3,485 miles of County maintained road segments.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. The maximum compensation for the recommended agreement is a lump sum of $450,000. Sufficient appropriations are included in the Department’s Road Org 4510 FY 2020-21 Recommended Budget and will be included in future budget requests for the term’s duration.
DISCUSSION:
On-call tree services include, but are not limited to, tree maintenance, pruning, removal, stump grinding, cabling, bracing, application of herbicide to trunks, arborist consulting and GPS tree inventory services, and other general tasks normally performed by a tree service contractor. Such services are necessary for the maintenance of County maintained road segments.
The Purchasing Manager is authorized to join with other public entities for collectively preparing specifications; requesting and receiving quotations or proposals for piggybacking purposes; and making an award to the lowest responsive, responsible bidder if the source selection method used is in compliance with the requirements of the Purchasing Manual. Purchasing may also use State of California Cooperative Purchasing Contracts if the items under a State contract meet the County's needs and if it is unlikely that a separate County bid would result in prices, terms and/or conditions that are more favorable. Contract buying groups are considered to take the place of competition if, in Purchasing's opinion, it is in the best interest of the County.
On February 13, 2019, the San Mateo County Parks Department released a Request for Proposals (RFP) seeking qualified contractors to provide 17 types of on-call professional construction services, one of which included tree pruning, tree removal, and other related services. Upon closing of the RFP process, and based on a detailed review of all 26 proposals received, the San Mateo County Parks Department selected 13 firms to provide 8 of the desired on-call professional construction services. 3 vendors were awarded tree pruning and removal services, they include Community Tree Service, Inc., Arboricultural Specialties, Inc., and West Coast Arborists, Inc. On April 23, 2019, San Mateo County executed individual agreements with the vendors. The competitive bidding process of San Mateo County has been reviewed and has been found to be sufficient and in compliance with the requirements of the Purchasing Manual. ISD Purchasing has reviewed and approved this agreement.
The Department of Public Works and Planning, Road Maintenance Division, Fresno County contacted the three (3) firms to inquire about their capability to provide services in Fresno County at the rates and terms specified in the San Mateo County agreements. West Coast Arborists, Inc. was the only vendor with a business location in Fresno County.
The Department is recommending piggybacking off the San Mateo County Parks Department contract number 076576(1) and entering into a contract with West Coast Arborists, Inc., using the negotiated rates and some other terms from the San Mateo County contract, with an effective date of September 22, 2020 for a one (1) year seven (7) months base term and a potential twenty-four (24) month extension, expiration not to exceed April 22, 2024, for a maximum compensation of $450,000.
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Agreement
CAO ANALYST:
Samantha Buck