Consent-General Government # 14.
Board of Supervisors
Financial Services
- Meeting Date:
- 03/08/2022
- Brief Title
- West Coast Arborist Contracts
From:
Tom Haynes, Interim Chief Financial Officer, Department of Financial Services
Staff Contact:
Ryan Pistochini, Manager of Procurement, Department of Financial Services, x8218
Supervisorial District Impact:
Subject
Authorize the County Purchasing Agent to enter into new contracts and amend existing contracts with West Coast Arborists in a cumulative amount not to exceed $400,000 for the fiscal year ending June 30, 2022. (No general fund impact) (Haynes/Pistochini)
Recommended Action
Authorize the County Purchasing Agent to enter into new contracts and amend existing contracts with West Coast Arborists in a cumulative amount not to exceed $400,000 for the fiscal year ending June 30, 2022.
Strategic Plan Goal(s)
 |
In Support of All Goals |
Reason for Recommended Action/Background
The Community Services, County Administrator, and General Services departments all utilize West Coast Arborists to perform tree trimming services in county right-of-ways, on/near levees, county parks and on county building sites. Each department maintains their own small value contracts with West Coast Arborists. Departments will add additional tasks from time-to-time that were not captured in the contracts. Due to an increase of county activity this fiscal year, the cumulative total of all contracts exceeds the total maximum amount that the County's Purchasing Agent can sign with the vendor. This cumulative maximum amount the Purchasing Agent can approve is $200,000 per fiscal year. To facilitate the administration of several existing contracts, the Board is asked to authorize the Purchasing Agent to sign contracts not to exceed a cumulative maximum of $400,000 for this fiscal year. For the upcoming fiscal year, the County's Purchasing Agent will bring forth a consolidated contract for the Board's consideration.
Current contracts with West Coast Arborists with the current fiscal year amounts are as follows:
1) General Service Department, #3708, $140,000 (Parks & County Facilities)
2) Community Services Department, #3618, $105,000 (County Roads)
3) County Administrator's Office, #4200, $86,800 (Cache Creek and Knights Landing levees)
Current contracts with West Coast Arborists with the current fiscal year amounts are as follows:
1) General Service Department, #3708, $140,000 (Parks & County Facilities)
2) Community Services Department, #3618, $105,000 (County Roads)
3) County Administrator's Office, #4200, $86,800 (Cache Creek and Knights Landing levees)
Collaborations (including Board advisory groups and external partner agencies)
The Department of Financial Services coordinated with the County Counsel's Office, and the end-user departments of Department of Community Services, General Services Department, County Administrator's Office.
Competitive Bid Process/Vendor Performance
In 2020, the County conducted a formal Request for Proposals for tree-trimming and removal services. Five proposals were received and a one year contract with an option to renew for three additional years was awarded to West Coast Arborists.
All using departments report satisfactory performance on their respective agreements.
All using departments report satisfactory performance on their respective agreements.
Fiscal Impact
Fiscal impact (see budgetary detail below)
Fiscal Impact (Expenditure)
- Total cost of recommended action:
- $ 400,000
- Amount budgeted for expenditure:
- $ 400,000
- Additional expenditure authority needed:
- $ 0
- One-time commitment:
- Yes
Source of Funds for this Expenditure
- Multiple
- $400,000
Further explanation as needed:
Each department utilizes their own budgeted funds for tree-trimming services and allocates the cost on a project by project basis. No additional appropriations are requested to support this recommended action. Departments must demonstrate to the Procurement Division that they have sufficient appropriations for each project prior to allowing West Coast Arborists to conduct the work.
Attachments
No file(s) attached.
Form Review
| Inbox | Reviewed By | Date |
|---|---|---|
| Tom Haynes | Ryan Pistochini | 01/04/2022 08:07 AM |
| Ryan Pistochini (Originator) | Ryan Pistochini | 02/28/2022 04:32 PM |
| Tom Haynes | Tom Haynes | 02/28/2022 04:36 PM |
| Financial Services | Tom Haynes | 02/28/2022 04:37 PM |
| County Counsel | Hope Welton | 02/28/2022 05:33 PM |
- Form Started By:
- Ryan Pistochini
- Started On:
- 01/04/2022 08:03 AM
- Final Approval Date:
- 03/01/2022