Approve agreement with West Coast Arborists for tree trimming services in an amount of $400,000 for a term of July 1, 2022 through June 30, 2023, with an option to extend this agreement for an additional maximum contract value of $400,000 through June 30, 2024. (No general fund impact) (Haynes/Pistochini)

Approve agreement with West Coast Arborists for tree trimming services in an amount of $400,000 for a term of July 1, 2022 through June 30, 2023, with an option to extend this agreement for an additional maximum contract value of $400,000 through June 30, 2024.

The County contracts for tree trimming services to occur in county right-of-ways, on/near county maintained levees, within county parks and on county building sites.  West Coast Arborists was awarded a contract in 2020 pursuant to a competitive solicitation.  Historically, each department maintained their own small value contract with West Coast Arborists.  The aggregate value of all the department contracts was within the Purchasing Agent's signature authority until this fiscal year.  The Board of Supervisors is required to approve contracts once the total amount contracted with a service contractor exceeds $200,000.  The Procurement Division developed a single master contract with West Coast Arborists to consolidate all tree trimming needs of the departments.  The Board is requested to approve this master contract to simplify contract administration for this fiscal year.  Approving this contract will allow the Purchasing Agent to expediently process work orders without each work order needing Board approval.

This contract contains an option to allow the County Purchasing Agent to extend the contract for one additional year through June 30, 2024 for an additional maximum contract amount of $400,000.

The Department of Financial Services' Procurement Division coordinated with using departments consisting of the Department of Community Services, General Services Department, and the County Administrator's Office - Emergency Services and Natural Resources Divisions.  This contract is approved as to form by the County Counsel's Office.

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.