Consent-General Government # 20.
Board of Supervisors
General Services
- Meeting Date:
- 09/10/2024
- Brief Title
- Ratify third amendment with West Coast Arborist-Tree Trimming Contract
From:
Ryan Pistochini, Director, General Services Department
Staff Contact:
Sofia Mejia, Administrative Analyst, General Services Department, x5021
Supervisorial District Impact:
Countywide
Subject
Approve and authorize the Procurement Manager to sign the third amendment to Agreement No. 22-192 with West Coast Arborists, Inc. for tree trimming services for an additional $62,178 to increase the maximum contract amount for fiscal year 2023/2024 to an amount not to exceed $812,178. (No general fund impact) (Pistochini)
Recommended Action
- Approve third amendment to Agreement No. 22-192 with West Coast Arborists, Inc. for tree trimming services for an additional $62,178 to increase the maximum contract amount for fiscal year 2023/2024 to an amount not to exceed $812,178; and
- Authorize the Procurement Manager to sign the amendment.
Strategic Plan Goal(s)
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Sustainable Environment |
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Flourishing Agriculture |
Reason for Recommended Action/Background
On July 26, 2022, the Board approved an agreement with West Coast Arborists, Inc. for tree trimming services in the amount of $400,000. The County contracts for tree trimming services to occur in county rights-of-way, on/near county-maintained levees, within county parks and on county building sites. West Coast Arborists, Inc. was awarded a contract in 2020 pursuant to a competitive solicitation. Historically, each department maintained their own small value contract with West Coast Arborists, Inc. The Procurement Division developed a single master contract with West Coast Arborists, Inc. to consolidate all tree trimming needs of the departments.
On February 27, 2024, the Board approved a second amendment to the existing contract to increase the annual contract amount for fiscal year 2023-24 to an amount not to exceed $750,000 for the fiscal year. However, more work was performed than originally anticipated due to increased and ongoing needs throughout the County during this fiscal year, more specifically, the needs of the Department of Community Services was beyond what was originally anticipated in the contract. At this time, staff is recommending the Board to ratify a third amendment and authorize the Director of General Services to approve the amendment with West Coast Arborists, Inc. for an additional $62,178 for a total amount of $812,178 for unforeseen circumstance that resulted in additional invoicing at the end of the year of fiscal 2023-24. This amendment will allow the County to close out the existing contract and pay final bills.
The Department of Community Services 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.
On February 27, 2024, the Board approved a second amendment to the existing contract to increase the annual contract amount for fiscal year 2023-24 to an amount not to exceed $750,000 for the fiscal year. However, more work was performed than originally anticipated due to increased and ongoing needs throughout the County during this fiscal year, more specifically, the needs of the Department of Community Services was beyond what was originally anticipated in the contract. At this time, staff is recommending the Board to ratify a third amendment and authorize the Director of General Services to approve the amendment with West Coast Arborists, Inc. for an additional $62,178 for a total amount of $812,178 for unforeseen circumstance that resulted in additional invoicing at the end of the year of fiscal 2023-24. This amendment will allow the County to close out the existing contract and pay final bills.
The Department of Community Services 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.
Collaborations (including Board advisory groups and external partner agencies)
Department of Community Services, General Services Department and Department of Finance.
Competitive Bid Process/Vendor Performance
West Coast Arborists was selected pursuant to a competitive solicitation process. Over the past few years, the vendor has met the expectations of the County. A new solicitation was conducted earlier this calendar as part of a regular process to continually ensure the County is receiving fair pricing. The new contract resulting from this recent solication is being presented to the Board for consideration in a separate Board agenda item.
Fiscal Impact
No Fiscal Impact
Fiscal Impact (Expenditure)
- Total cost of recommended action:
- $ 62,178
- Amount budgeted for expenditure:
- $ 62,178
- Additional expenditure authority needed:
- $
- One-time commitment:
- Yes
Source of Funds for this Expenditure
- Natural Resources Funds
- $62,178
Further explanation as needed:
The funds needed were previously budgeted in the Department of Community Services, Natural Resources FY2023-24 budget.
Attachments
Form Review
| Inbox | Reviewed By | Date |
|---|---|---|
| Ryan Pistochini | Sofia Mejia | 08/15/2024 03:04 PM |
| Ryan Pistochini | Ryan Pistochini | 08/30/2024 10:29 AM |
| Financial Services | David Estrada | 08/30/2024 02:10 PM |
| County Counsel | Hope Welton | 08/30/2024 04:01 PM |
| Cindy Perez | Cindy Perez | 08/30/2024 04:38 PM |
- Form Started By:
- Sofia Mejia
- Started On:
- 08/15/2024 02:28 PM
- Final Approval Date:
- 08/30/2024