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Agenda Item
ASR
Control 24-000483 |
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MEETING
DATE: |
07/23/24 |
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legal entity taking action: |
Board
of Supervisors |
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board of supervisors district(s): |
All
Districts |
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SUBMITTING Agency/Department: |
OC
Community Resources (Approved) |
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Department contact person(s): |
Dylan
Wright (714) 480-2788 |
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Joanne
Veedor (714) 973-6650 |
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Subject: Renewal
of Contract for Tree Care and Maintenance Services
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ceo CONCUR |
County Counsel Review |
Clerk of the
Board |
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Concur |
Approved Agreement to Form |
Discussion |
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3 Votes Board Majority |
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Budgeted: Yes |
Current
Year Cost: $2,800,000 |
Annual
Cost: FY 2025–26 $3,360,000 |
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Staffing
Impact:
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No |
#
of Positions: |
Sole
Source: No |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 8/10/2021 #14 |
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RECOMMENDED
ACTION(S):
Authorize the
County Procurement Officer or Deputized designee to execute Amendment No. 1 to
Contract with West Coast Arborists, Inc. for tree maintenance services at
various County facilities, to renew the contract for two additional years in an
amount not to exceed $3,360,000 annually for a revised cumulative total
contract amount not to exceed $16,080,000, effective September 1, 2024, through
August 31, 2026.
SUMMARY:
Approval of
contract renewal with West Coast Arborists, Inc. will support efforts to
preserve and protect the overall health of trees while promoting tree safety at
various County facilities managed by OC Community Resources through
comprehensive tree maintenance services, inventory and work record management.
BACKGROUND
INFORMATION:
OC Community Resources (OCCR) utilizes
contractors to provide comprehensive tree care and maintenance services at
various County facilities, including County Parks facilities, public libraries
and OC Animal Care. Services include routine and non-routine maintenance tasks
such as clearance, aesthetic and reconstructive pruning, hazard abatement,
storm/emergency response, tree removal, stump removal, root pruning, arborist
services, tree planting and Geographic Information System inventory.
Routine work consists of annual tree
maintenance cycles (e.g., trimming) based on OCCR tree inventory, which
includes over 54,000 trees. Non-routine work may be assigned on an as-needed
basis and may include tree trimming or removal, stump and limb removal,
integrated pest management, arborist services and other tree maintenance
services. Proper care of trees is critical to preserve and protect the overall
health and structure of trees and ensure that trees are managed effectively for
public safety. An evaluation of internal resources determined the licensing and
specialized training required for this scope of work does not exist in the
County; therefore, it would be more cost effective to contract for services.
On August 10, 2021, after a competitive
procurement process, the Board of Supervisors (Board) approved Contract
MA-012-22010006 (Contract) with West Coast Arborists, Inc. (Contractor),
effective September 1, 2021, through August 31, 2024, in an amount not to
exceed $3.12 million annually, for a cumulative three-year total contract
amount not to exceed $9.36 million, with the option to renew for two additional
one-year terms. The Contract also included a proposed price escalation for
Years 4 and 5 of the Contract to increase the unit price list for routine tree
maintenance.
OCCR now requests Board's approval of
Amendment No. 1 (Amendment) to the Contract will renew the Contract for two
additional years, effective September 1, 2024, through August 31, 2026, in an
amount not to exceed $3.36 million annually for a revised cumulative total not
to exceed $16.08 million. The Amendment will also revise the Terms and
Conditions of the Contract to align with County standard language.
The Contract does not currently include
subcontractors or pass through to other providers. See Attachment C for the
Contract Summary Form. The Contractor’s performance has been confirmed as at
least satisfactory. OCCR has verified there are no concerns that must be
addressed with respect to Contractor’s ownership/name, litigation status or
conflicts with County interests. The Orange County Preference Policy is not
applicable to this contract amendment. OCCR plans to issue a solicitation to
continue services prior to the Contract expiration.
Compliance
with CEQA: The
proposed project is Categorically Exempt (Class 4) from the provisions of CEQA
pursuant to Section 15304 because it involves minor alterations in the
condition of land, which do not involve removal of healthy, mature or scenic
trees.
FINANCIAL IMPACT:
Appropriations
for this Contract are included in OC Parks Fund 405, OC Public Libraries Fund
120 and OC Animal Care Budget Control 024 FY 2024–25 Budgets and will be
included in the budgeting process for future years. The costs for services
under this Contract will be shared proportionally among these Programs as
follows:
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OCCR Program |
Proportional
Cost Share |
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OC
Parks |
89% |
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OC
Public Libraries |
9% |
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OC
Animal Care |
2% |
The proposed Contract includes a provision
stating the Contract is subject to and contingent upon, applicable budgetary
appropriations approved by the Board for each fiscal year during the term of
this Contract. If such appropriations are not approved, this Contract may be
immediately terminated without penalty to the County.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A — Amendment No. 1 to
Contract MA-012-22010006 with West Coast Arborists, Inc.
Attachment B — Amendment No. 1 to Contract MA-012-22010006 with West Coast
Arborists, Inc. Redline
Attachment C — Contract Summary Form