Agenda Item AGENDA STAFF REPORT ASR
Control 21-000598 |
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MEETING DATE: |
08/24/21 |
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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 Public Works
(Approved) |
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Department contact
person(s): |
Amanda Carr (714) 955-0601 |
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Seth Birenbaum (714) 955-0119 |
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Subject: Approve Contract for Tree
Cutting Services
ceo CONCUR |
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Clerk of the Board |
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Concur |
Approved Agreement to Form |
Consent Calendar |
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3 Votes Board Majority |
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Budgeted: Yes |
Current Year Cost:
$416,660 |
Annual Cost:
FY 2022-23 $83,340 |
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Staffing Impact: |
No |
# of Positions:
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Sole Source:
No |
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Current Fiscal Year Revenue: See Financial Impact Section
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Prior Board Action: 12/10/2019
#29 |
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RECOMMENDED ACTION(S):
1. |
Find that the project is Categorically Exempt from the CEQA Class 4 (Minor Alterations to Land) pursuant to CEQA Guidelines, Section 15304, Class 7 (Actions by Regulatory Agencies for Protection of Natural Resources) pursuant to CEQA Guidelines Section 15307 and Class 8 (Actions by Regulatory Agencies for Protection of the Environment) pursuant to CEQA Guidelines Section 15308. |
2. |
Authorize the County Procurement Officer or authorized Deputy to execute an aggregate contract with Great Scott Tree Service, Inc. and West Coast Arborists, Inc. for Tree Cutting Services per Infested Material Disposal Requirement, effective upon execution of all necessary signatures and continue for one calendar year from that date, in an aggregate amount not to exceed $500,000 with the option to renew for four additional one-year terms upon Board of Supervisors approval. |
SUMMARY:
Approval of the aggregate contract for Tree Cutting Services per Infested Material Disposal Requirement will provide OC Public Works/Agricultural Commissioner with suppression tools for management and control of the invasive shot hole borer complexes within Orange County through survey and identifying infected trees for removal and proper disposal methods per California Department of Forestry and Fire Protection mandates, reducing the potential chance of spread of both insects and fungi throughout the County of Orange.
BACKGROUND INFORMATION:
Orange County is currently considered an infested county with the Invasive Shot Hole Borer (ISHB) infestation in California. The Polyphagous Shot Hole Borer and Kuroshio Shot Hole Borer, together known as ISHB, are invasive wood-boring beetles that attack dozens of species of tree species in Southern California, including commercial avocado groves, common landscape trees and native species in urban and wildlife environments. ISHB spread a disease called Fusarium Dieback (FD), which is caused by pathogenic fungi. Trees that are FD-susceptible may experience branch dieback, canopy loss and, in some cases, tree mortality. The infestation threatens to expand north towards the Bay Area through transportation of infested wood/host material. Northern California natural and urban/interface areas and particularly riparian areas (amplifier host Box Elder Acer negundo) will be severely impacted if infested with ISHB. ISHB injures and kills host trees, which become fire hazards in natural areas and hazardous for limb breakage in homeowner, park, school and street trees in populated urban areas.
The main objective of the project is to prevent the ISHB from spreading from Orange County to non-infested California counties to the north. The Orange County Agricultural Commissioner’s (OCAC) office will be performing trapping and visual surveys (followed by sending wood samples to the California Department of Food and Agriculture laboratories for analysis) of ISHB/FD, which is critical for determining how to prioritize tree removals. The project objective is to remove high hazard trees (amplifier and heavily infested). The OCAC will remove amplifier trees and other highly infested trees in high-risk areas that could facilitate movement of ISHB to currently non-invasive areas. This will increase the resolution of the infestation and determine locations of specific ISHB-positive trees. Trees selected for removal within the infestation or in a high-risk area will be listed in order of priority and this list will be provided to the chosen contractors.
According to the University of California (UC) Integrated Pest Management branch, the science surrounding these pests and understanding of best management practices is advancing rapidly. Heavily infested trees may not be able to be saved and should be removed, including the stumps, on a timely basis. For low to moderately infested trees, removal of actively infested branches and treatment with a combination pesticide and fungicide have proven effective control measures, which leads to the importance of pinpointing infestations as early as possible. Various UC facilities are currently researching various biological controls as well.
On June 1, 2021, OC Public Works issued an Invitation for Bid for Tree Cutting Services per Infested Material Disposal Requirement (Services) on the County of Orange (County) online bidding system. Three bids were received and evaluated. The lowest responsive, responsible bidders, Great Scott Tree Service, Inc. and West Coast Arborists, Inc. (Contractors) were deemed qualified to perform the needed Services. See Attachment D for the Bid Summary.
OC Public Works is procuring these Services under the
2021 Contract Policy Manual Section 3.3-102. The Orange County Preference
Policy (OCPP) was applicable and incorporated into this solicitation. No OCPP
qualified proposals were submitted.
OC Public Works is recommending the Board of Supervisors (Board) approve aggregate Contract MA-080-21011798 (Contract) with the Contractors for Services effective upon execution of all necessary signatures and continue for one calendar year from the date, in a total aggregate amount not to exceed $500,000 with the option to renew for four additional one-year terms upon Board approval. The work is assigned to whichever contractor is available and depending upon the request, work can be assigned to multiple contractors at the same time.
OC Public Works has conducted due diligence on the Contractors. Reference checks were satisfactory and completed with the following regarding similar services:
Contractor |
Reference |
Reference |
Reference |
Great Scott Tree Service, Inc. |
City of Irvine |
City of Long Beach |
City of Newport Beach |
West Coast Arborists, Inc. |
City of Glendale |
City of Glendora |
City of Anaheim |
The Contractors’ respective license numbers were verified as current and active through the Contractors State License Board database on June 1, 2021. Copies of the verifications are on file.
The Contract with Great Scott Tree Service, Inc. includes subcontractors. The Contract with West Coast Arborists, Inc. due to the nature of the Services, could require the addition of subcontractors. In order to add subcontractor(s) to the Contract, the Contractors must seek express consent from OC Public Works. Should the addition of a subcontractor impact the scope of work and/or Contract amount, OC Public Works will bring the item back to the Board for approval. See Attachment C for information regarding subcontractors and Contract Summary Form.
Compliance with CEQA: The proposed project is Categorically Exempt (Class 4, 7 and 8) from the provisions of CEQA pursuant to Section 15304 (Class 4), 15307 (Class 7) and 15308 (Class 8) because it involves minor alterations in the condition of land, which do not involve removal of healthy, mature or scenic trees (Class 4), actions taken by regulatory agencies as authorized by state law or local ordinance to assure the maintenance, restoration or enhancement of a natural resource where the regulatory process involves procedures for protection of the environment (Class 7) and actions taken by regulatory agencies, as authorized by state or local ordinance, to assure the maintenance, restoration, enhancement or protection of the environment where the regulatory process involves procedures for protection of the environment (Class 8).
FINANCIAL IMPACT:
Appropriations for the aggregate Contract are included in the FY 2021-22 Budget for OC Public Works, Budget Control 080, and will be included in the budgeting process for future years.
Revenue for Services is available per a block grant from the California Department of Forestry and Fire Protection (CalFire) to mitigate ISHB infestation in California as accepted by the Board on December 10, 2019, in an amount not to exceed $597,160 (Attachment E). Block grant funds must be expended prior to March 30, 2022, and the proposed aggregate Contract’s one-year term will likely not expire until September 2022.
OCAC has requested and is awaiting approval from CalFire of an extension to the block grant funding through March 2024. If the funding extension is not approved, then the program will end on March 2022 and no further Services will take place. The Services are not anticipated to incur any general fund expenditures.
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 the Contract. If such appropriations are not approved, the Contract may be immediately terminated without penalty to the County.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A – Contract MA-080-21011798 with Great Scott
Tree Service, Inc.
Attachment B – Contract MA-080-21011798 with West Coast Arborists, Inc.
Attachment C – Contract Summary Form
Attachment D – Bid Summary
Attachment E – Resolution 19-121