TO: Board of Supervisors
FROM: Steven Lederer - Director of Public Works, Public Works
REPORT BY: Mercedes Meats - Supervising Staff Services Analyst
SUBJECT: On-Call Tree Trimming and Removal Services Professional Service Agreements
RECOMMENDATION
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Approve and authorize eight (8) Agreements for a maximum of $50,000 each, per fiscal year, for the term of July 1, 2024 through June 30, 2027 with an automatic one-year renewal option for up to two additional years to provide on-call tree trimming and removal services for Napa County. (Fiscal impact: $400,000 Expense; Roads and Property Management Divisions; Budgeted; Discretionary)
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BACKGROUND
The Department of Public Works issued a Request for Qualifications (RFQ) for Tree Trimming and Removal Services to allow such services to be performed in times when the project is outside the capability of staff and equipment owned within the County and for emergencies. Based on the needs of the Department, hiring outside firms can be the most efficient way to perform the services since most need to be done immediately. The department will call upon contractors as needed to provide proposals on various projects with best proposals being offered the job. Entering into professional services agreements with multiple contractors has provided the flexibility of ensuring that at least one qualified firm is available when services have been needed in the past years and has worked out well. It is unlikely that we will spend the $400,000 in any fiscal year but will be available if emergencies arise.
On April 16, 2024, staff released a RFQ for On-call Tree Trimming and Removal Services and received sixteen (16) responses. The firms were evaluated on the following criteria:
1. Responsiveness to RFQ: breadth and depth of response, overall quality, responsiveness, and completeness.
2. Range of services provided by the firm.
3. Certifications held by the firm and licenses held by key staff.
4. Proven experience and qualifications of the firm relevant to safe tree removal practices including traffic control and work within public right of ways.
5. Environmentally sustainable business practices the company utilizes.
After a review of responses, staff is recommending eight (8) companies to enter into professional service agreements with the County for future on-call tree trimming and removal service’s needs.
Requested action:
Approve and authorize the following eight (8) Agreements with a maximum compensation of $50,000 each per year for On-call Tree Trimming and Removal Services:
1. Agreement No. 250013B with Mountain F. Enterprises;
2. Agreement No. 250014B with Arboricultural Solutions dba Signature Tree Solutions;
3. Agreement No. 250015B with Arboricultural Specialties Inc., dba The Professional Tree Care Company;
4. Agreement No. 250016B with West Coast Arborists, Inc. dba WCA;
5. Agreement No. 250017B with A Plus Tree, LLC;
6. Agreement No. 250018B with Bay Area Tree Specialists;
7. Agreement No. 250019B with J. Allen Schneider Corporation, dba Pacific Tree Care; and
8. Agreement No. 250020B with Anvil Builders Inc., dba Atlas Sonoma Surgery.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
Yes |
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Where is it budgeted? |
Associated costs will be reflected in the Roads Operations (Fund 2040 Subdivision 2040000) and Property Management (Fund 4300, Subdivision 4300000) budgets. |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
The proposed Agreements will provide on-call tree trimming and tree removal services on County property and along roadsides in the unincorporated areas of Napa County. These agreements are particularly important for staff to have a quick response for dangerous trees or during emergency response periods. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
Appropriations will be budgeted accordingly in future years. |
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Consequences if not approved: |
Napa County will not be under contract with any tree trimming and removal services therefore not able to respond to emergencies in a timely manner. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is categorically exempt from CEQA pursuant to CEQA Guidelines section 15301, as the maintenance of existing public facilities involving negligible or no expansion of existing or former use.