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Chief Administrative Office, Procurement and Contracts Division, recommending the Board approve and authorize Purchasing Agent to sign Amendment III to Agreement 271-S1310 (FENIX 525), with Hilltop Tree Service, to provide certified arborist services and reports, and tree and brush cutting services for matters of public safety on an “as requested” basis to County departments, increasing the total not to exceed amount of the Agreement by $50,000 for a new total not to exceed amount of $212,196, with no change to the term of the Agreement.
FUNDING: General Fund (50%) and Road Fund (50%).
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DEPARTMENT RECOMMENDATION
Chief Administrative Office, Procurement and Contracts Division, recommending the Board approve and authorize Purchasing Agent to sign Amendment III to Agreement No. 271-S1310 (FENIX #525), with Hilltop Tree Service, to provide certified arborist services and reports, and tree and brush cutting services for matters of public safety on an “as requested” basis to County departments, increasing the total not to exceed amount of the Agreement by $50,000 for a new total not to exceed amount of $212,196, with no change to the term of the Agreement.
DISCUSSION / BACKGROUND
Hilltop Tree Service is an International Society of Arboriculture (ISA) Certified Arborist who has been serving El Dorado County since 1979. They specialize in all aspects of tree care including crown reduction, crown cleaning, thinning, pruning, falling, bracing and other services. The County has been successfully using their services since 2011. Agreement for services #271-S1310 had an original term of November 9, 2012 to November 8, 2015 with a not-to-exceed amount of $45,000. The first amendment increased this amount ot $62,196 with no change to the term. The second amendment increased the amount to $162,196, increased the rates for services, and extended the term to November 8, 2018.
This third amendment increases the amount to $212,196 with no change to the term or the fee schedule. The Agreement is being amended to accommodate on-going dead or dying tree removal and tree trimming services on County property and in the right-of-way. Although this contract is not specifically for work related to tree mortality due to bark beetle infestation, tree removal that is neccessary for that reason may be reimbursable through state grant funds. Currently, approximately $5,000 remains of the not-to-exceed amount, and it is anticipated that services needed for the remainder of the term will exceed this amount. The additional $50,000 would allow for additional work on an as requested basis.
ALTERNATIVES
The Board could choose to not amend the not-to-exceed amount, which may result in insufficient funding available for arborist services and tree work that may arise through November 2018.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
This Agreement is primarily utilized by the Chief Administrative Office, Facilities Division; Community Development Agency; and Sheriff.
CAO RECOMMENDATION / COMMENTS
It is recommended that the Board approve this item.
FINANCIAL IMPACT
There is no change in budgeted Net County Cost. Funding for these services is available for the current fiscal year in each of the departments that utilize this service.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Public Safety and Infrastructure
CONTACT
Alex Strudley, Procurement and Contracts Manager