Title
Department of Transportation, Maintenance and Operations Division, recommending the Board:
1) Approve and authorize the Chair to sign the First Amendment to the competitively-bid Agreement for Services 6687 with Highground Excavating and Tree Service, Inc. for on-call brush removal services, increasing the amount by $500,000 for a new total of $1,250,000, with no changes to the term for a period of October 18, 2022, through October 17, 2025; and
2) Authorize the Purchasing Agent to increase the contract amount and sign any additional amendments to the agreement for on-call brush removal services on an "as-needed" basis during the term of the agreement as long as funding is available within Transportation's budget.
FUNDING: Local Discretionary - Tribe (90%) and Road Maintenance and Rehabilitation Act of 2017 (SB1) (10%).
Body
DISCUSSION / BACKGROUND
Department of Transportation (Transportation) previously completed the Request for Qualifications (RFQ) #22-968-044 process in 2022 and awarded Agreements to the top two contractors.Both agreements are set to expire in October 2025. The current Agreements cover brush removal services within right-of-way along county-maintained roads on the East and West Slopes of the county.
The two (2) Agreements are considered on-call, allowing Transportation to request proposals from the contractors for each brush removal project as needed. Proposals will ensure Transportation:
1) Obtains the best price for the brush removal services requested; and/or
2) Secures the company with the resources available to complete the requested work within the needed time frame.
Transportation is currently utilizing both contractors for brush removal services; however, Highground Excavating and Tree Service, Inc will have exhausted the not-to-exceed amount this fall. The current contract with Highground Excavating and Tree Services, Inc. needs to be increased by $500,000.00 to ensure there are enough funds on the agreement for the upcoming brush removal work over the next year. Two (2) additional administrative changes to the agreement through the First Amendment are updating Article XXXI, Insurance and to include Exhibit B, California Levine Act Statement.
ALTERNATIVES
The Board could choose not to approve the First Amendment to Agreement #6687; however, countywide brush removal services over the next year would be placed on hold. Transportation staff would consider the Board's recommendations and return at a later date for approval.
PRIOR BOARD ACTION
#22-1009, Item #14, October 18, 2022
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel, Risk Management, Human Resources, and Contracts and Procurement
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Funding for the projects has been included in Transportation's Fiscal Year 2024-25 Recommended budget totaling $650,000 and will be funded by the Local Discretionary Funds (Tribe), and SB1 Funds. Funding for work in future fiscal years will be included in Transportation's annual budget proposals.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair's signature on two (2) originals of the First Amendment to Agreement #6687 for Highground Excavating and Tree Services, Inc.
2) The Clerk of the Board will return one (1) signed original of the First Amendment to Agreement #6687 to the Chief Administrative Office, Procurement and Contracts Division, for further processing.
STRATEGIC PLAN COMPONENT
"Strategic Focus Area"
Priority: N/a
Action Item: N/A
CONTACT
Rafael Martinez, Director
Department of Transportation