Title
Department of Transportation recommending the Board:
1) Find in accordance with Title 3, Chapter 3.13, Section 3.13.030 of the County Ordinance Code, Contracting Out, that due to the limited time frames, temporary or occasional nature, or schedule for the project or scope of work, the ongoing aggregate of as-needed brushing services work to be performed is not sufficient to warrant addition of permanent staff; and
2) Approve and authorize the Chair to sign the following on-call competitively procured Construction Services Agreements with a not-to-exceed amount of $750,000 each and with a three (3) year term upon execution, to provide, on an as-needed basis, brushing services within the right-of-way on County maintained roadways as well as County owned property:
a) Agreement for Construction Services 9785 with Highground Excavating and Tree Service;
b) Agreement for Construction Services 9786 with Tree Service Unlimited, Inc.; and
c) Agreement for Construction Services 9787 with West Coast Arborists.
FUNDING: Tribe (100%).
Body
DISCUSSION / BACKGROUND
In 2022, Department of Transportation (Transportation) brought before the Board of Supervisors two (2) agreements for approval to supplement roadside brush removal services due to there being an increase in brush removal requests, heightened fire hazard concerns and Transportations award of a CalFire grant. The two (2) agreements expired on October 17, 2025. Transportation determined it would be beneficial to complete another Request for Qualifications for on-call brushing agreements to supplement the work currently being performed by staff and to address additional brushing along County maintained roads with discretionary funds.
Selection Process
The Procurement and Contracts Division of the Chief Administrative Office completed RFQ, #2025-0121, at the request of Transportation. The purpose of the RFQ was to pre-qualify contractors to provide brushing services on the West and East slopes of the County. Transportation evaluated all proposals and then selected the top three (3) contractors to provide brushing services for the next three (3) years.
The three (3) requested Agreements will be considered on-call, which will allow Transportation to request proposals as needed from the contractors for each brushing project. Proposals from the contractors will ensure Transportation:
1) Obtains the best price for the brushing service requested; and/or
2) Secures the company with the resources available to complete the requested work within the needed time frame.
Temporary in Nature Finding
Transportation recommends the Board make findings in accordance with Title 3, Chapter 3.13 of the County Ordinance, Contracting Out, that due to the limited time frames, temporary or occasional nature, or schedule for the project or scope of work, the ongoing aggregate of work to be performed is not sufficient to warrant addition of permanent staff.
ALTERNATIVES
The Board could choose not to approve the Agreements; however, Transportation would be limited in response times and additional brushing requests would be placed on hold. Transportation staff would consider the Board's recommendations and return at a later date for approval.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts, County Counsel, Human Resources, and Risk Management
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Funding for identified projects through these Agreements has been included in the Fiscal Year 2025-26 Transportation budget and will be funded by Local Discretionary Funds (Tribe). 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 each of the Agreements for Highground Excavating and Tree Service, Tree Service Unlimited Inc. and West Coast Arborists.
2) The Clerk of the Board will return one (1) signed original of each of the three (3) Agreements to Chief Administrative Office, Procurement and Contracts Division, for further processing.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Rafael Martinez, Director
Department of Transportation