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File #: 20-1252    Version: 1
Type: Agenda Item Status: Approved
File created: 9/15/2020 In control: Board of Supervisors
On agenda: 10/13/2020 Final action: 10/13/2020
Title: Chief Administrative Office, Procurement and Contracts Division, recommending the Board: 1) Approve and authorize the Purchasing Agent to sign the First Amendment to Agreement for Services 3139 with Eric S. Hill doing business as Hilltop Tree Service, increasing the compensation by $90,000 for a total not to exceed amount of $155,000, updating the fee schedule, and extending the term of the Agreement for an additional year through November 8, 2021, for certified arborist services for matters of public safety on an as-requested basis by County departments; and 2) Make findings pursuant to Article II, Section 210b(6) of the El Dorado County Charter and 3.13.030 Section C of the County Ordinance 5116 that the ongoing aggregate of the work performed is not sufficient to warrant the addition of permanent staff. FUNDING: General Fund (50%) and Road Fund (50%).
Attachments: 1. A - Blue Route Approval No. 3139 Amd I, 2. B - Amendment I No. 3139, 3. C - Agreement No. 3139

Title

Chief Administrative Office, Procurement and Contracts Division, recommending the Board:

1) Approve and authorize the Purchasing Agent to sign the First Amendment to Agreement for Services 3139 with Eric S. Hill doing business as Hilltop Tree Service, increasing the compensation by $90,000 for a total not to exceed amount of $155,000, updating the fee schedule, and extending the term of the Agreement for an additional year through November 8, 2021, for certified arborist services for matters of public safety on an as-requested basis by County departments; and

2) Make findings pursuant to Article II, Section 210b(6) of the El Dorado County Charter and 3.13.030 Section C of the County Ordinance 5116 that the ongoing aggregate of the work performed is not sufficient to warrant the addition of permanent staff.

 

FUNDING: General Fund (50%) and Road Fund (50%).

Body

DISCUSSION / BACKGROUND

On July 23, 2018, the Purchasing Agent executed Agreement for Services 3139 with Eric S. Hill doing business as Hilltop Tree Service to provide as-requested and emergency arborist services at various County locations.  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.  This Agreement was established with a two year term (to expire November 8, 2020) and a not-to-exceed amount of $65,000.

 

This First Amendment seeks to add an additional $90,000 in compensation, for an amended not-to-exceed amount of $155,000, and also extends the term of the Agreement for an additional year through November 8, 2021, with and update to 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 specific to work related to tree mortality due to bark beetle infestation, tree removal that is necessary for that reason may be reimbursable through state grant funds. 

 

ALTERNATIVES

The Board could choose not to approve the Amendment and the County would have to determine other ways to provide these arborist services. This could cause delays in tree removal, which could be a matter of public safety. 

 

OTHER DEPARTMENT / AGENCY INVOLVEMENT

This Agreement is primarily utilized by the Chief Administrative Office, Facilities Division; Department of Transportation; and Sheriff’s Department.

 

CAO RECOMMENDATION / COMMENTS

Approve as recommended.

 

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

Michele Weimer, Procurement and Contracts Manager