REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
SAN BERNARDINO COUNTY FLOOD CONTROL DISTRICT
AND RECORD OF ACTION
June 27, 2023
FROM
BRENDON BIGGS, Director and Chief Flood Control Engineer, Department of Public Works - Transportation and Flood Control District
SUBJECT
Title
Amendments to Contracts for Tree Trimming and Removal Services
End
RECOMMENDATION(S)
Recommendation
1. Acting as the governing body of San Bernardino County:
a. Approve Amendments No. 1 to the following contracts, adding additional requirements in connection with Executive Order N-6-22 Russia Sanctions and Senate Bill 1439 contractor information reporting, and extending the term by an additional year, for a total contract period of July 10, 2018 through June 30, 2024, with no change to the total contract amounts of $750,000:
i. California Arbor Care, Inc. (Agreement No. 18-501)
ii. Hector’s Gardening and Landscaping, Inc. dba HLS Tree Trimming (Agreement No. 18-503)
iii. Mariposa Tree Management, Inc. (Agreement No. 18-504)
iv. S. Porter Inc. (Agreement No. 18-505)
v. The Tree Guys, Inc. (Agreement No. 18-506)
vi. Tree Pros, Inc. (Agreement No. 18-507)
vii. United Pacific Services, Inc. (Agreement No. 18-508)
viii. West Coast Arborists, Inc. (Agreement No. 18-509)
b. Approve Amendments No. 1 to the following contracts, adding additional requirements in connection with Executive Order N-6-22 Russia Sanctions and Senate Bill 1439 contractor information reporting, and extending the term by an additional year, for a total contract period of March 23, 2021 through June 30, 2024, with no change to the total contract amounts of $375,000:
i. AAA Tree Services, LLC (Agreement No. 21-243)
ii. The Original Mowbray’s Tree Service, Inc. (Agreement No. 21-244)
iii. Rancho Tree Services (Agreement No. 21-245)
iv. Town & Country Tree Services (Agreement No. 21-246)
c. Approve Amendment No. 3 to Agreement No. 18-502 with Golden West Arbor Services, Inc., adding additional requirements in connection with Executive Order N-6-22 Russia Sanctions and Senate Bill 1439 contractor information reporting, increasing the contract amount by $500,000 from $2,250,000 to $2,750,000, and extending the term by an additional year for a total contract period of July 10, 2018 through June 30, 2024.
2. Acting as the governing body of San Bernardino County Flood Control District:
a. Approve Amendments No. 1 to the following contracts, adding additional requirements in connection with Executive Order N-6-22 Russia Sanctions and Senate Bill 1439 contractor information reporting, and extending the term by an additional year for a total contract period of July 10, 2018, through June 30, 2024, with no change to the total contract amounts of $750,000:
i. California Arbor Care, Inc. (Agreement No. 18-510)
ii. Hector’s Gardening and Landscaping, Inc. dba HLS Tree Trimming (Agreement No. 18-512)
iii. Mariposa Tree Management, Inc. (Agreement No. 18-513)
iv. S. Porter, Inc. (Agreement No. 18-514)
v. The Tree Guys, Inc. (Agreement No. 18-515)
vi. Tree Pros, Inc. (Agreement No. 18-516)
vii. United Pacific Services, Inc. (Agreement No. 18-517)
viii. West Coast Arborists, Inc. (Agreement No. 18-518)
b. Approve Amendments No. 1 to the following contracts, adding additional requirements in connection with Executive Order N-6-22 Russia Sanctions and Senate Bill 1439 contractor information reporting, and extending the term by an additional year for a total contract period of March 23, 2021, through June 30, 2024, with no change to the total contract amounts of $375,000:
i. AAA Tree Services, LLC (Agreement No. 21-247)
ii. The Original Mowbray’s Tree Service, Inc. (Agreement No. 21-248)
iii. Rancho Tree Services (Agreement No. 21-249)
iv. Town & Country Tree Services (Agreement No. 21-250)
c. Approve Amendment No. 1 to Agreement No. 18-511 with Golden West Arbor Services, Inc., adding additional requirements in connection with Executive Order N-6-22 Russia Sanctions and Senate Bill 1439 contractor information reporting, increasing the contract amount by $500,000 from $750,000 to $1,250,000, and extending the term by an additional year for a total contract period of July 10, 2018 through June 30, 2024.
(Presenter: Brendon Biggs, Director/Chief Flood Control Engineer, 387-7906)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally-Responsible and Business-Like Manner.
Provide for the Safety, Health and Social Service Needs of County Residents.
FINANCIAL IMPACT
Approval of this item will not result in the use of Discretionary General Funding (Net County Cost). The Department of Public Works - Transportation (Department) is financed by Gas Tax revenue, fee revenue, and other local, state, and federal funding. The San Bernardino County Flood Control District (District) is funded by property tax revenue, fee revenue, and local, state, and federal funding. As these contracts are for on-call tree trimming and removal services, the specific projects have not yet been determined. Depending on the project, one of the above funding sources will be used to fund the cost of the contract.
The Department has allocated $500,000 in its 2023-24 Road Operations budget for the projected cost of tree trimming and removal services. The District has allocated $300,000 in its 2023-24 budget for the projected cost of tree trimming and removal services, as $200,000 will be expended in 2022-23. Total annual contract expenditures will be limited to available funding and will not exceed the annual budgeted amount for the Department and the District for 2023-24.
BACKGROUND INFORMATION
The proposed amendments with the 13 contractors on the tree trimming and removal list will add requirements in connection with Executive Order N-6-22 Russia Sanctions and Senate Bill 1439 contractor information reporting, as well as extend the contract period by one additional year. The proposed amendments will allow the Department and the District to continue to utilize the preapproved tree trimming and removal contractors on an as-needed basis as projects are identified. The Department and District will contact the approved contractors to request bids and select the contractor in accordance with state law and County policy. For emergency projects (following applicable provisions of the Public Contracts Code), the Department and District may contact any contractor directly in order to promptly respond to such an emergency.
Additionally, the proposed contract amendments with Golden West Arbor Services, Inc. (Golden West) increase the total contract amount as well as extend the contract period. The District and Department’s contracts with Golden West are reaching the current not-to-exceed amounts because Golden West has been the lowest bidder for tree trimming and removal services on a majority of the Department and District projects. Amendment No. 3 to Contract 18-502 with Golden West will increase the contract amount by $500,000 from $2,250,000 to $2,750,000. Amendment No. 1 to District Contract No. 18-511 will increase the Golden West contract amount by $500,000 from $750,000 to $1,250,000.
Having a list of contractors available for tree trimming and removal services provides good value to the Department and the District and aligns with the County and the Chief Executive Officer’s goals and objectives to provide for the safety of County residents and to operate in a fiscally-responsible and business-like manner. Pursuant to County Policy 11-04, Section B.3, the maximum contract term is five years. Contracts exceeding a five-year term must be approved by the Board.
PROCUREMENT
On May 16, 2018, the Department and District released Request for Qualifications (RFQ) No. PWG 118-ADMIN-2870 on the County’s Electronic Procurement Network (ePro) to solicit and create a list of qualified contractors to provide the Department and the District with tree trimming and removal services for work performed on County roads and District facilities and augment the list on a semi-annual basis.
On July 10, 2018 (Item No. 47), the Board of Supervisors (Board) approved contracts with nine contractors to provide on-call tree trimming and removal services to the Department and the District.
On February 11, 2020 (Item No. 75), the Board approved the Assignment and Consent to the assignment of Contract Nos. 18-505 and 18-514 from Steven Porter dba Porter’s Firewood to S. Porter, Inc. to reflect a name change, with no other changes to the contracts.
On April 21, 2020 (Item No. 82), the Board approved the Assignment and Consent to the assignment of Contract Nos. 18-504 and 18-513 from Mariposa Landscapes, Inc. to Mariposa Tree Management, Inc. to reflect a name change, with no other changes to the contracts.
On January 5, 2021 (Item No. 30), the Board approved Amendment No. 1 to Contract 18-502 with Golden West Arbor Services, increasing the contract amount by $750,00 from $750,000 to $1,500,000 with no other changes to the contract.
On March 23, 2021 (Item No. 81), the Board approved four additional contractors to be added to the Department and the District on-call tree trimming and removal pre-qualified lists.
On March 29, 2022 (Item No. 45), the Board approved Amendment No. 2 to Contract 18-502 with Golden West Arbor Services, increasing the contract amount by $750,000 from $1,500,000 to $2,250,000, with no other changes to the contract.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Aaron Gest and Sophie A. Curtis, Deputies County Counsel, 387-5455) on June 1, 2023; Finance (Carl Lofton, Administrative Analyst, 387-5404) on June 8, 2023; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive officer, 387-5423) on June 11, 2023.