Agenda Item #12.7
For Council Meeting of: January 24, 2023
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: BRANDALYN TRAMEL, PURCHASING AGENT
AUTHOR, AMY CARTER, BUYER
FINANCE DEPARTMENT
SUBJECT: APPROVAL – FOURTH AMENDMENT TO GENERAL SERVICES AGREEMENT F001690 ARBORICULTURAL SPECIALTIES, INC.
AGENDA ACTION: RESOLUTION
RECOMMENDATION
It is recommended by the Finance Department that the Council, by resolution, approve the Fourth Amendment to General Services Agreement Number F001690 for tree care services for an increase in compensation to Arboricultural Specialties, Inc., Berkeley, California in the amount of $300,000, for a total contract amount not to exceed $1,000,000.
EXECUTIVE SUMMARY
This citywide contract provides a fixed hourly price for tree care services to include removal, pruning, stump grinding and arboriculture consulting services.
BACKGROUND
On March 6, 2018, Invitation for Bid (IFB) 18-39 for tree services was opened by the City of Santa Rosa Purchasing Agent. Tree care services are used by the Recreation and Parks, Parking, City Transportation and Public Works and Water Departments.
On May 8, 2018, by Resolution RES-2018-069, the City Council approved GSA Number F001840 for tree care services for a one-year term with four (4) one-year extension options in the amount of $600,000 to Arboricultural Specialties, Inc., Berkeley, California.
On February 13, 2019, the Purchasing Agent approved the First Amendment of GSA F001690 to extend the term of the Agreement with no changes to contract unit price, or additional funds required.
On March 12, 2020, the Purchasing Agent approved the Second Amendment of GSA F001690 to extend the term of the Agreement with no changes to contract unit price, or additional funds required.
On January 25, 2021, the Purchasing Agent issued a letter of extension to extend the term of the Agreement with no changes to contact unit price, or additional funds required.
On January 4, 2022, the Purchasing Agent issued a letter of extension to extend the term of the Agreement with no changes to contract unit price, or additional funds required.
October 14, 2022, the Assistant City Manager approved a Third Amendment to add funds in the amount of $100,000.
PRIOR CITY COUNCIL REVIEW
On May 8, 2018, the City Council, by Resolution No. 2018-069, approved award of General Services Agreement F001690.
ANALYSIS
The contract has been extended for four years with no increase to unit pricing. Current funding for this service have been exhausted and additional funding is required to carry this service through the term of the agreement. The current contract expires on May 8, 2023. In parallel with this contract winding down, staff intends to issue a solicitation for future City work in this areaat the beginning of 2023.
The contractor provides to the City, all qualified labor, equipment, and transportation necessary for tree care services and continues to provide satisfactory services.
FISCAL IMPACT
Funds for this expense are included in the Fiscal Year 2022-23 adopted budget within various Departments, and as a regular expenditure, will be included in subsequent years’ budget requests when presented to the City Council.
ENVIRONMENTAL IMPACT
This action is exempt from the provisions of the California Environmental Quality Act (CEQA) under CEQA Guidelines Section 15061(b)(3) and 15378 in that there is no possibility that the implementation of this action may have significant effects on the environment, and no further environmental review is required.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not applicable.
NOTIFICATION
Not applicable.
ATTACHMENTS
Resolution/Exhibit A (Fourth Amendment)
CONTACT
Brandalyn Tramel, [email protected], 707-543-3706
Amy Carter, [email protected], 707-543-3702
APPROVAL – FOURTH AMENDMENT TO GENERAL SERVICES AGREEMENT F001690 PAGE 3 OF 3