Department
Real Estate and Asset Management
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval to renew existing contracts - Department of Real Estate and Asset Management, 19ITB119755C-GS, Tree Removal Services Countywide in the total amount of $230,000.00 with (A) ArborServ, Inc. (Lithonia, GA) in the amount of $115,000.00; and (B) A White Meadows Company, Inc. (Sharpsburg, GA) in the amount of $115,000.00, to provide on-site tree removal services Countywide for emergency/storm related situations or on an “as needed” basis for Fulton County. This action exercises the second of two renewal options. No renewal options remain. Effective dates: January 1, 2022 through December 31, 2022. (APPROVED)
body
Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with Purchasing Code Section 102-394(6), the Purchasing Department shall present all renewal requests to the Board of Commissioners at least 90 days prior to the contract renewal date, or 60 days if the contract term is six (6) months or less.
Strategic Priority Area related to this item (If yes, note strategic priority area below)
Open and Responsible Government
Commission Districts Affected
All Districts ☒
District 1 ☐
District 2 ☐
District 3 ☐
District 4 ☐
District 5 ☐
District 6 ☐
Is this a purchasing item?
Yes
Summary & Background Renew existing contracts to provide Tree Removal Services Countywide for FY2022.
Scope of Work: These contracts furnish all materials, labor, tools, equipment, transportation and appurtenances necessary to provide on-site tree removal services Countywide for emergency/storm related circumstances or on an “as needed” basis for Fulton County.
The Scope of Work also includes, but is not limited to:
• Cutting the specified tree down even to the ground so as not to leave any visible stump
• De-limbing including chopping/chipping and hauling off the premises.
• Hauling debris following job completion.
• Limb removal from living trees must be cut so as not to damage the limb collar.
• Stump grinding may be required on a case by case basis and when required shall be
completed in according with (lAW) industry standards.
• All debris from the grinding of the stump shall be removed, unless otherwise specified
by the Project Manager.
These Countywide contracts are considered as stand-by contracts that are used on an “as-needed” basis that provides on-site tree removal services Countywide.
Community Impact: Public safety would be gravely impacted if the area is not cleared immediately.
Department Recommendation: The Department of Real Estate and Asset Management recommends.
The requested spending authority in the total amount of $230,000, is an increase of $110,000 ($55,000 for each Tree Contractor) over 2021 to cover costs for additional tree removal services to due to backlog of tree removal and trimming work orders resulting from facility security assessments. These contracts accommodate various user departments such as Public Works that are requesting an additional $60,000 in spending authority to support their ongoing field operations for FY2022.
These contracts provide Fulton County with maximum flexibility by having multiple sources for tree cutting services.
Historical Expenditures:
• FY2021: The County expenditure as of 8/30/2021, $91,950
• FY2020: The County spent $76,599.00
• FY2019: The County spent $23,670.00
• FY2018: The County spent $20,648.00
• FY2017: The County spent $49,450.00
Project Implications: These contracts are utilized for storm related emergencies and/or diseased and dangerous tree removal on County-owned properties.
Community Issues/Concerns: None of which the Department is aware.
Department Issues/Concerns: If these renewal contracts are not approved, the Department does not have the required skills and equipment to perform on-site tree removal services under emergency/storms related situation.
Contract Modification
(A) ArborServ, Inc.
|
Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
19-0970 |
11/6/19 |
$60,000.00 |
|
1st Renewal |
20-0595 |
9/2/20 |
$60,000.00 |
|
2nd Renewal |
|
|
$115,000.00 |
|
Total Revised Amount |
|
|
$235,000.00 |
(B) A White Meadows Company, Inc.
|
Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
19-0970 |
11/6/19 |
$60,000.00 |
|
1st Renewal |
20-0595 |
9/2/20 |
$60,000.00 |
|
2nd Renewal |
|
|
$115,000.00 |
|
Total Revised Amount |
|
|
$235,000.00 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Total Contract Value $230,000.00
(A)
Contract Value: $115,000.00
Prime Vendor: Arborserv, Inc.
Prime Status: Non-Minority
Location: Lithonia, GA
County: DeKalb County
Prime Value: $115,000.00 or 100.00%
Total Contract Value: $115,000.00 or 100.00%
Total M/FBE Value: $-0-
(B)
Contract Value: $115,000.00
Prime Vendor: A White Meadows Company, Inc.
Prime Status: Non-Minority
Location: Sharpsburg, GA
County: Coweta County
Prime Value: $115,000.00 or 100.00%
Total Contract Value: $115,000.00 or 100.00%
Total M/FBE Value: $-0-
Grand Contract Value: $230,000.00 or 100.00%
Grand M/FBE Value: $-0-
Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.)
Exhibit 1: Contract Renewal Agreements
Exhibit 2: Contractor Performance Reports
Exhibit 3: Contract Renewal Evaluation Form
Contact Information (Type Name, Title, Agency and Phone)
title
Joseph N. Davis, Director, Department of Real Estate and Asset Management, (404) 612-3772
Contract Attached
title
Yes
Previous Contracts
title
Yes
Total Contract Value
|
Original Approved Amount: |
$120,000.00 |
|
Previous Adjustments: |
$120,000.00 |
|
This Request: |
$230,000.00 |
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TOTAL: |
$470,000.00 |
Grant Information Summary
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Amount Requested: |
|
☐ |
Cash |
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Match Required: |
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☐ |
In-Kind |
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Start Date: |
|
☐ |
Approval to Award |
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End Date: |
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☐ |
Apply & Accept |
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Match Account $: |
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Fiscal Impact / Funding Source
Funding Line 1:
100-520-5222-1160: General, Real Estate and Asset Management, Professional Services- $170,000 “Subject to availability of funding adopted for FY2022
Funding Line 2:
201-540-5459-1160: Water & Sewer Revenue, Public Works, Professional Services-$30,000 “Subject to availability of funding adopted for FY2022 needs
Funding Line 3:
201-540-5469-1160: Water & Sewer Revenue, Public Works, Professional Services-$30,000 “Subject to availability of funding adopted for FY2022
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Key Contract Terms |
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Start Date: 1/1/2022 |
End Date: 12/31/2022 |
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Cost Adjustment: |
Renewal/Extension Terms: No renewal option remaining |
Overall Contractor Performance Rating:
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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1/1/2022 |
12/31/2022 |