Department
Real Estate and Asset Management
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval to renew an existing contract - Department of Real Estate and Asset Management, 22ITB134949C-GS, Tree Removal Services Countywide in an amount not to exceed $309,000.00 with Arborserv, Inc. (Lithonia, GA), to provide on-site tree removal services Countywide under emergency/storm related situations or as-needed basis. This action exercises the first of two renewal options. One renewal option remains. Effective dates: January 1, 2024, through December 31, 2024. (APPROVED)
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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: This contract furnishes all materials, labor, tools, equipment, transportation, and appurtenances necessary to provide on-site tree removal services Countywide under emergency/storm related situation or on an “as needed” basis for Fulton County.
Scope of Work: 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, chopping/chipping and hauling off the premises.
• Debris must be hauled off immediately upon completion of job.
• 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 accordance with industry standards.
• All debris from the grinding of the stump shall be removed, unless otherwise specified by the Project Manager
Community Impact: This contract is utilized for storm related emergencies and/or diseased and dangerous tree removal on County-owned properties.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval.
The requested spending authority in the total amount of $309,000.00, is an increase of $75,000 over the original amount awarded in 2023. On June 7, 2023, under Agenda Item #23-0375, the Board of Commissioners approved a $75,000.00 increase in spending authority to the $234,000.00 previously awarded. The increase is due to anticipated increase in tree removal services because of identified dead, dying, and diseased trees and on-going capital landscape renovation projects at selected Fulton County properties and to cover the costs for related debris clean-up, labor/hourly rates, and equipment associated with these projects.
This standby Countywide contract also accommodates various user Departments that piggy-back annually to support their emergency situations. Additionally, the Public Works Department is requesting $100,000.00 of spending authority to support their ongoing field operations for FY2024.
The requested spending authority in the total amount of $309,000.00 is sufficient to cover these anticipated costs for tree removal services for FY2024.
Project Implications: This contract is 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 this renewal contract is 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
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
21-0873 |
11/3/21 |
$234,000.00 |
|
Increase Spending Authority |
23-0375 |
6/7/23 |
$75,000.00 |
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1st Renewal |
|
|
$309,000.00 |
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Total Revised Amount |
|
|
$618,000.00 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $309,000.00
Prime Vendor: ArborServ, Inc.
Prime Status: African American Male Business Enterprise
Location: Lithonia, GA
County: Dekalb County
Prime Value: $309,000.00 or 100.00%
Total Contract Value: $309,000.00 or 100.00%
Total Certified Value: $309,000.00 or 100.00%
Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.)
Exhibit 1: Contract Renewal Agreement
Exhibit 2: Contractor’s Performance Report
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
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Original Approved Amount: |
$234,000.00 |
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Previous Adjustments: |
$75,000.00 |
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This Request: |
$309,000.00 |
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TOTAL: |
$618,000.00 |
Grant Information Summary
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Amount Requested: |
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☐ |
Cash |
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Match Required: |
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☐ |
In-Kind |
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Start Date: |
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☐ |
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:
100-520-5220-1160: General, Real Estate and Asset Management, Professional Services- $209,000.00 “Subject to availability of funding adopted for FY 2024 by BOC”
Funding Line 2:
200-540-5601-1160: Airport, Public Works, Professional Services- $20,000.00 “Subject to availability of funding adopted for FY 2024 by BOC”
Funding Line 3:
201-540-5459-1160: Water & Sewer Revenue, Public Works, Professional Services- $40,000.00 “Subject to availability of funding adopted for FY 2024 by BOC”
Funding Line 4:
203-540-5453-1160: Water & Sewer R & E, Public Works, Professional Services - $40,000.00 “Subject to availability of funding adopted for FY 2024 by BOC”
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Key Contract Terms |
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Start Date: 1/1/2024 |
End Date: 12/31/2024 |
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Cost Adjustment: |
Renewal/Extension Terms: One renewal option remains |
Overall Contractor Performance Rating: 100
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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4/1/2023 |
6/30/2023 |