Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Nicholas J. Calderon, Parks Director
Subject: Agreements with specified contractors for the delivery of on-call professional construction, maintenance, and support services
RECOMMENDATION:
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Adopt a resolution authorizing:
A) The President of the Board of Supervisors to execute agreements with Able Septic; All Fence Company, Inc.; Arboricultural Specialties, Inc.; Bay Area Tree Specialists; Bishop Diving & Salvage; Bragato Paving Co., Inc.; Ecological Concerns Incorporated; Go Native, Inc.; JetMulch, Inc.; Lynch Electric & Sons, Inc.; West Coast Arborists, Inc.; and Yerba Buena Engineering & Construction, Inc., for the delivery of on-call professional construction, maintenance, and support services, for the not-to-exceed amounts specified in each agreement, for a combined aggregate amount not-to-exceed $11,000,000, for the term of May 23, 2023 through May 22, 2026; and
B) The Parks Director, or the Parks Director’s designee, to execute amendments to each of the agreements to modify the County’s maximum fiscal obligation by no more than $25,000 (in aggregate per agreement), and/or to modify each agreements’ terms and/or services, so long as the modified term(s) and/or services is/are within the current or revised fiscal provisions.
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BACKGROUND:
The San Mateo County Parks Department (“Department”) manages a parks system comprised of 24 parks and recreation areas, more than 16,000 acres of land, approximately 200 miles of trail, ten playgrounds, nine campgrounds, three regional trails, one marina, tidepools, and numerous picnic and reservation areas. The diversity of park settings allows the park system to support a variety of recreational opportunities including hiking, walking, running, horseback riding, dog walking, cycling/mountain biking, camping, birdwatching, picnicking, playing on playgrounds, and more. In order to be effective stewards of the parks, the Department regularly maintains and improves park facilities and infrastructure. The Department also completes projects to remediate hazard trees, mitigate the threat of wildfires, and restore and preserve habitat.
To expedite completion of projects throughout the parks system, the Department engages qualified contractors to provide on-call services. Most recently, in early 2019, the Department engaged in a formal procurement process seeking qualified contractors to provide various on-call professional services. Through this process, the Board of Supervisors authorized agreements with 13 firms to provide the specified services. All 13 agreements had a term of April 23, 2019, through April 22, 2022, and a combined/aggregate not-to-exceed amount of $5,900,000. Based on the Department’s need for ongoing project support, it extended 10 of the 13 agreements into 2023. In total, these on-call contractors completed $3,101,927.21 in projects for the parks system.
DISCUSSION:
In the winter of 2022, the Department evaluated its priorities and forecasted its needs for professional on-call construction, maintenance, and support services. Using this information, on January 30, 2023, the Department released a Request for Proposals (“RFP”) seeking qualified contractors to provide the following 17 categories of on-call professional construction, maintenance, and support services: earthwork, grading, and paving services; Class B general construction services; diving and boat salvaging services; electrical services; fencing and gates services; heating, ventilation, and air conditioning (HVAC) services; homeless encampment abatement and hazardous material removal and disposal services; painting services; pest control services; playground surface repair and maintenance services; plumbing services; roofing services; septic tank services; tree removal and limbing services; trucking, hauling, and demolition services; vegetation management A services (forestry, heavy equipment use, and tree management); and vegetation management B services (invasive species control, habitat restoration, and vegetation maintenance).
The Department released the RFP on publicpurchase.com and complied with all requirements for procuring on-call professional construction, maintenance, and support services. After a detailed review of all 15 proposals received, the Department identified 12 firms with which it desires to enter into on-call agreements to provide the requested services. A summary of the selected firms, their services, and the not-to-exceed (“NTE”) amount of each agreement are provided below:
|
Contractor |
Service Category |
Contract NTE Amount |
|
Able Septic |
Septic |
$400,000 |
|
All Fence Company, Inc. |
Fences and Gates |
$400,000 |
|
Arboricultural Specialties, Inc. |
Tree Removal and Limbing; Vegetation Management A |
$2,000,000 |
|
Bay Area Tree Specialists |
Tree Removal and Limbing; Vegetation Management A |
$2,000,000 |
|
Bishop Diving & Salvage |
Diving and Boat Salvage |
$200,000 |
|
Bragato Paving Co., Inc. |
Earthwork, Grading and Paving |
$300,000 |
|
Ecological Concerns Incorporated |
Vegetation Management B |
$700,000 |
|
Go Native, Inc. |
Vegetation Management B |
$700,000 |
|
JetMulch, Inc. |
Playground and Surface Repair and Maintenance |
$300,000 |
|
Lynch Electric & Sons, Inc. |
Electrical |
$200,000 |
|
West Coast Arborists, Inc. |
Tree Removal and Limbing |
$1,000,000 |
|
Yerba Buena Engineering & Construction, Inc. |
Earthwork, Grading and Paving; Class B General Construction Services; Electrical; Fencing and Gates; HVAC; Homeless Encampment and Hazmat; Painting; Playground and Surface Repair and Maintenance; Plumbing; Roofing; Septic |
$2,800,000 |
|
Aggregate Amount |
$11,000,000 |
Should the Board authorize execution of the recommended on-call agreements, the Department will be able to expedite completion of various high priority services including, but not limited to, maintenance and repair of park facilities, including plumbing, electrical, painting, and roofing; vegetation management, including hazard tree removal, fuel reduction, and invasive species management; debris removal and hazardous material abatement; pumping septic tanks and restroom vaults; playground maintenance; and general construction. These services augment or fulfill tasks that parks staff require for regular park operations and maintenance.
Approval of this action will facilitate the County’s ability to take action to address high priority projects and enable to the Department to improve facilities and infrastructure, enhance services provided to visitors, and steward natural and cultural resources.
Contractors may be selected for specific projects by the Department and task orders may be issued to the firms on an as-needed basis over the next three years. The task orders will detail, among other things, the requirements of the project, scope of work, and a not-to-exceed amount. Fees for individual task orders for specific projects or the sum of the fees for the various individual task orders, should the firm be assigned to more than one project, will not be greater than the not-to-exceed amount of the agreement. Furthermore, no individual task order under an agreement with a firm that works on a “public project,” as defined by Section 22002 of the California Public Contract Code and Section 2.55 of the SMC Ordinance Code, will total more than $60,000.
The County Attorney’s Office has reviewed and approved the resolution and agreements as to form.
FISCAL IMPACT:
The term of each agreement is from May 23, 2023, through May 22, 2026. The not-to-exceed amount for each agreement ranges from $200,000 to $2,800,000, with a combined/aggregate maximum not-to-exceed amount of $11,000,000. The funding for the above-described, as-needed projects will vary from project to project. The various individual task orders or projects will be funded through previously approved and appropriated projects within the Parks Department’s FY 2022-23 Adopted Budget. Future projects and task orders will be budgeted for accordingly. At this time, there is no impact to Net County Cost.