AGENDA CAPTION:
Title
Consider approval of Resolution 2022-100R, awarding contracts to Heritage Tree Care and Austin Arborist Co., doing business as Austin Tree Experts, each in a not to exceed amount of $200,000.00 per year for Arborist and Tree Care Services for an initial two-year term and authorizing three additional one-year renewals; authorizing the Interim City Manager or her designee to execute the contracts on behalf of the City; and declaring an effective date.
Body
Meeting date: May 17, 2022
Department: Parks and Recreation Department - Drew Wells, Director (By Lynda Williams, Purchasing & Contracting Manager)
Amount & Source of Funding
Funds Required: $800,000; $400,000/firm
Account Number: Various accounts
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Account Name: Click or tap here to enter text.
Fiscal Note:
Prior Council Action: N/A
City Council Strategic Initiative: [Please select from the dropdown menu below]
Community Safety
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Comprehensive Plan Element (s): [Please select the Plan element(s) and Goal # from dropdown menu below]
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Background Information:
On January 13, 2022, the City of San Marcos received two (2) proposals in response to Request for Proposal #221-022 for Arborist and Tree Care Field Work services. A City-staffed evaluation team evaluated and scored both proposals based upon the evaluation criteria listed in the RFP. The evaluation team determined both responding firms to be highly qualified, and further, determined awarding a contract to each firm as allowed by the terms and conditions of the RFP to be in the best interest of the City. The firms selected for award are as follows:
• Heritage Tree Care located in Buda, Texas; and
• Austin Arborist Co., DBA Austin Tree Experts, located in Austin, Texas.
The purpose of the contracts is to maintain the City’s urban forest in a manner that addresses tree health and public safety. Areas maintained includes, but is not limited to, public property, parks, greenspaces, medians, roads, and right-of-way and line-of-sight maintenance and clearance. Although the contracts will primarily be used by the Parks and Recreation Department, it will serve all Departments within the City.
The contract term for each awarded firm will consist of a two (2) year initial term with the option to extend for up to three (3) one (1) year periods, with a maximum contract not to exceed five (5) years per firm. The estimated annual contract amount is $200,000 per firm. The estimated contract amount for the initial two (2) year term is $400,000 per firm. This amount was used using estimates based upon proposed ARP funding and annual tree work expenditures reflective from multiple departments.
Council Committee, Board/Commission Action:
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Alternatives:
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Recommendation:
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