The County of Santa Clara
California

Agreement/Amendment
99653

Approve Agreement with Imhof Tractor Service, Inc., relating to providing weed abatement services in an amount not to exceed $1,345,239 for period March 1, 2020 through February 29, 2023 with two one-year extension options, that has been reviewed and approved by County Counsel as to form and legality.

Information

Department:Consumer and Environmental Protection AgencySponsors:
Category:Agreement

Attachments

  1. Printout
  2. Agreement - Imhof Tractor Service Inc

Body

FISCAL IMPLICATIONS

There is no impact to the General Fund as a result of the recommended action. Appropriations to pay for the contract is budgeted in Fund 0031, and costs will be recovered through fees paid by program participants. The anticipated annual service costs of the contract totals $1,345,239 over three years (approx. $450,000 per fiscal year).

Given the increased public focus on wildfires in urban areas and the associated resources required to meet this new demand, existing staff will no longer be able to absorb assessing the increasing numbers of parcels being referred to the Program and subsequently to the service provider for abatement. The Consumer and Environmental Protection Agency (CEPA) is requesting to add an additional position to meet this demand. Please refer to Legislative File #100131.

CONTRACT HISTORY

The original agreement between the County and Imhof Tractor Service, Inc. was approved by the Director of the Department of Agriculture and Environmental Management under a delegation of authority approved by the Board of Supervisors in December 22, 2006, for a total of $450,000. Since then, Imhof Tractor Service, Inc. has been awarded two subsequent agreements with the County to provide work crews to do abate weeds, rubbish, and debris through use of hand tools and tractor equipment.

On November 7, 2006, the Department released a Request for Proposals (RFP) to solicit vendors to provide weed, brush, and debris abatement services in the North, South, East and West Zones. Four proposals were received, and three were deemed responsive. H&N Enterprises was awarded the contract for the South, East and West Zones in the amount of $1,800,000, and Imhof Tractor Service, Inc., was awarded the contract for the North Zone in the amount of $450,000. These contracts were effective until February 28, 2012.

On August 1, 2011, the Department released an RFP to solicit vendors to provide weed, brush, and debris abatement services for the County in the North, South, East and West Zones. Six proposals were received, and four were deemed responsive. H&N Enterprises was awarded the contract for the North and South Zones in the amount of $1,050,000 and Imhof Tractor Service, Inc., was awarded the contract for the East and West Zones in the amount of $1,050,000. These contracts were effective until February 28, 2017

On August 22, 2016, CEPA released an RFP to solicit vendors to provide weed, brush, and debris abatement services in the North, South, East and West Zones. Five proposals were received, and two were deemed responsive.  H&N Enterprises was awarded the contract for the North and South Zones in the amount of $1,050,000 and Imhof Tractor Service, Inc., was awarded the contract for the East and West Zones in the amount of 1,050,000

REASONS FOR RECOMMENDATION

In early 2019, the sole vendor, Imhof Tractor Service, Inc., informed staff that they would not be interested in extending their current agreement with the County due to rising fuel costs. On November 5, 2019, CEPA released an RFP for these services; four vendors attended the subsequent pre-proposal conference with two submitting proposals; one of these was deemed non-responsive. Staffs objective with this RFP process was to award to multiple vendors. However, in recent years the demand for these services have grown due to PG&Es wildfire response and the availability of vendors has decreased. Due to requirements in the California Health and Safety Code, abatement work must be completed in a specified timeline, and Imhof Tractor Service, Inc, was the only vendor able to commit to this. Imhof Tractor Service, Inc., has been selected by the evaluation panel for all four Zones of the County. There is nothing in the Imhof Tractor Service, Inc. agreement that prevents the County from procuring services from other providers should the availability of vendors change.

At the same time, CEPA is pursuing through Board Policy 5.6.5.1 an intergovernmental agreement with the San Jose Conservation Corps to supplement services.

CHILD IMPACT

The intent of the Weed Abatement Program is to reduce the risk of spreading fire from wildland or from rubbish to structures.  This is intended to protect life and property. This program will help protect children from such fires.

SENIOR IMPACT

The intent of the Weed Abatement Program is to reduce the risk of spreading fire from wildland or from rubbish to structures. This is intended to protect life and property. This program will help protect seniors from such fires.

SUSTAINABILITY IMPLICATIONS

The recommended action balances public policy and program interests, supports the Board of Supervisors sustainability objective to foster a healthy environment, protecting resources, and/or protecting public health, safety, and recreation by reducing the risk of fire spread from wildland or rubbish to structures. Thereby improved air quality, reduced resources used to rebuild homes, protected native plant species and habitats, and water conservation.

BACKGROUND

Beginning in 1975, and each year thereafter, the Board of Supervisors has authorized the Weed Abatement Program to take action to mitigate the threat of fire loss. Reduction of fire risk has been performed by licensed contractors removing bio-mass fuel, combustible debris, and weeds on the unincorporated lands and within jurisdictions participating in the County program.

Program staff inspect parcels throughout the year to ensure compliance with minimum fire safety standards. In accordance with the procedures of the current program, any parcel in the program is charged an annual fee of $101. Other fees are as follows:

·              If a property owner provides his/her own abatement prior to the compliance inspection, no additional fees are assessed.

·              Parcel owners that fail the compliance inspection but eventually perform the abatement work themselves are charged a failed inspection fee of $582.

·              Property owners that fail the compliance inspection and do not maintain their property according to the minimum fire safety standards will be charged the failed inspection fee of $582, the County contractor’s abatement costs, and a $984 contract oversight charge.

When the work is completed, the Board of Supervisors considers and, by resolution, confirms the report stating that unpaid charges constitute special assessments in order for the costs to be placed on the tax roll and become a lien on the respective properties. This same process is followed in each of the twelve contract cities participating in the County program for the properties in their jurisdictions.

CONSEQUENCES OF NEGATIVE ACTION

CEPA will be unable to provide weed and brush abatement services in order to reduce fire hazards.

STEPS FOLLOWING APPROVAL

Clerk of the Board of Supervisors shall obtain signatures on two original agreements for Imhof Tractor Service, Inc. and return one original for the contractor to Nidia Aguirre, CEPA

 

Meeting History

Feb 11, 2020 9:30 AM Video Board of Supervisors Regular Meeting
RESULT:APPROVED [UNANIMOUS]
MOVER:Mike Wasserman, Vice President
SECONDER:Susan Ellenberg, Supervisor
AYES:Mike Wasserman, Cindy Chavez, Dave Cortese, Susan Ellenberg, S. Joseph Simitian