Agenda Item
ii. Contract Renewal ~ ITB 21-752-010 ~Tree Cutting and Trimming Services ~ Casey Tree Experts, Richmond Tree Experts, Inc., Total Outdoor, LLC. ~ Contract Renewal #4 of 4 (Not to exceed $1,500,000)
Summary: Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the DeKalb County Board of Education (“the Board”) approve the fourth of four (#4 of 4) contract renewals for ITB 21-752-010 for Tree Cutting and Trimming Services in a not to exceed amount of $1,500,000 to:
Casey Tree Experts
Richmond Tree Experts, Inc.
Total Outdoor, LLC.
Why: This request is a contract renewal for Casey Tree Experts, Richmond Tree Experts, and Total Outdoor, LLC. to provide Tree cutting and trimming services throughout DeKalb County School District (“DCSD”) on an as-needed basis. This request extends the agreement for a final additional year as follows:
Casey Tree Experts - through March 1, 2026
Richmond Tree Experts, Inc. - through May 2, 2026
Total Outdoor, LLC. - through March 1, 2026
Approval of the contract renewal meets Strategic Goal Area 6: Organizational Excellence.
Details: On January 11, 2021, the Board approved the award of ITB 21-752-010 for Tree Cutting and Trimming Services to Casey Tree Experts, Richmond Tree Experts, Inc. and Total Outdoors, LLC as the most responsive and responsible offeror vendors to provide services throughout DCSD on an as-needed basis. This recommendation is for the fourth of four (#4 of 4) one (1) year contract renewal options.
Casey Tree Experts is located at 4135 Arcadia Industrial Cir SW, Lilburn, GA 30047.
Richmond Tree Experts, Inc. is located at 1715 Nekoma Street, Marietta, GA 30068.
Total Outdoors, LLC is located at 613 Baymist Ct, Loganville, GA 30052.
Financial impact: The total contract amount for these services, in an amount not to exceed $1,500,000, will be allocated from the General Fund Budget, Deferred Maintenance (100.2600.543013.00011.7520.9990.8013.040.0000).
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1447
Mr. Bobby Moncrief, Director of Facilities Management, Division of Operations, 678.676.1478
Effective: Upon Board Approval
Status: Approved by the Office of Legal Affairs
CHRONOLOGY OF THE AGENDA ITEM
ITB 21-752-010 Tree Cutting and Trimming Services -
Contract Renewal (#4 of 4)
Scope:
Contract Renewal of ITB 21-752-010 -Tree Cutting and Trimming Services to
Casey Tree Experts, Richmond Tree Experts, Inc., and Total Outdoors, LLC.
to provide as-needed services as specified in the bid documents and Owner’s
Criteria and Narrative Scope of Work.
Contract/Renewal Term:
On January 11, 2021, the DeKalb Board of Education (“the Board”) approved the
award of ITB 21-752-010 -Tree Cutting and Trimming Services to Casey Tree
Experts, Richmond Tree Experts, Inc., and Total Outdoors, LLC. The contract
was for an initial one (1) year term with four (4), one (1) year optional renewals
subject to Board approval on a year-to-year basis.
The renewals terms are as follows:
Casey Tree Experts and Total Outdoors, LLC
• Contract Year 1- March 1, 2021-March 1, 2022
• Contract Year 2, Renewal #1 (1 of 4) – March 1, 2022-February 28, 2023
• Contract Year 3, Renewal #2 (2 of 4) – March 1, 2023–February 29, 2024
• Contract Year 4, Renewal #3 (3 of 4) – March 1, 2024-February 28, 2025
o This current agenda item seeks the Board of Education approval
for the final fourth of four (#4 of 4) one (1) year contract
renewal options.
Richmond Tree Experts
• Contract Year 1- May 3, 2021-May 2, 2022
• Contract Year 2, Renewal #1 (1 of 4) – May 3, 2022- May 2, 2023
• Contract Year 3, Renewal #2 (2 of 4) – DID NOT RENEW
• Contract Year 4, Renewal #3 (3 of 4) – May 3, 2024 -May 1, 2025
o This current agenda item seeks the Board of Education approval
for the final fourth of four (#4 of 4) one (1) year contract
renewal options.
Solicitation Process:
ITB 21-752-010 was competitively solicited through the Procurement Department
on October 15, 2020. Five (5) bids were received on November 17, 2020. The
recommendation of awards was based on the review and evaluation of proposals
received.
Award Process:
On January 11, 2021, the DeKalb Board approved the award of ITB 21-752-02-10 to
Casey Tree Experts, Richmond Tree Experts, Inc and Total Outdoors, LLC., as
the lowest bid and most responsive, responsible bidders in accordance with the
Invitation to Bid documents.