CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the Award of Change Order #1 to Contract 16-118, Tree Trimming, Tree Removal and Disposal of Debris, to Asplundh Tree Experts Company in an amount not to exceed $50,000 and a total award of $621,000 and for an additional 90 days.
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DEPARTMENT: Electric Utility
SUBMITTED BY: Mark Curran, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
On January 19, 2016, City Council awarded Contract 16-118, Tree Trimming, Tree Removal and Disposal of Debris, to Asplundh Tree Experts Company for a one-year contract for an amount not to exceed $571,000 with consideration for three additional one-year extension options with a maximum 3.2% increase per year in unit pricing. On January 17, 2017, City Council awarded the first option year to Contract 16-118 for an amount not to exceed $571,000. The first option year ends on December 31, 2017.
DISCUSSION:
The quality of work completed by Asplundh Tree Experts has been satisfactory, but they are not interested in exercising a second option year on the current contract. Asplundh is willing to extend the contract for a 90-day period on a Time and Equipment (T&E) basis only for emergency tree trimming work with a 3.2% increase in unit pricing while the City rebids the contract. The additional $50,000 recommended with this extension will be used to fund any emergency work.
The Electric Utility and Procurement Services Team have started the process to re-bid this contract and are having conversations with Geneva, St. Charles, and Batavia regarding the potential to issue a joint bid to attract more bidders and realize savings in tree trimming costs for all four communities moving forward. The other three utilities are all interested in participating in a joint bid with Naperville, and the proposed 90-day extension and $50,000 in additional funding under this contract will provide sufficient time to complete the new bid while still maintaining resources for emergency tree trimming work.
FISCAL IMPACT:
CIP #: N/A
Electric Utility Tree Trimming is expensed to the repair and maintenance services account below. For CY2018, a total of $821,000 is budgeted for repair and maintenance services. The requested award is within budget.
|
Account Number |
Fund Description |
Total Budget Amount |
|
410-3342-533-40-34 |
Electric Utility |
$821,000 |