CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Option Year #1 to Contract 23-051, Tree Trimming, Tree Removal and Disposal of Debris, to Lewis Tree Service for an amount not to exceed $175,000
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DEPARTMENT: Electric Utility
SUBMITTED BY: Brian Groth, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Electric Utility (Utility) has approximately 69.34 miles of overhead transmission and distribution conductors throughout the City. Trees and other landscaping have been planted in the vicinity of these conductors and routine tree trimming is important to ensure reliability for the system as well as safety of the public. The Utility has developed a three-year rotation schedule for the trimming of trees adjacent to overhead conductors. The Utility’s line clearance tree trimming around overhead conductors and underground facilities is outsourced to contractors.
In addition to the overhead transmission and distribution conductors, there are over 10,000 underground transformers, switches, and electrical enclosures in the electrical system. Over the years, many of these have been identified to have obstructions of some sort, including vegetation obstructions.
The City Council awarded Contract 23-051 Tree Trimming, Tree Removal and Disposal of Debris, to Lewis Tree Service on June 6, 2023, for an 18-month term from June 6, 2023, to December 31, 2024, with three, one-year options to extend.
The purpose of this contract is to provide tree trimming services specific to the Utility, which are separate from any parkway tree maintenance services contracted through the Department of Public Works.
DISCUSSION:
During the original term of the contract, Lewis Tree Service has completed over 188 service requests for tree trimming and removals from around electrical equipment, around transmission poles and under right-of-ways, and is currently working on completing an additional 100 service requests.
With underground and overhead equipment inspection programs in progress, the Utility estimates a similar number of obstructions to be attended to in 2025. Lewis Tree currently provides tree trimming services for the Utility for the overhead line clearance as well as this contract. Having one contractor performing both contracts provides for both efficient staff oversight and contractor utilization.
Of the total award, $25,000 will be allocated towards the Water Utility for managing trees at the City’s 56 water and wastewater sites. Proper tree care helps prevent damage from roots and falling branches, ensuring the integrity of the water and sewer systems and minimizing potential issues.
Based on the vendor’s performance, the Electric Utility recommends extending the contract for the first option year. Lewis Tree Service has agreed to maintain the rates and terms provided for under the contract for both utilities.
The term of the first option year is January 1, 2025, to December 31, 2025, with two, one-year options remaining on the agreement.
FISCAL IMPACT:
CIP#: N/A
Tree removal and disposal of debris is expensed to the Operational Services and Building and Ground Maintenance accounts listed below. This award is for services in 2025 and as a result no expenses will be realized for this award until 2025. The 2025 budget is still being developed. However, the Electric Utility included $150,000 in their proposed 2025 budget for tree removal and disposal of debris. While the Water Utility included $30,000 in their proposed budget for site improvements including tree removal. The proposed amount is sufficient to cover this award, and staff will ensure the proper budget amounts are included in the approved 2025 budget.
|
Account Number |
Fund Description |
Total Budget Amount |
|
40251300-531308 |
Electric Utility Fund |
TBD |
|
41251510-531302 |
Water Utility Fund |
TBD |