CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of the Option Year One to Contract 20-020, Tree Removal and Disposal, to Lewis Tree Service for an amount not to exceed $2,369,503 and a three-year term
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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 miles of overhead transmission and distribution conductors throughout the City. Trees and other landscaping in the vicinity of these conductors must be trimmed routinely to ensure reliability of the electrical system as well as safety of the public.
The Utility’s line-clearance tree trimming around overhead conductors is outsourced to qualified contractors experienced in this specialized tree trimming, have properly trained personnel, as well as have access to the necessary equipment to perform the scope of work.
Trimming of trees and brush around underground electrical equipment is handled by a separate contract to reduce costs.
The City Council awarded Contract 20-020, Tree Trimming Removal and Debris Disposal to Lewis Tree Service on June 16, 2020, for a three-year term from June 17, 2020, to June 16, 2023, with one, three-year option to extend. A change order was awarded by the City Council on September 06, 2022 to add additional funds.
DISCUSSION:
During the original term of the contract, Lewis Tree successfully trimmed the entire overhead electrical system throughout the City. Efficiencies included the use of a grapple truck for removing trimming debris which reduced noise originating from chippers and ancillary debris inadvertently being left behind. Specialized rear lot aerial equipment provided for safer and quicker tree trimming and removals. More importantly, Lewis Tree worked closely with staff to schedule work to be performed in intervals which coincided with other Utility projects to heighten productivity which decreased time and effort required by staff to manage.
Based upon the vendor’s performance, the Utility recommends extending the contract for the three-year option. Lewis Tree has agreed to maintain the rates and terms provided for under the contract.
The term of the first option is June 17, 2023, to June 16, 2026, with no option years remaining.
FISCAL IMPACT:
CIP#: N/A
Tree Trimming is expensed to the Operational Service account listed below. A total of $855,951 is expensed for overhead line clearance in 2023. The requested award, over three years, is within the budgeted amount for this expense, and will be budgeted accordingly throughout the duration of the contract.
|
Account Number |
Fund Description |
Total Budget Amount |
|
40251300-531308 |
Electric Utility |
$908,951 |