CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Option Year One to Contract 18-008, Electric Tree Trimming, to D. Ryan Tree & Landscape, LLC for an amount not to exceed $100,000
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DEPARTMENT: Electric Utility
SUBMITTED BY: Lucille Podlesny, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
In April 2018, the City Council awarded Contract 18-008 to D. Ryan Tree & Landscape, LLC (D. Ryan) in an amount not to exceed $200,000 and Asplundh Tree Experts (Asplundh) in an amount not to exceed $1,202,000 for a two-year term from date of award with three, one-year options to extend. The purpose of this contract was to retain vendors certified to trim trees and vegetation around utility equipment. Asplundh was awarded the portion of the contract to provide vegetation management around electrified lines while D. Ryan was awarded the portion of the contract to provide general vegetation management for non-electrical functions.
DISCUSSION:
Prior to the end of the original contract term, the Electric Utility conducted an evaluation to determine if it should recommend extending the contracts with D. Ryan and Asplundh or re-bid the work. The Utility wishes to execute the first option year with D. Ryan to continue to service the areas awarded to them in 2018. During the original term of the contract, D. Ryan completed over 140 service requests ranging from obstructions around electrical equipment in the field, at substations and under transmission lines, in addition to plantings as part of the Tree Line USA program. D. Ryan has been a very responsive contractor and has provided excellent service to the Utility and its customers.
The Utility has also seen an increase in productivity and has benefited from the fact that the Department of Public Works also uses D. Ryan for their tree trimming and maintenance activities. D. Ryan schedules both departments’ work that is close geographically to maximize crew efficiencies. Multiple customer comments have been received indicating satisfaction with the professionalism and respect D. Ryan provides while working on their property.
Based upon the vendor’s performance, the Utility would like to extend the contract for the first option year. D. Ryan has agreed to maintain the terms provided for under the original contract and will provide its service at the same rates.
Because Asplundh did not include option year pricing in their original bid, there is no option year award for that work. A new bid will be advertised for Asplundh’s portion of the work and will be presented to the City Council for award at an upcoming meeting.
FISCAL IMPACT:
CIP#: N/A
Tree trimming is expensed to the Operational Service account listed below. A total of $701,000 was budgeted for line clearance in 2020. The requested award is within the budgeted amount for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
40251300-531308 |
Electric Utility |
$884,000 |