CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Change Order #1 to Contract 18-008, Electric Tree Trimming, to Asplundh Tree Expert Company for an additional 60 days
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DEPARTMENT: Electric Utility
SUBMITTED BY: Lucille Podlesny, Director
BOARD/COMMISION REVIEW:
N/A
BACKGROUND:
In April 2018, the City Council awarded Contract 18-008 to Asplundh Tree Experts (Asplundh) in an amount not to exceed $1,202,000 and D. Ryan Tree & Landscape, LLC (D. Ryan) in an amount not to exceed $200,000 for a two-year term from date of award with three, one-year options to extend. The purpose of this contract was to retain contractors 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.
On April 21, 2020, the City Council approved the award of the first option year to Contract 18-008 to D. Ryan to continue to provide general vegetation management for non-electrical functions. However, staff decided not to extend the first option year to Asplundh because Asplundh did not include option year pricing in their original bid. As a result, the Electric Utility (Utility) has decided to advertise a new bid rather than negotiating prices for the first option year. The bid was advertised on March 30, 2020 with a bid opening on May 5, 2020.
DISCUSSION:
Because the current formal bid responses are due after the contract expiration date (April 17, 2020), the Utility would like to extend the contract for sixty days. Although the trimming cycle component of Contract 18-008 was completed under budget, the Utility would like to retain the contractor perform any emergency services at current contract pricing until the effective date of the new contract. Asplundh has agreed to maintain the rates and terms provide for under the current contract.
To allow for competitive bids to come in, be evaluated for responsiveness, and presented for award to the City Council, staff is requesting a 60-day extension to June 16, 2020. The contract award in response to the current formal bid will have an effective date of June 17, 2020.
FISCAL IMPACT:
CIP #: N/A
There is no fiscal impact because the change order is to extend the contract end date; no additional funds are being requested.