CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Bid 20-020, Electric Tree Trimming, to Lewis Tree for an amount not to exceed $1,858,100 and for a three-year term
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DEPARTMENT: Electric Utility
SUBMITTED BY: Lucille Podlesny, 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 line-clearance tree trimming contractors. Trimming of trees and brush around underground electrical equipment is handled by D.Ryan under a different contract to reduce costs.
The Utility requires the line-clearance tree trimming contractor to trim/remove limbs of trees near energized overhead electrical lines throughout the City. This type of tree trimming requires the contractor to be 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.
In 2018, the City Council approved a three-year contract with Asplundh to perform line-clearance tree trimming. This contract expired in May 2020 and was extended by Council through Mid-June of 2020 because of COVID related delays.
In March 2020, the Utility issued Bid 20-020, Tree Trimming, Removal and Debris Disposal to contract with a vendor to complete tree trimming around energized overhead electrical lines. The solicitation requested pricing for three years, 2020 through 2022 with optional pricing for one additional three-year term.
DISCUSSION:
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Advertisement Date: |
03/30/2020 |
Notices Sent: |
126 |
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Opening Date: |
05/05/2020 |
Planholders: |
16 |
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Proposals Received: |
2 |
Bids were received from the following vendors:
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Vendor Name |
Proposed Cost |
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LEWIS TREE |
$4,324,076.80 |
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ASPLUNDH |
NON-RESPONSIVE |
Asplundh was determined to be non-responsive because the vendor did not submit the required bid bond with their bid, and did not sign the Affidavit of Compliance, which were both required at the time the bid was submitted. Additionally, Asplundh took exceptions to key concepts within the City’s standard terms and conditions as part of its bid response.
City staff contacted the vendors who downloaded the bid document but did not submit a bid response to find out why they did not bid. No vendors chose to respond to staff’s inquiries.
Lewis Tree has accepted all terms and conditions, provided complete pricing as well as completed all documentation requested as part of the bid process. Lewis has been responsive to staff questions regarding their bid. Staff have checked with client contacts provided by Lewis Tree and all references have been positive.
The term of this contract is three years from June 17, 2020 to June 16, 2023 with one, three-year option to extend.
FISCAL IMPACT:
CIP#: N/A
Tree Trimming is expensed to the Operational Service account listed below. A total of $601,000 is expensed for overhead line clearance in 2020. 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.
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Account Number |
Fund Description |
Total Budget Amount |
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40251300-531308 |
Electric Utility |
$884,000 |