Title
Annual Contract for Electric Distribution Line Clearance (B)
Staff recommends the award of a contract to Asplundh Tree Expert Company for electric distribution line clearance and related work.
Explanation
The utility's electric transmission and distribution systems require periodic line clearance, tree trimming, right-of-way maintenance, weed control and related services. Approximately 600 distribution system and 125 transmission system miles of line are maintained in accordance with American National Standards Institute's (ANSI) arboricultural standards. The line clearance and maintenance program has reduced customer tree related service interruptions by greater than 40% from 2000 to 2013. In addition, the North American Reliability Corporation (NERC) has established stringent line clearance maintenance standards that must be adhered to. The purpose of this contract is to enhance system reliability, heighten customer satisfaction, promote safety and comply with federal regulation in a cost effective manner while preserving the aesthetic qualities of the tree canopy. The annual cost of this contract is approximately $1,835,000.
In addition to routine maintenance, this contract provides the utility with access to emergency response resources as required in major system restoration efforts. Asplundh has the capability to supplement local crews with resources from regions throughout the country. The availability of such additional resources was critical to the utility's restoration efforts following the 2004 hurricane season.
This contract is subject to the Living Wage Ordinance and the wages paid to the Contractor's employees reflect the current rates established by the U.S. Department of Health and Human Services. Wages may be adjusted annually to maintain compliance with this ordinance. Any fiscal impact is reported to the City Commission on an annual basis.
An Invitation to Bid for these services was sent by Utilities Purchasing to 13 prospective bidders, with 8 responding, 4 of which were no bids. This was a two-step bid. Bidders were first evaluated based on established minimum requirements which included the qualifications and references of the business, staff training and certification, and an emergency response and mobilization plan. One bid was deemed non-responsive. The separately sealed bid pricing from the companies that met the minimum qualifications were then opened. Asplundh Tree Expert Company provided the lowest bid and is being recommended for award of the contract. The contract is subject to the Local Preference Ordinance. Asplundh qualifies as a local business; however, there was no fiscal impact.
Fiscal Note
Funds for these services are included in the Operations & Maintenance and Capital Budgets for FY14 and will be requested in subsequent fiscal years, subject to final appropriation of funds for each year of the contract.
Recommendation:
The City Commission: 1) authorize the General Manager, or his designee, to execute a three-year contract with Asplundh Tree Expert Company, subject to the approval of the City Attorney as to form and legality; and 2) approve the issuance of a purchase order in not-to-exceed budgeted amounts for these services for each year of the contract, subject to the final appropriation of funds for each year.