Title
Contract for Electric Distribution Line Clearance (B)
Staff recommends award of a contract to Asplundh Tree Expert Company for electric distribution line clearance.
Explanation
Energy Delivery requires line clearance, tree trimming, right-of-way maintenance, weed control and related services for the electric transmission and distribution systems. Approximately 600 distribution pole miles and 125 transmission pole miles are maintained in accordance with arboricultural standards for tree trimming and removal of vegetation around power lines. The Utility's approach to line clearance and maintenance significantly reduces tree related electrical outages. The ultimate goal is to optimize system reliability, improve service to customers and enhance safety while cost-effectively preserving the aesthetic qualities of tree cover in the Utility's service area. This contract also includes providing emergency response for storm restoration on an as needed basis. The Contractor may also be required to supplement local crews with crews from other regions of the country for extraordinary restoration efforts. These additional resources were critical to the Utility following the 2004 hurricanes. In addition to the Utility's requirements, the City's Recreation and Parks Department also use this contract although their expenditures do not exceed the City Commission threshold.
The estimated annual cost of this contract is $1,474,000. The estimated cost includes additional funds for transmission work and subcontracting services for wood hauling, stump grinding and landscape repair. The 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 based on the rates in effect at that time. 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 twelve prospective bidders, with six responding. Asplundh Tree Expert Company submitted the best evaluated bid based on pricing, training and certification programs, safety programs and performance history and an emergency response plan. A Bid Tabulation of the scoring is attached for your reference.
Recommendations
The City Commission: 1) authorize the General Manager, or her designee, to execute a three-year contract with Asplundh Tree Expert Company, subject to approval of the City Attorney as to form and legality; and 2) approve the issuance of purchase orders 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.
Fiscal impact
Funds for these services are included in the Operations and Maintenance and Capital Budgets for FY 2008; and will be requested in subsequent fiscal years, subject to final appropriation of funds for each year of the contract.
Drafter
Prepared by David E. Beaulieu, AGM for Energy Delivery
Submitted by Karen S. Johnson, General Manager