HomeMy WebLinkAboutAgenda Report - July 15, 2009 E-03AGENDA ITEM &5
M� CITY OF LODI
COUNCIL COMMUNICATION
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AGENDA TITLE: Adopt Resolution Rejecting All Bids and Authorizing Advertisement for Bids for the
Annual Tree Trimming Contract (Power Line Clearing) for Electric Utility
Department ($375,000) (EUD)
MEETING DATE: July 15,2009
PREPARED B Y Electric Utility Director
RECOMMENDED ACTION: Adopt a resolution rejecting all bids and authorizing advertisement
for bids for the Annual Tree Trimming Contract (Power Line
Clearing) for Electric Utility Department
BACKGROUND INFORMATION: The Electric Utility Department (EUD) has utilized a tree -trimming
contractor for its line clearing requirements since November 1988.
The current contract extension with Trees, Inc. of Houston, Texas is
due to expire no later than August 31, 2009.
On June 11, 2009, the following bids were publicly opened:
Trees, Inc.
Asplundh
WCA
Davey
FY2009-10 Budget
$387,313.92 (withdrawn)
$470,292.48
$580,608.00
$632,378.88
$375,000.00
Following the bid opening, Trees, Inc sent the City a letter withdrawing its bid due to an error. Bids were
to be made on the basis of a three-person backyard crew and a three-person street crew (differing
equipment and crew make-up). Trees Inc. inadvertently bid a two -person street crew that was consistent
with the bid request in 2006. Based on the hourly/daily costs submitted as part of its bid, a corrected bid
for Trees Inc. was calculated by staff as being $437,068.80.
Given that all bids significantly exceeded the $375,000 budget for this item, Staff is recommending
reissuing the tree -trimming specification with the bid evaluation to be made on the basis of three-person
backyard crew and a two -person street crew.
FISCAL IMPACT: Trimming trees reduces electric outages for customers and reduces
emergency call -outs and repairwork
FUNDING AVAILABLE: The projected cost of $375,000 is included in the budget for fiscal year
2009/10 underAccount No. 160654 —Tree Trimming. Funding for contract
extensions shall be approved on a year-to-year basis.
APPROVED:
Blai Kg, City Manager
Adopt Resolution Rejecting all Bids and Authorizing Advertisementfor Bids for the Annual Tree Trimming Contract
(Power Line Clearing) for Electric Utility Department ($375,000) (EUD)
July 15,2009
Page 2 of 2
Jordan Avers
Deputy City Manager/Internal Services Director
C.AAn�A-,
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Ge-otbe F.
Electric Utility Director
June 1 1,2009
Barry Fisher
Construction/Maintenance Supervisor
City of Lodi Electric Utility Department
1331 South Ham Lane
Lodi, CA 95242
Dear Mr. Fisher:
TREES, INC.
650 North Sam Houston Parkway East
Suite 209
Houston, TX 77060
1-866-865-9617
Fax: (281) 260-0728
Due to a mathematical error in our calculations Trees, Inc. withdraws our bid for the City of Lodi
tree trimming project. We regret our mistake and look forward to the next bid.
Sincerely,
William Mills
Senior Vice President
RESOLUTION NO. 2009-92
A RESOLUTION OF THE LODI CITY COUNCIL REJECTING ALL
BIDS AND AUTHORIZING RE -ADVERTISEMENT FOR BIDS FOR
THE ANNUAL TREE TRIMMING CONTRACT (POWER LINE
CLEARING) FOR ELECTRIC UTILITY DEPARTMENT
WHEREAS, in answer to notice duly published in accordance with law and the order of this
City Council, four sealed bids were received and publicly opened on June 11, 2009, at 11:00 a.m.
for the provision of annual tree trimming services (power line clearing) for the Electric Utility
Department; and
WHEREAS, said bids have been compared, checked, and tabulated and a report thereof
filed with the City Manager as follows:
Trees, Inc.
$387,313.92 (withdrawn)
Aspl undh
$470,292.48
WCA
$580,608.00
Davey
$632,378.88
WHEREAS, the low price bidder, Trees, Inc., withdrew its bid due to a bidding error; and
WHEREAS, the bids were evaluated on the basis of a three-person backyard crew and a
three-person street crew; and
WHEREAS, the fiscal year 2009-10 budget for Electric Utility tree trimming services is
$375,000 and all bids exceed this amount; and
WHEREAS, staff recommends that the City Council reject all tree trimming bids and
authorize advertisement again with bids to be evaluated on a three-person backyard crew and a
two -person street crew, which is more consistentwith fiscal year 2009-10 budget levels.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby reject all
bids and authorize re -advertisement for bids for the annual tree trimming contract (power line
clearing) for Electric Utility Department.
Dated: July 15, 2009
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hereby certify that Resolution No. 2009-92 was passed and adopted by the City Council of
the City of Lodi in a regular meeting held July 15, 2009, by the following vote:
AYES: COUNCIL MEMBERS— Hitchcock, Johnson, Katzakian, Mounce, and
Mayor Hansen
NOES: COUNCIL MEMBERS —None
ABSENT: COUNCIL MEMBERS— None
ABSTAIN: COUNCIL MEMBERS—None
�e
RANDI JOHL
City Clerk
2009-92