HomeMy WebLinkAboutAgenda Report - June 19, 2013 C-07AGENDA ITEM C-07
CITY OF LODI
,. COUNCIL COMMUNICATION
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AGENDA TITLE: Adopt Resolution Awarding Contract for Annual Tree Trimming for Power Line
Clearing to Utility Tree Service, Inc. of Stockton and Authorizing City Manager to
Execute Contract and Extensions ($490,000)
MEETING DATE: June 19, 2013
PREPARED BY: Electric Utility Director
RECOMMENDED ACTION: Adopt a resolution awarding Contract for annual tree trimming for
power line clearing to Utility Tree Service, Inc. of Stockton and
authorizing City Manager to execute contract and extensions in the
amount of $490,000.
BACKGROUND INFORMATION: The Electric Utility utilizes a contractor to provide tree trimming
services necessary for the reliable operation of the Electric Utility
- - power lines. The current contract with-Asplundh Tree Expert - -
Company of Stockton is due to expire June 30, 2013.
The specifications for this service were approved for issuance by the Council on May 15, 2013. It has
been prepared on a 12 -month basis with the option to extend annually thereafter, at the City's sole
discretion, for a maximum of three additional years. The contract would provide the City with a three-
person backyard crew and a two -person street crew, including vehicles, equipment and other expenses
for two crews.
On June 10, 2013, six bids were received:
Utility Tree Service, Inc., Stockton
$213.85
per hour
Trees Inc., Huston, TX
$229.61
per hour
Wright Tree Service, Inc., West Des Moines, IA
$230.72
per hour
West Coast Arborists, Inc., Anaheim
$240.00
per hour
The Original Mowbrays Tree Service, Inc., San Bernardino $301.43
per hour
Davey Surgery Company, Livermore
$325.85
per hour
Utility Tree Service, Inc. is the lowest responsive bid. Utility Tree Service, Inc. is an experienced tree -
trimming contractor with a national presence. It currently provides service to other utilities in the region.
Maintaining an adequate line clearance program is a critical element to electric system reliability. Due to
the excellent results the utility has experienced with contracting out this service (i.e. significant reduction
of outage time and overall cost effectiveness), it is recommended that the contracting program be
continued. The proposed tree trimming program covers the period of July 1, 2013 to June 30, 2014 with
the option for up to three additional one-year extensions covering fiscal years 2014/15 and 2015/16 and
2016/17. The specifications are on file with the EU.
s" 0eal 9"D
Konradt Bartlam, City Manager
Adopt Resolution Awarding Contract for Annual Tree Trimming for Power Line Clearing to Utility Tree Service, Inc. of Stockton
and Authorizing City Manager to Execute Contract and Extensions (490,000)
June 19, 2013
Page 2 of 2
FISCAL IMPACT: Trimming trees reduces electric outages for customers and reduces
emergency call -outs and repair work.
FUNDING AVAILABLE: Included in FY2013/14 Account No. 160654.
Funding for contract extensions shall be approved on a year-to-year basis.
cla�
Jordan Aye s
Deputy City Manager/Internal Servi es Director
Elizabeth irkley
Electric Utility Director
PREPARED BY: Barry Fisher, Construction/Maintenance Supervisor
EAK/BF/LST/Ist
2013 TREE TRIMMING PROJECT
CITY OF LODI ELECTRIC UTILITY
CITY OF LODI, CALIFORNIA
CONTRACT
THIS CONTRACT made by and between the CITY OF LODI, State of California, herein referred to as the
"City," and UTILITY TREE SERVICE, INC., herein referred to as the "Contractor."
WITNESSETH:
That the parties hereto have mutually covenanted and agreed, and by these presents do covenant and
agree with each other, as follows:
The complete Contract consists of the following documents which are incorporated herein by this
reference, to -wit:
Notice Inviting Bids
Information to Bidders
General Provisions
Special Provisions
Bid Proposal
Contract
Contract Bonds
Plans
The Latest Edition of
Standard Specifications,
State of California,
Business and Transportation Agency,
Department of Transportation
All of the above documents, sometimes hereinafter referred to as the "Contract Documents," are intended
to cooperate so that any work called for in one and not mentioned in the other is to be executed the same
as if mentioned in all said documents.
ARTICLE I - That for and in consideration of the payments and agreements hereinafter mentioned, to be
made and performed by the City and under the condition expressed in the one bond bearing even date
with these presents and hereunto annexed, the Contractor agrees with the City, at Contractor's cost and
expense, to do all the work and furnish all the materials except such as are mentioned in the
specifications to be furnished by the City, necessary to construct and complete in a good workmanlike and
substantial manner and to the satisfaction of the City the proposed improvements as shown and
described in the Contract Documents which are hereby made a part of the Contract.
ARTICLE II - The City hereby promises and agrees with the Contractor to employ, and does hereby
employ, the Contractor to provide all materials and services not supplied by the City and to do the work
according to the terms and conditions for the price herein, and hereby contracts to pay the same as set
forth in Section 5-600, "Measurement, Acceptance and Payment," of the General Provisions, in the
manner and upon the conditions above set forth; and the said parties for themselves, their heirs,
executors, administrators, successors and assigns, do hereby agree to the full performance of the
covenants herein contained.
ARTICLE III - The Contractor agrees to conform to the provisions of Chapter 1, Part 7, Division 2 of the
Labor Code. The Contractor and any Subcontractor will pay the general prevailing wage rate and other
employer payments for health and welfare, pension, vacation, travel time, and subsistence pay,
apprenticeship or other training programs. The responsibility for compliance with these Labor Code
requirements is on the prime contractor.
ARTICLE IV - And the Contractor agrees to receive and accept the following prices as full compensation
for furnishing all materials and for doing all the work contemplated and embraced in this agreement; also
for all loss or damage arising out of the nature of the work aforesaid or from
2013 TREE TRIMMING PROJECT
CITY OF LODI ELECTRIC UTILITY CONTRACT
the action of the elements, or from any unforeseen difficulties or obstructions which may arise or be
encountered in the prosecution of
the work until its acceptance by the City, and for all risks of every description connected with the work;
also for all expenses incurred by or in consequence of the suspension or discontinuance of work and for
well and faithfully completing the work, and the whole thereof, in the manner and according to the Plans
and Contract Documents and the requirements of the Engineer under them, to -wit:
Perform the work necessary for line clearing (tree trimming) for sub -transmission, distribution and
secondary circuits including overhead services within city limits of the City of Lodi at the direction
of the Electric Utility Director with secondary distribution circuits being cleared a minimum of six
(6) feet and ten (10) feet for primary distribution and sub -transmission, and with proposals being
based on a two (2) -person Street Crew and a three (3) -person Backyard Crew, all as shown on the
plans and specifications for "Tree Trimming Project".
UNIT PRICE ITEMS
ITEM
NO. DESCRIPTION UNIT UNIT PRICE
Straight -Time for Backyard Crew
Including Labor, Overheads,
Supervision, Equipment, Disposal
Costs, Fees, Licenses, etc. HR $117.58
2. Straight -Time for Street Crew
Including Labor, Overheads,
Supervision, Equipment, Disposal
Costs, Fees, Licenses, etc. HR $96.27
3. Emergency After -Hours Work and
Downtime Evaluation for a
Helper/Groundman including
overhead. HR $37.77
4. Emergency After -Hours Work and
Downtime Evaluation for a Tree
Trimmer including overhead. HR $51.17
5. Emergency After -Hours Work and
Downtime Evaluation for a Crew
Leader including overhead. HR $55.93
2013 TREE TRIMMING PROJECT
CITY OF LODI ELECTRIC UTILITY
UNIT PRICE ITEMS (Continued)
111111:1►Ti
NO. DESCRIPTION UNIT UNIT PRICE
6. Emergency After -Hours Work and
Downtime Evaluation for a Chipper
including overhead. HR $3.37
7. Emergency After -Hours Work and
Downtime Evaluation for a Dump
Truck including overhead. HR $10.74
8. Emergency After -Hours Work and
Downtime Evaluation for an Aerial
Boom with Dump Truck including
overhead. HR $16.40
CONTRACT
ARTICLE V - By my signature hereunder, as Contractor, I certify that I am aware of the provisions of
Section 3700 of the Labor Code, which requires every employer to be insured against liability for workers'
compensation or to undertake self-insurance in accordance with the provisions of that code, and I will
comply with such provisions before commencing the performance of the work of this contract.
ARTICLE VI - It is further expressly agreed by and between the parties hereto that, should there be any
conflict between the terms of this instrument and the Bid Proposal of the Contractor, then this instrument
shall control and nothing herein shall be considered as an acceptance of the said terms of said proposal
conflicting herewith.
ARTICLE VII - The City is to furnish the necessary rights-of-way and easements and to establish lines and
grades for the work as specified under the Special Provisions. All labor or materials not mentioned
specifically as being done by the City will be supplied by the Contractor to accomplish the work as outlined
in the specifications.
ARTICLE VIII - The Contractor agrees to commence work pursuant to this contract within 30 calendar
days and to diligently prosecute to completion all coordinated activity with the Electric Utility Director or
designee during the one-year term of this contract and that work will be performed on an as -needed basis
as determined by the Electric Utility Director or designee.
ARTICLE IX — This agreement may be extended for three (3) additional one-year terms at the City's option
on the same terms and conditions as set forth herein. City shall exercise its option in writing 30 days
before the expiration of this agreement.
WHEN SIGNING THIS CONTRACT, THE CONTRACTOR AGREES THAT THE TIME OF COMPLETION
FOR THIS CONTRACT IS REASONABLE AND THE CONTRACTOR AGREES THAT FOR ANY
FAILURE OF EQUIPMENT DOWNTIME AMOUNT MAY BE DEDUCTED FROM THE AMOUNT DUE
THE CONTRACTOR UNDER THE CONTRACT AS SET FORTH IN SECTION 6.6 OF THE SPECIAL
PROVISIONS.
2013 TREE TRIMMING PROJECT
CITY OF LODI ELECTRIC UTILITY
CONTRACT
IN WITNESS WHEREOF, the parties to these presents have hereunto set their hands the year and date
written below.
CONTRACTOR:
0
CITY OF LODI
UTILITY TREE SERVICE, INC. By:
MIKE ENGLISH
Title
(CORPORATE SEAL)
KONRADT BARTLAM,
City Manager
Date:
ATTEST:
muzeirmm.
APPROVED AS TO FORM:
D. STEPHEN SCHWABAUER, City Attorney
JANICE D. MAGDICH, Deputy City Attorney
July 2013
RESOLUTION NO. 2013-104
A RESOLUTION OF THE LODI CITY COUNCIL
AWARDING AND AUTHORIZING THE CITY MANAGER
TO EXECUTE CONTRACT AND EXTENSIONS FOR
ANNUAL TREE TRIMMING POWER LINE CLEARING
WHEREAS, tree trimming services are necessary for the reliable operation of the Lodi
Electric Utility power lines; and
WHEREAS, the City Council approved specifications for tree trimming for power line clearing
services for the fiscal year ending June 30, 2014, and up to three subsequent years; and
WHEREAS, in answer to notice duly published in accordance with law and the order of the
City Council, the City received and publicly opened on June 10, 2013, sealed bids for tree trimming
for power line clearing, described in the specifications approved by the City Council; and
WHEREAS, bids were received, as follows:
Bidder Bid
Utility Tree Service, Inc., Stockton $213.85 per hour
Trees Inc., Huston, TX $229.61 per hour
Wright Tree Service, Inc., West Des Moines, IA $230.72 per hour
West Coast Arborists, Inc., Anaheim $240.00 per hour
--
The Original__Mowbrays Tree Service, Inc.,_ San Bernardino $301.43 per hour
Davey Surgery Company, Livermore $325.85 perhour
WHEREAS, staff recommends awarding the tree trimming contract to the lowest responsive
bidder, Utility Tree Service, Inc., Stockton, CA.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby award the
contract for tree trimming for power line clearing to the low bidder, Utility Tree Service, Inc., of
Stockton, California, in the amount not to exceed $490,000 per year; and
BE IT FURTHER RESOLVED that the City Manager is hereby authorized to execute the
contract and any contract extensions on behalf of the City of Lodi; and
BE IT FURTHER RESOLVED that the Electric Utility Director is hereby authorized to extend
this contract for three (3) one-year extensions with continued satisfactory performance in the prior
year, in accordance with the terms of the specifications approved by the City Council if in the best
interests of the City.
Dated: June 19, 2013
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I hereby certify that Resolution No. 2013-104 was passed and adopted by the City Council of
the City of Lodi in a regular meeting held June 19, 2013, by the following vote:
AYES: COUNCIL MEMBERS — Hansen, Johnson, Katzakian, and Mayor Nakanishi
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — Mounce
ABSTAIN: COUNCIL MEMBERS — None
R L
City Clerk
2013-104