HomeMy WebLinkAboutA001 - Council Action Form dated June 24, 2025ITEM #:25
DATE:06-24-25
DEPT:ELEC
SUBJECT:ELECTRIC DISTRIBUTION LINE CLEARANCE PROGRAM
CONTRACT RENEWAL
COUNCIL ACTION FORM
BACKGROUND:
The Electric Services Line Clearance Program addresses the tree trimming and removal
necessary to provide reliable and safe electrical service. Trees are proactively trimmed to
maintain safe clearance from electric lines and are safely removed in coordination with Electric
Services staff in instances where they have fallen onto lines.
On June 14, 2022, City Council awarded a contract to Wright Tree Service, Des Moines, IA,
for these tree trimming services. This contract contained the option to renew the contract for
four additional one-year periods. The period from July 1, 2025 through June 30, 2026 is
the third renewal period.
The bid from Wright Tree Service originally awarded in 2022 did not contain the customary
fixed price or percentage increases for future optional renewals. Instead, Wright Tree Service
proposed a discussion with City staff prior to each renewal to come to an agreeable contract
price.
Staff has conferred with the vendor and it has been determined that pricing reflecting a
2.5% increase for FY 2025/26 is mutually acceptable. Attachment 1 contains pricing
information with a comparison of FY 2024/25 rates and proposed FY 2025/26 rates.
The benefits of having a contact for these services in place include the following:
Consistency of work and quality from a single contractor
Reduction in the City’s exposure to market forces regarding prices and availability for
labor and travel
Saved City staff time obtaining quotes, evaluating bids, and preparing specifications and
other procurement documentation.
The approved FY 2025/26 operating budget includes $457,750 for this program. Staff
estimates the total cost of the contract to be approximately $464,000, including 7%
sales tax. However, the actual amount paid will depend on the amount of line clearance
services required. Expenses will first be charged to the available $457,750 in the line
clearance budget. Should the cost of necessary services surpass that amount, the
remaining $6,250 will be financed with funds from the Overhead Line Maintenance
account.
Services provided under this contract are monitored by Electric Services staff to ensure all
expenditures are appropriate and in accordance with the approved scope and funding.
Invoices are paid based on bid unit prices and for services received and accepted by the City.
City staff has been satisfied with Wright Tree Service’s performance in the prior years of the
contract and recommends renewal of the contract.
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ALTERNATIVES:
1. Approve the following:
a. Contract renewal for Electric Distribution Line Clearance Program with Wright Tree
Services, Des Moines, IA, for the for the one-year period from July 1, 2025 through June
30, 2026, in an amount not-to-exceed $464,000.
b. A performance and payment bond in the amount of $464,000.
2. Do not renew the contract and instruct staff to rebid these services.
CITY MANAGER'S RECOMMENDED ACTION:
An ongoing tree trimming program helps mitigate the number of customer interruptions
resulting from extreme weather events. Having a yearly contract establishes a fixed
price for performance of the required tree trimming services at an acceptable price. It
has proven to be cost-effective to have a company under contract to provide these
services. Therefore, it is the recommendation of the City Manager that the City Council adopt
Alternative No. 1 as stated above.
ATTACHMENT(S):
Attachment 1 - 2022-115 FY2026 Price Comparison.xlsx
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Attachment 1 CITY OF AMES, IOWA
LINE CLEARANCE PROGRAM
FY 2025-2026
LABOR DESCRIPTION STRAIGHT
TIME
TIME & ONE-
HALF
STRAIGHT
TIME
TIME & ONE-
HALF
Working Foreman $48.85 $65.39 $50.11 $68.15
Trimmer A $44.46 $59.38 $45.60 $62.01
Trimmer B $38.45 $51.56 $39.41 $53.60
Trimmer C $36.52 $48.51 $37.42 $50.90
Trimmer D $34.61 $45.90 $35.46 $48.23
Ground Person $29.94 $39.52 $30.67 $41.72
Line Permitter $44.46 $59.38 $45.60 $62.01
EQUIPMENT
DESCRIPTION
Hydraulic aerial device
Manual aerial device
Chip truck
Brush Tractor
Truck&Trailer for Brush
trac.
Hydro Axe
Truck&Trailer for Hydro
Axe.
Pick-up Truck
Power saw
Brush Chipper
Hand pruning equip.
Ropes and body belts
MATERIALS &
SUPPLIES
Weedone CB
Banvel CST per gal
Garlon 4 per gal
Tree Paint: Maintain A
per case of 12 13 0z.cans
Other supplies Cost plus
%
$0.58
n/a
$46.70
$100.32
10%
$5.76
included w/ truck
included w/ truck
BID PRICE
n/a
$18.52
$18.81
$72.67
$19.97
$11.77
$18.52
$11.52
$76.36
FY2024-25
Wright Tree Service, Inc.
West Des Moines, IA
HOURLY RATE
RATE PER CREW HOUR
$18.52
$18.52
$11.52
$76.36
FY2025-26
Wright Tree Service, Inc.
West Des Moines, IA
HOURLY RATE
RATE PER CREW HOUR
$18.81
$72.67
$19.97
$11.77
$0.58
$5.76
included w/ truck
$100.32
10%
included w/ truck
BID PRICE
n/a
n/a
$46.70
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