HomeMy WebLinkAboutA021 - Resolution waiving the City's Purchasing Policy requirement & awarding a contract to Robb's Tree & Stump Service, of Story City, IA, for line clearance for the 69kV Transmission Line ReconstructionITEM #:24
DATE:09-23-25
DEPT:ELEC
SUBJECT:LINE CLEARANCE FOR 69KV TRANSMISSION LINE RECONSTRUCTION
VET MED SUBSTATION TO MORTENSON SUBSTATION
COUNCIL ACTION FORM
BACKGROUND:
Electric Services is undertaking a multi-year project to reconstruct deteriorated portions of 69
kV Transmission pole lines. The project is starting with the line between the Vet Med and
Mortensen Road Substations. This line segment travels through a dense number of trees
located north of Highway 30, both east and west of University Blvd. To ensure reliability of the
line and to gain access for construction, trees need to be trimmed and cut back.
The first phase of the work to reconstruct the line is scheduled to begin in six weeks. The
trimming must take place along the route prior to the start of construction. Unfortunately, it was
not possible to receive all the necessary ISU and DOT approvals for the route until recently,
leaving a short time window to have the tree work completed.
Electric Services currently holds an annual contract with Wright Tree Service of Des Moines,
IA. Wright Tree Service maintains clearances on the City's current overhead distribution
s y st em . Wright Tree is very busy performing the current trimming requirements and
does not have the resources to take on the additional work within the next six weeks.
Electric staff sought price quotes from companies that could both perform the large amount of
clearing and also be available to complete the work before the end of October. Robb's Tree
and Stump Service of Story City, Iowa is available on short notice. The company has the
necessary equipment needed and can complete the job within the times required. Robb's Tree
and Stump Service provided a fixed price of $55,000.
Using the pricing from the current annual trimming contract with Wright Tree Service, staff
estimated it would cost $60,000 to perform the work. At $55,000, staff feels the fixed price
from Robb's Tree and Stump Service to be a fair price. Funds for this project will come from
the 69kV Reconstruction Capital Improvement Project where there is $7 5 ,0 0 0 available to
perform the tree trimming.
ALTERNATIVES:
1. Waive the Purchasing Policies and Procedures requirement for formal bidding
procedures and award a contract to Robb's Tree and Stump Removal, Story City, Iowa,
for line clearance for the 69kv Transmission Line Reconstruction in the amount of
$55,000.
2. Reject the bid and instruct staff to seek competitive bids.
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CITY MANAGER'S RECOMMENDED ACTION:
To gain access for the 69kv reconstruction project, trees need to be trimmed and cut
back. This work needs to be performed in the next several weeks to keep the
construction of the project on schedule. Robb's Tree and Stump Removal has s ufficient
equipment and personnel to complete the project in a timely manner, and the fee
proposed is reasonable in comparison to the contract in place with another contractor
for annual tree trimming and line clearance. Therefore, it is the recommendation of the City
Manager that the City Council adopt Alternative No. 1, as stated above.
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