08-07-2015 BPU RPT 08 - Laserfiche WebLink

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i P U B L I C U T I L I T I F$ BOARD OF PUBLIC UTILITIES RIVERSIDE PUBLIC UTILITIES Board Memorandum DATE: AUGUST 7, 2015 ITEM NO: 8 File ID — 15 -2458 — C SUBJECT: PURCHASE ORDER WITH WEST COAST ARBORISTS, INC. FOR EMERGENCY UTILITY LINE CLEARANCE AND VEGETATION MANAGEMENT SERVICES FOR $300,000 ISSUES: The item for Board of Public Utilities consideration is award of a 90 -day Purchase Order to West Coast Arborists, Inc. (WCA) for emergency utility line clearance and vegetation management services in accordance with Purchasing Resolution No. 22576, Sections 201 (g), 301 (c) and 301 (a). RECOMMENDATION: That the Board of Public Utilities approve a Purchase Order with West Coast Arborists, Inc., of Anaheim, California, to provide utility line clearance and vegetation management services in an amount not -to- exceed $300,000. BACKGROUND: Electric utility line tree clearance and vegetation management is vital to ensure the safety and reliability of the electric system. On May 2, 2008 and May 27, 2008, the Board of Public Utilities and City Council respectively, approved a five -year agreement with Utility Tree Service, Inc. (UTS) to provide line clearance on each electric circuit at least once a year. On June 21, 2013, the Board of Public Utilities authorized and approved a one -year extension through June 30, 2014 in the amount of $1,753,504. On June 6, 2014, the Board of Public Utilities authorized and approved a second and final one -year extension through June 30, 2015 in the amount of $1,792,368.55. To ensure the next utility line clearance and vegetating management service agreement meets the future needs of Riverside Public Utilities, staff gathered detailed feedback from several Southern California Public Power Authority (SCPPA) members such as the City of Anaheim, the City of Burbank, and the City of Pasadena, to inquire about their leading practices for utility line clearance. A determination was made late in the fiscal year to seek formal proposals for the new contract, to ensure the largest pool of potential vendors, rather than piggy back the competitive process of another agency for the five year contract. Riverside Public Utility (RPU) Energy Delivery staff are currently preparing a Request for Proposals (RFP) to enter into a new five -year utility line clearance and vegetation management service agreement. The proposed structure of this agreement is on a geographically scheduled basis, and priced per tree trimmed. This methodology is a leading practice of peer southern California cities with electric utilities. Based on feedback from other cities, this may potentially yield a net savings over the prior agreement while increasing system reliability, and improving customer service. Furthermore, the new agreement will also include scheduled line clearance of Palm trees and trees in public right of way hindering streetlight visibility. This RFP is scheduled to be issued in early August, and remain open for 30 calendar days. Staff anticipates seeking Board Approval to award the bid and execute the agreement to the successful bidder in September 2015 with a Notice To Proceed (NTP) scheduled for October 1, 2015.