REPORT TO COUNCIL
SUBJECT
Title
Action on an Agreement for Services with Davey Tree Surgery Company with a Maximum Compensation of $25,000,000 for the Initial Five-year Term and an Option to Extend for an Additional Five Years for a Total Maximum Compensation of $60,000,000 Over the Ten-year Term
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The City of Santa Clara's Electric Department, Silicon Valley Power (SVP), requires regular tree trimming and related services to reduce threats to the integrity of SVP's electric distribution system associated with tree and related vegetation contact with power lines. Regular and emergency tree trimming services are critical to reduce power outages for SVP customers and minimize the duration of outages when they occur due to trees and other vegetation. In recognition of this hazard, SVP uses a tree trimming contractor specializing in working near electrical infrastructures to provide these services.
The City currently uses Davey Tree Surgery Company (Davey) to provide power line clearance and trimming services, including removal, maintenance, and pruning of trees and vegetation. The current agreement with Davey is the result of a competitive Request for Proposal process that was conducted in 2017, and the Agreement is set to expire on June 30, 2023. SVP has been satisfied with the services provided by Davey.
DISCUSSION
Pursuant to City Code Section 2.105.140(c), a formal Request for Proposal (RFP) was conducted with the contract award based on "best value". The RFP was published using the City's e-procurement system. Four proposals were received from Community Tree Service, LLC, Davey Tree Surgery Company, Utility Tree Service, LLC, and West Coast Arborists, Inc.
Proposals were independently evaluated by a three-member evaluation team against the criteria and weights published in the RFP. The evaluation criteria included operational capacity, the firm's e...
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