AGENDA MEMORANDUM

 

 

Meeting Date:           September 28, 2009

 

From:                          Mike Thornton, Purchasing Manager

 

Subject:                      Resolution authorizing execution of a second amendment of an agreement with Lewis Tree Service

 

 

Staff Recommendation:

Staff recommends approval of a second amendment with Lewis Tree Service, Inc. for an additional one-year term.

 

Analysis:

Lewis Tree Service, Inc. provides tree trimming services primarily to the Electric Department. The contractor also provides tree services to other departments within the City when requested. The City originally contracted with Lewis Tree Service, Inc., in October 2005 for a three-year period.  The original agreement provides for the City to exercise no more than two one-year extensions beyond the original three-year period.

 

Extension of this contract will allow for uninterrupted service during hurricane season.  It will also retain their staff that is familiar with City operations and electric utility service area.  Retaining the existing company will minimize the burden on the electric superintendent who is now charged with overseeing the tree crew in addition to his regular duties.

 

The amount of business with this vendor for fiscal years 2007 and 2008 is $446,698.97 and $447,743.73 respectively.  The City has received excellent service and dependability from Lewis Tree Service, Inc. and staff wishes to continue the relationship with this vendor.

 

Options:

1.  Authorize execution of the second amendment with Lewis Tree Service, Inc.; or

2.  Such alternative action as the Commission may deem appropriate

 

Fiscal Impact

Funds for Electric Utility tree trimming and services are budgeted on an annual basis.  The proposed budget for Fiscal Year 2009-10 is $460,000.00.

 

 

Submission Date and Time:    9/25/2009 2:35 PM____

 

Department: _Electric Department______

Prepared by:  _Mike Thornton­­­­­_______                     

Attachments:         Yes__X__   No ______

Advertised:   ____Not Required __X___                     

Dates:   __________________________                     

Attorney Review :       Yes___  No ____

                                                

_________________________________           

Revised 6/10/04

 

Reviewed by: Dept. Head ________

 

Finance  Dept. __________JB______                                     

                              

Deputy C.M. ___________________                                                                         

Submitted by:

City Manager ___________________

 

Account No. _041-1062-531-4625___

 

Project No. ___________________

 

WF No. ______________________

 

Budget  ______________________

 

Available _____________________


 

RESOLUTION NO._______________

 

A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE A SECOND AMENDMENT TO AN EXISTING AGREEMENT WITH LEWIS TREE SERVICE TO PROVIDE ONGOING TREE TRIMMING SERVICES PRIMARILY FOR THE ELECTRIC DEPARTMENT; AND PROVIDING FOR AN EFFECTIVE DATE.

 

BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA:

 

            THAT the Mayor and City Clerk are hereby authorized to execute a second amendment to an existing agreement  with LEWIS TREE SERVICE whose address is 300 Lucius Gordon Drive, West Henrietta, NY 14586 for tree trimming service related to electric utility line maintenance.

 

             THAT this resolution shall become effective immediately.

 

PASSED AND ADOPTED by the City Commission of the City of Leesburg, Florida, at a regular meeting held the _28th____ day of _September________ 2009.

 

 

 

                                                                            __________________________

                                                                             Mayor

 

ATTEST:

 

 

__________________________

City Clerk