AGENDA MEMORANDUM

Meeting Date:           April 11, 2011

From:                          Mike Thornton, Purchasing Manager

Subject:                      Resolution authorizing execution of a third amendment of an agreement with Lewis Tree Service, Inc.

Staff Recommendation:

Staff recommends approval of a third amendment with Lewis Tree Service, Inc. for a continuation of services ending September 30, 2011.

Analysis:

Lewis Tree Service, Inc. provides tree trimming services primarily to the Electric Department and to other city departments when requested.  The City originally contracted with Lewis Tree Service, Inc. in October 2005 for a three year period.  The extensions provided for in the original agreement have been exercised.

Invitation to Bid 110071 for tree trimming services was issued to establish a new contract with a vendor.  On January 5, 2011, six (6) bids were received.  After review and evaluation of the bids, they were all considered non-responsive.  There are some areas within the state of work and specifications that need to be revised prior to the bid being reissued.

Staff requests commission approve an extension of the agreement with Lewis Tree Service, Inc. through the end of this fiscal year in order to provide uninterrupted service to the electric department.  A revised solicitation will be issued in July 2011 in order to establish a new contract with the selected vendor to be effective October 1, 2011.

Options:

1.  Authorize execution of a third amendment with Lewis Tree Service, Inc.; or

2.  Such alternative action as the Commission may deem appropriate

Fiscal Impact: 

The Electric Department budget includes funding for tree trimming in the amount of $500,000, of which $176,000 has been spent to date.

Submission Date and Time:    4/6/2011 1:18 PM____

Department: _Electric Department _____ Prepared by:  _Armida Jones_______                      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. _415931______________ WF No. ____0688691/1&3________ Budget  ___$500,000.00___________ Available __$324,000.00___________

RESOLUTION NO._______________

RESOLUTION OF THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE A THIRD AMENDMENT TO AN EXISTING AGREEMENT WITH LEWIS TREE SERVICE, INC. TO PROVIDE TREE TRIMMING SERVICES; AND PROVIDING 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 third amendment to the agreement with Lewis Tree Service, Inc. whose address is 300 Lucius Gordon Drive, West Henrietta, New York 14586, for tree trimming services pursuant to Invitation to Bid #05-21.

 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 _11th____ day of __April_______ 2011.

                                                                            __________________________

                                                                             Mayor

ATTEST:

________________________________

City Clerk