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The Board of Water Commissioners for the City of Detroit, Water and Sewerage Department authorizes the Director to approve Amendment No. 2 for DWSD Contract 6004286, with Detroit Grounds Crew LLC, for Tree Trimming/Shrub Removal Services; by adding $25,000.00, for an amended total contract amount not-to-exceed $245,000.00. No change to the contract term, scope of work or terms and conditions. This also authorizes the Director to take such other action as may be necessary to accomplish the intent of this vote.
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Agenda of November 20, 2024
Item No.: 2024-219
Proposed Amendment No. 2
Contract No.: 6004286
Contractor: Detroit Grounds Crew LLC, 4101 Barham, Detroit, MI 48224 (DBB)
Current Contract Amount: $220,000.00
Proposed Amendment No. 2 Amount: $25,000.00
Proposed New Total Contract Amount: $245,000.00
Contract Term: 3/28/22-3/27/25
TO: The Honorable
Board of Water Commissioners
City of Detroit, Michigan
FROM: Gary Brown, Director
Water and Sewerage Department
RE: Proposed Amendment No. 2 to Contract 6004286
Tree Trimming/Shrub Removal
Detroit Grounds Crew LLC
MOTION
Upon recommendation of Marqaicha Welch, Procurement Manager, the Board of Water Commissioners for the City of Detroit, Water and Sewerage Department authorizes the Director to approve Amendment No. 2 for DWSD Contract 6004286, with Detroit Grounds Crew LLC, for Tree Trimming/Shrub Removal Services; by adding $25,000.00, for an amended total contract amount not-to-exceed $245,000.00. No change to the contract term, scope of work or terms and conditions. This also authorizes the Director to take such other action as may be necessary to accomplish the intent of this vote.
BACKGROUND / JUSTIFICATION
DWSD Operations uses As-Needed Emergency Tree Removal and Shrub Trimming services, to aid in eliminating unsafe conditions within the City of Detroit for the purpose of maintaining watercourse flow and reducing the potential for damage to property amenities (e.g. utility lines, signage, fencing, etc.).
The services under this contract will require to the contractor to respond within one hour of notice, received by one of DWSD’s representatives, and will be responsible for the removal of all tree trunks, stumps, limbs, twigs, sawdust and chips and ensuring that the streets, sidewalks and all other areas are clean and free of debris generated through the tree and stump removal process.
Additional funding is needed to cover the remaining contract term due to unforeseen circumstances. This work is often unpredictable and cannot be scheduled beforehand.
PROCUREMENT METHOD
The Contract was initiated through Requisition #493209 and approved on 11/17/21. It was competitively solicited as RFB #493209 on the BidNet Michigan Inter-Governmental Trade Network (MITN) website from 1/7/22 to 2/4/22 (28 calendar days). MITN published the opportunity to 246 companies subscribing to the relevant NIGP codes(s) and 31 firms downloaded the RFB package. Three bids were received from Limb Walker, Detroit Grounds Crew and Tree Man Services.
Evaluation and recommendation for award was based on lowest pricing per line for estimated quantities for three years. Detroit Grounds Crew LLC submitted all required forms and documents as listed in the RFB.
They were deemed responsive and responsible.
Amendment No. 1 added $40,000.00 in funding and was approved by BOWC 12/20/23.
This Proposed Amendment No. 2 was initiated through requisition 526818 and approved by Budget on 10/16/24. This Proposed Amendment No. 2 is adding funding in the amount of $ 25,000.00 to help support any future invoicing for any as needed emergency tree and shrub trimming services. A requisition to publish a new solicitation for tree trimming and shrub services has been submitted.
Detroit Grounds Crew’s insurance is current, and clearances expire 4/22/25. A formal amended contract document is not required.
SUMMARY
A. Contract No: 6004286
B. Company: Detroit Grounds Crew LLC
C. Contract Term: 3/28/22-3/27/25 (3 year)
D. Initial Contract Amount: $180,000.00
E. Amendment No. 1 Amount: $40,000.00
F. Proposed Amendment No. 2 Amount: $25,000.00
G. Proposed New Total Contract Amount: $245,000.00
H. Projected FY Expenditures:
FY 22-23: $18,333.34
FY 23-24: $73,333.33
FY 24-25: $73,333.33
FY 25-26: $80,000.00
I. Funding Source: O&M Funds
J. GL String:
5720-20167-482431-617900-000209-10680-0000-000000 - 50.5% Water
5820-20178-492431-617900-000230-15826-0000-000000 - 49.5% Sewer
Per DWSD procurement protocol, no additional approvals are required.