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The Board of Water Commissioners for the City of Detroit, Water and Sewerage Department authorizes the Director to approve Amendment #1 for DWSD Contract 6004286 with Detroit Grounds Crew LLC, for Tree Trimming/Shrub Removal, by adding funds in the amount of $40,000.00 for a new total amended contract amount of $220,000.00. No change to 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 December 20, 2023
Item No.: 2023-265
Proposed Amendment No. 1
Contract No.: 6004286
Contractor: Detroit Grounds Crew LLC 4101 Barham, Detroit, MI 48224 (DBB)
Contract Term: 3/28/22-3/27/25 (3 year)
Initial Contract Amount: $180,000.00
Proposed Amendment No. 1 Amount: $40,000.00
Proposed Total Amended Amount: $220,000.00
TO: The Honorable
Board of Water Commissioners
City of Detroit, Michigan
FROM: Gary Brown, Director
Water and Sewerage Department
RE: Proposed Amendment No. 1 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 #1 for DWSD Contract 6004286 with Detroit Grounds Crew LLC, for Tree Trimming/Shrub Removal, by adding funds in the amount of $40,000.00 for a new total amended contract amount of $220,000.00. No change to 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
The DWSD Field Services Division uses an as-needed emergency tree and shrub trimming services contract
for 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 Contractor is required to respond to requests for services within one hour of notice by DWSD and is 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.
The amended contract request for additional funding is to support the Field Services Division to cover the remaining time left on the contract due to the unpredictable of as-needed work required. The nature of this work 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 this opportunity to 246 companies subscribing to the relevant NIGP codes(s) and 31 firms downloaded the RFB package. Three bids were received.
• Limb Walker
• Detroit Grounds Crew LLC
• 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 & responsible.
Proposed Amendment No. 1 was submitted through requisition # 511366, which was approved by Budget on 11/15/23. This Proposed Amendment No. 1 is adding funding in the amount of $40,000.00 to help support any future invoicing for any as-needed emergency tree and shrub trimming services.
Detroit Grounds Crew LLC’s insurance is current, and clearances expire 4/20/24. A formal amended contract document is not required.
SUMMARY
A. Company: Detroit Grounds Crew LLC
B. Contract No: 6004286
C. Contract Term: 3/28/22-3/27/25 (3 years)
D. Initial Contract Amount: $180,000.00
E. Amendment #1: $40,000.00
F. New Contract Amount: $220,000.00
G. Projected FY Expenditures:
FY 22-23: $18,333.34
FY 23-24: $73,333.33
FY 24-25: $73,333.33
FY 25-26: $55,000.00
H. Funding Source: O&M Funds
I. GL String:
5720-20167-482431-617900-000209-10680-0000-000000 - 50.5% (Water)
5820-20178-492431-617900-000230-15826-0000-000000 - 49.5% (Sewer)
This proposed contract was presented to the BOWC Finance Subcommittee on December 6, 2023. Per DWSD procurement protocol, no additional approvals are required.