Submitted By
John P. Wielebnicki, Public Works Director
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Approving the Renewal of an Independent Contractor Agreement with Davis Tree Care and Landscape, Incorporated for Fiscal Year 2019 Parkway Tree Removal Services in an Amount Not to Exceed $150,000.00 and Authorizing its Execution
End
Overview
Overview
In December 2017 the Village Board approved entering into an Independent Contractor Agreement with Davis Tree Care and Landscaping, Inc. for FY2018 Parkway Tree Removal Services. The Agreement provides for two possible renewals. It is proposed to exercise the first of the two possible renewals with Davis tree Care and Landscape, Inc. for FY2019 Parkway Tree Removal Services.
Body
Staff Recommendation
Approve the Resolution.
Fiscal Impact
The proposed FY2019 budget recommends a total of $225,000.00 for Parkway Tree Removal and $100,000.00 for Storm Clean-up in the General Fund, External Support account no. 1001-43800-741-530667.
A total of $150,000.00 from this account is proposed to be awarded to Davis Tree Care and Landscaping, Inc. for these services. An agreement with another tree removal contractor is proposed under another agenda item.
Background
In September 2017 Village staff requested bids for three separate FY2018 tree maintenance contracts under a “Comprehensive Tree Maintenance Bid” for services in 2018. Davis Tree Care and Landscape, Inc. of Forest Park, IL was approved as one of the low responsive bidders for one of the two contracts for Parkway Tree Removal Services.
The Village has over 18,000 public trees on parkways and in other public spaces. Each year a portion of those trees need to be removed due to disease (Dutch elm disease), insect infestation (Emerald ash borer), storm damage and senescence. The Village contracts for these services through a year-long contract that invoices at different rates depending on the season. Tree removal contractors are also called on to provide emergency services such as storm damage clean-up and emergency tree removal.
Experience over the last several years has determined that a single contractor can have difficulty keeping pace with removals and storm damage demands, especially if weather conditions for the season are severe. Staff has started the practice of contracting with multiple contractors for removal contracts to assure removal within a timely manner and meeting the goals before the end of the contract period.
The Public Works Department recommends contracting with two contractors with a not to exceed amount of $150,000.00 for each contractor for parkway tree removal and emergency services. Services will be rendered and paid for based on the appropriate seasonal rate group. Davis Tree Care and Landscaping, Inc. has completed this work for the Village in a professional manner and is recommended to continue to provide the Village this service. The contract for the other contractor, A&B Landscaping and Tree Service, Inc., is under a separate agenda item.
Alternatives
The Board can delay action to gain additional information.
Previous Board Action
The Village Board approved funding for the program as part of the FY2018 budget and has approved tree removal contractor agreements annually
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
It is anticipated that the Public Works Department will be bringing this agreement to the Village Board annually.
Intergovernmental Cooperation Opportunities
None at this time.
Performance Management (MAP) Alignment
This work is in alignment with the Governance Priority established for the Public Works Department for Maintenance and Service Programs.