Submitted By
Rob Sproule, Public Works Director
Reviewed By
A.M. Zayyad, Deputy Village Manager
Agenda Item Title
Title
A Resolution Approving the Renewal of the Independent Contractor Agreement with Davis Tree Care and Landscape, Incorporated for Village Wide Parkway Tree Pruning and Removal Services in an Amount not to Exceed $460,000.00 and Authorizing its Execution
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Overview
Overview
The Public Works Department is responsible for Parkway Tree Pruning and Removal. To assist in this effort, a contractor is utilized. Davis Tree Care and Landscape, Incorporated performed this work over the past year following a competitive bidding process. The Agreement provides for two possible one (1) year renewals. It is proposed to exercise the first of the two possible renewals with Davis Tree Care and Landscape, Incorporated for Fiscal Year 2025 Parkway Tree Pruning and Removal Services.
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Recommendation
Recommendation
Adopt the Resolution.
Background
The Village has over 18,000 public trees on parkways and in other public spaces. The Village has utilized contractors to help prune a portion of these trees annually. Previously, the Village maintained a three-year pruning cycle where one-third of all Village-owned trees are pruned each year by a contractor. All trees within a specified geographical area are pruned in a single season.
When the pruning contract was bid in August 2023, Davis Tree Care and Landscaping, Incorporated was the lower bidder; however, their price had increased by 90% since this work was last bid in 2020. To manage this increase in the 2025 budget, we are proposing a reduction in service. In 2025, contracted pruning work will include all parkway trees 1) south of I-290 and 2) between I-290 and Madison Avenue and west of S East Ave. This would put the Village on a four-year pruning cycle where 1/4 of the Village’s trees are pruned annually.
In addition, 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. 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. The Village contracts with multiple contractors for removals to ensure trees are removed within a timely manner and meet goals before the end of the contract period.
In August 2023 Village staff requested bids for three separate tree maintenance services (pruning, removal, and stumping) under a “Comprehensive Tree Maintenance Bid”. Davis Tree Care and Landscape, Incorporated of Forest Park, IL is recommended as one of the low-responsive bidders for Parkway Tree Pruning and Removal Services.
Staff recommend renewing the agreement with our two current contractors for parkway tree removal, stump removal, cycle pruning, and emergency services. Davis Tree Care and Landscape, Incorporated has completed this work for the Village in a professional manner and is recommended to continue to provide the Village with this service. The contract for the other contractor, A & B Landscaping and Tree Service, Inc., is under a separate agenda item.
Fiscal Impact
The proposed Fiscal Year 2025 General Fund budget includes $125,000.00 to perform Parkway Tree Removal, $50,000.00 to perform Storm Clean-up, and $410,000.00 to perform Parkway Tree Pruning in the General Fund, Forestry Division External Support account no., 1001-43800-101-530667.
A total of $460,000.00 ($410,000.00 for Parkway Tree Pruning, $25,000.00 for Parkway Tree Removal, and $25,000.00 for Storm Clean-up) from this account is proposed to be awarded to Davis Tree Care and Landscape, Incorporated. A new agreement with another tree removal and stumping contractor is proposed under another agenda item to utilize the remainder of these funds.
DEI Impact
N/A.
Alternatives
The Board can delay action to gain additional information.
Previous Board Action
The Village Board has approved funding for the program as part of the Fiscal Year 2025 budget and has approved tree pruning and removal contractor agreements annually.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
It is anticipated that the Public Works Department will continue to request Village Board approval for contracts for parkway tree pruning and removal services in the future.
Intergovernmental Cooperation Opportunities
N/A.