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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 $450,000.00 and Authorizing its Execution
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Introduction
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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 second of the two possible renewals with Davis Tree Care and Landscape, Incorporated for Fiscal Year 2026 Parkway Tree Pruning and Removal Services.
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Recommended Action
Adopt the Resolution.
Prior Board Action
The Village Board has approved funding for the program as part of the Fiscal Year 2026 budget and has approved Independent Contractor Agreements for this type of work annually.
• The Village Board approved the first of two annual renewals for this agreement on December 3, 2024 (RES 24-353).
• The Board approved the Independent Contractor Agreement on December 4, 2023 (RES 23-350).
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. The Village maintains a four-year pruning cycle where one-fourth 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 lowest bidder. In 2026, contracted pruning work will include all parkway trees 1) between I-290 and Madison Street and west of S East Ave, and 2) between Madison Avenue and South Boulevard and between N Harlem Avenue and N Austin Boulevard.
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 in 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.
Timing Considerations
There are no specific timing considerations associated with this item.
Budget Impact
The proposed Fiscal Year 2026 General Fund budget includes $125,000.00 to perform Parkway Tree Removal, $50,000.00 to perform Storm Clean-up, and $415,000.00 to perform Parkway Tree Pruning in the General Fund, Forestry Division External Support account number 1001-43800-101-530667.
A total of $450,000.00 ($415,000.00 for Parkway Tree Pruning, $10,000.00 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 renewal agreement with another tree removal and stumping contractor is proposed under another agenda item to utilize the remainder of these funds.
Staffing Impact
There is no staffing impact associated with this item. The item aligns with the department’s core service delivery.
DEI Impact
There is no DEI impact associated with this item.
Community Input
There has been no community input given in relation to this item.
Staff Recommendation
Adopt the Resolution
Advantages:
• The proposed resolution provides for the renewal of an Independent Contractor agreement for core parkway tree pruning and removal services.
Disadvantages:
• This action requires the expenditure of Village Funds.
Alternatives
Alternative 1:
The Board can table the item for additional information or discussion.
Advantages:
• The Board would be provided with the requested information.
Disadvantages:
• Elm and Oak trees need to be pruned while dormant due to disease concerns. This work may be delayed and occur outside of the recommended window, increasing the likelihood of infection.
Alternative 2:
The Board can vote down the item.
Advantages:
• This action can result in savings of Village Funds.
Disadvantages:
• Staff would be required to solicit contract services from an alternate vendor and the work would be delayed or not completed.
Anticipated Future Actions
It is anticipated that the Public Works Department will continue to request Village Board approval for contracts for parkway tree pruning and removals services in the future.
Prepared By: Rob Sproule, Public Works Director
Reviewed By: Jack Malec, Assistant to the Village Manager
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Resolution
2. Renewal
3. Supporting Contract Documents