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 Pruning Services in an Amount Not to Exceed $300,000.00 and Authorizing its Execution
End
Overview
Overview
In December 2017 the Village Board approved entering into an Independent Contractor Agreement with Davis Tree Care for FY2018 Parkway Tree Pruning 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 FY 2019 Parkway Tree Pruning Services.
Body
Staff Recommendation
Approve the Resolution.
Fiscal Impact
The proposed FY 2019 budget recommends a total of $300,000.00 for Parkway Tree Pruning in the General Fund, External Support account no. 1001-43800-741-530667.
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 the low responsive bidder for one of the contracts, Parkway Tree Pruning Services.
For the past 15 years, the Village has maintained a four year pruning cycle where every village owned tree should be pruned during one of those years. All trees within a specified geographical area are pruned in a single season. All pruning is done by a contractor. Over time this regular maintenance has led to a drop in emergency calls and storm damage. Staff still find, based on rates of growth and Resident expectations, that the four year cycle does not meet the needs of the community. Over half of the “Resident Request” based work comes from the quarter of town that is schedule to be pruned in the next season. This results in trees being pruned more than once during the pruning cycle and multiple times in a single year.
A more cost effective approach is to decrease the pruning cycle length and address these issues in advance of a request from the resident. Forestry Staff proposes to move to a three year pruning cycle where every tree will be pruned during one of those years. The proposed FY2019 pruning area includes all trees located within the area bounded by Roosevelt Road to Madison Street from Austin Boulevard to Harlem Avenue.
Davis Tree Care has completed this work for the Village in a professional manner and is recommended to continue to provide the village this service.
The work on this contract is scheduled to begin on January 2, 2019 and should be complete by April 12, 2019
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 FY 2018 budget and has approved this contract annually since 2003.
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.