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A Resolution Approving the Purchase and Planting of Parkway Trees through Contracts Secured by the Suburban Tree Consortium in an Amount not to exceed $140,000.00 for the 2025 Tree Planting Program and Waiving the Village’s Bid Process for the Purchase
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Introduction
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The Village purchases and plants approximately 300-500 parkway trees annually. Most of these trees replace those removed due to disease, insect infestation, damage, or safety considerations. The Village has contracted for tree purchasing and planting through the Suburban Tree Consortium (STC) for many years.
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Recommended Action
Adopt the Resolution.
Prior Board Action
The Board has taken the following prior action(s):
• The Village Board approved funding for the program as part of the Fiscal Year 2025 Capital Improvement Budget on November 11, 2024 (MOT 24-264).
• The Village Board approved the most recent purchasing and planting agreement with the Suburban Tree Consortium on January 30, 2024 (RES 24-107).
• The Village Board approved joining the Suburban Tree Consortium on June 10, 1987 (ORD 1987-O-46).
Background
The Village joined the Suburban Tree Consortium in 1987 via passage of Ordinance 1987-O-46. The STC has approximately 40 municipal members. The combined buying power of the STC enables its member communities to direct the nurseries as to the size, species, and specification of trees to be planted and grown for STC member needs. This guarantees the availability of a wide variety of trees to its members regardless of outside market pressures. Trees grown by these nurseries conform to STC specifications suited to parkway applications. This ensures uniformity of planting stock, optimum growth habit, and high survival rates. Trees are reserved for the current year and for the four following years, guaranteeing their price and availability.
Member communities are also able to take advantage of price declines. If published catalog prices fall below the forecasted price, members are able to purchase at the lower published price, minus ten percent (10%) rather than the original forecasted price. The tree purchase program is based on a unit price per tree, which varies depending on tree species and size.
The STC has secured contracts with six nurseries for 2025 plantings: Doty Nurseries, Goodmark Nurseries, Hinsdale Nurseries, McHenry County Nursery, Spring Grove Nursery, and Wilson Nurseries. The STC has also bid out tree planting services and secured contracts with Apex Landscaping. The Village has had excellent results using all these suppliers and planters for the STC.
Planting new parkway trees aligns with the Climate Ready Oak Park plan goal of increasing tree canopy cover and carbon sequestration, mitigating urban heat island impacts, and equitably distributing trees throughout the Village (EP03).
Timing Considerations
Adoption at this time will allow for the procurement of trees for the 2025 spring and fall tree plantings and allow for planting on a suitable schedule.
Budget Impact
The Fiscal Year 2025 Capital Improvement Fund Budget includes $200,000.00 to perform Parkway Tree Purchase, Planting and Watering in the Capital Improvement Fund, Replacement of Parkway Trees account no., 3095-43780-101-570957.
Of this budget amount, $140,000.00 is proposed for the purchase of trees and $35,000.00 is proposed for the watering of the trees from the planting last fall and this spring. The proposed allocation should allow for the purchase and installation of 300 - 325 new trees.
Staff is working with a local nursery on a program whereby seedlings are planted and grown until which time they can be planted in the parkway. This allows the Village to support its planting program with species that are not usually available from the STC nurseries. Additionally, staff is working with the Wild Ones West Cook Chapter to subsidize resident’s cost to purchase native trees to plant on their property. The remaining $25,000.00 in this account is dedicated to support the contract grow initiative, the native tree program, to purchase watering bags, and to dispose of spent soil during planting
Staffing Impact
This proposed item is a core service responsibility of the Public Works Department. Approximately 15% of the Forestry Superintendent’s time is spent on the Village Parkway Tree Planting program.
DEI Impact
The Tree Equity Score map is used to prioritize filling open planting locations.
Community Input
There has been no community input given in relation to this item.
Staff Recommendation
Adopt the Resolution.
Advantages:
• The proposed resolution authorizes the purchase and planting of parkway trees.
Disadvantages:
• There are no disadvantages in relation to this recommendation.
Alternatives
Alternative 1:
The Board can table the item for additional information or discussion.
Advantages:
• Board members would be presented with the additional information they requested.
Disadvantages:
• Delay could push back the intended April / May planting timeline.
Alternative 2:
The Board can vote down the resolution.
Advantages:
• There are no advantages in relation to this alternative.
Disadvantages:
• Staff would be required to solicit contract services from an alternate vendor.
• Securing enough tree species to increase parkway tree diversity would be difficult.
Anticipated Future Actions
It is anticipated that the Public Works Department will be bringing a Resolution authorizing tree purchase and planting through the Suburban Tree Consortium to the Village Board annually.
Prepared By: Rob Sproule, Public Works Director
Reviewed By: Ahmad M. Zayyad, Deputy Village Manager
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Resolution
2. Supporting Contract Documents