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A Resolution Approving the Renewal of the Independent Contractor Agreement with A & B Landscaping and Tree Service, Inc. for Village Wide Parkway Tree Removal and Stumping Services in an Amount not to Exceed $220,000.00 and Authorizing its Execution
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Introduction
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The Public Works Department is responsible for Parkway Tree Removal and Stumping. A contractor is utilized to assist with this effort. A & B Landscaping and Tree Service, Inc. 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 A & B Landscaping and Tree Service, Inc. for Fiscal Year 2026 Parkway Tree Removal and Stumping 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 Board approved the first of two annual renewals for this agreement on December 3, 2024 (24-354).
• The Board approved the Independent Contractor Agreement on December 4, 2023 (RES 23-351).
Background
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 and the stumps ground out 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.
In August 2023, Village staff requested bids for three separate tree maintenance services (pruning, removal, and stumping) under a “Comprehensive Tree Maintenance Bid”. A & B Landscaping and Tree Service, Inc. of Riverside, IL was approved as one of the low responsive bidders for Parkway Tree Removal and Stumping Services.
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 ensure removal within a timely manner and meet the goals before the end of the contract period.
Staff recommend renewing the agreement with our two current contractors for parkway tree removal, stump removal, cycle pruning, and emergency services. A & B Landscaping and Tree Service, Inc. 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, Davis Tree Care and Landscape, Incorporated, 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, $75,000.00 to perform Parkway Tree Stumping, and $5,000.00 to perform Private Property Tree Violation Removals in the General Fund, Forestry Division External Support account no.1001-43800-101-530667.
A total of $220,000.00 ($115,000.00 for Parkway Tree Removal, $25,000.00 for Storm Clean-up, $75,000.00 for Parkway Tree Stumping, and $5,000.00 for Private Property Tree Violation Removals) from this account is proposed to be awarded to A & B Landscaping and Tree Service, Inc. A renewal agreement with another tree pruning and removal 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 removal and stumping 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:
• There are no disadvantages to this alternative.
Alternative 2:
The Board can vote down the item.
Advantages:
• This action can result in potential Savings of Village Funds.
Disadvantages:
• Staff would be required to solicit contract services from an alternative vendor, and the work would be delayed.
Anticipated Future Actions
It is anticipated that the Public Works Department will continue to request Village Board approval for contracts for parkway tree removal and stumping 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