Submitted By
John P. Wielebnicki, Public Works Director
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Approving the Purchase and Planting of Additional Parkway Trees in Fiscal Year 2018 through Contracts Secured by the Suburban Tree Consortium and Increasing the Not to Exceed Amount from $150,000.00 to $225,000.00 and Waiving the Village’s Bid Process for Said Increase
End
Overview
Overview
On March 5, 2018 the Village Board approved a Resolution allowing for the purchase and planting of trees through the Suburban Tree Consortium, an organization the Village has been a member of since 1987. The Consortium bids the trees for the Village along with the other members to provide for the lowest pricing, therefore waiving the Village’ bid process. As a result of tree restituition funds received by the Village, it is proposed to increase the not to exceed amount from $150,000.00 to $225,000.00 to allow for the purchase and planting of additional parkway trees.
Body
Staff Recommendation
Approve the Resolution.
Fiscal Impact
The FY 2018 Capital Improvement Fund Budget, account No. 3095-43780-101-570957, Public Works, Tree Replacement provides funds for tree replacement.
The Tree Replacement budget provides $200,000.00 for Parkway Tree Planting. $150,000.00 is allocated to the purchase and installation of trees through the Suburban Tree Consortium and $50,000.00 is allocated for tree watering for the 2018 growing season. $106,541.13 was spent on the spring 2018 planting program. The remaining funds are planned to be used in for the fall 2018 planting program.
As a result of public tree removal required for private development and tree damage associated with the Brookfield North Riverside water main construction $101,393.73 of tree restitution funds have been collected. It is proposed to spend $75,000.00 of these funds on additional tree planting in FY2018. The intended use of this revenue is parkway tree replacement.
Background
The Village has an annual tree replacement program that allows for a spring planting program and a fall planting program. Trees are purchase via the Suburban Tree Consortium (STC).
In the spring of 2018, 289 trees were planted. With the additional funding of $75,000.00, 315 trees are proposed to be planted in the fall of 2018. This is nearly 200 additional trees that would beplanted due to this additional funding.
The Village joined the Suburban Tree Consortium in 1987. 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.
The STC bids out for tree purchase and planting and has secured contracts with five nurseries for trees: Beaver Creek Nursery, Beeson’s McHenry County Nursery, Hinsdale Nurseries, Possibility Place Nursery, and Wilson Nurseries. The STC has also bid out tree planting services and secured contracts with Pugsley & LaHaie Landscaping. The Village has had excellent results using all these suppliers and planters for the STC.
In order to spend these funds on additional trees, the “Not to Exceed” amount needs to be increased for the Suburban Tree Consortium to accommodate the additional cost.
Alternatives
The Board can delay action to gain additional information.
Previous Board Action
Funding for the project was approved by the board as part of the FY2018 Budget and a Resolution authorizing the purchase and planting of trees through the consortium was approved on March 5, 2018.
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
The Suburban Tree Consortium is an excellent example of inter-governmental cooperation. By combining the purchasing power of its member municipalities, the STC allow us access to a diverse list of tree species grown to specifications suited to our needs, and ensures long-term price stability.
Performance Management (MAP) Alignment
This work is in alignment with the Governance Priority established for the Public Works Department for Infrastructure/Capital programs.