Submitted By
Rob Sproule, Public Works Director
Reviewed By
Ahmad M. Zayyad, Deputy Village Manager / Interim Director of Development Customer Services
Agenda Item Title
Title
A Resolution Approving an Independent Contractor Agreement with A & B Landscaping and Tree Service, Inc. for Village Wide Parkway Tree Removal and Stumping Services for Fiscal Year 2024 in an Amount Not to Exceed $205,000.00 with an Option to Renew for Two Additional One-Year Terms and Authorizing its Execution
End
Overview
Overview
The Public Works Department is responsible for parkway tree removal and stumping and uses a contractor to assist in these efforts. A & B Landscaping and Tree Service, Inc has previously performed this work for the Village and submitted the low bid for both the removal and stump grinding contracts when a request for bids was issued in August 2023. The Agreement is for one year and provides for two optional one (1) year renewals. Staff recommends approving an agreement with A & B Landscaping and Tree Service, Inc. for FY 2024 parkway tree removal and stumping services. End
Recommendation
Recommendation
Adopt the Resolution.
Background
The Village has over 18,000 public trees on parkways and in other public spaces. Each year, a portion of these 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 is recommended as one of the low responsive bidders for parkway tree removal and stumping services.
Based on past experience over the last several years, staff 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 utilizes multiple contractors for removals to assure trees are removed within a timely manner and goals are met before the end of the contract period.
Staff recommends approval of new agreements with two (2) 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 these services to the Village. The contract for the other contractor, Davis Tree Care and Landscape, Incorporated, is under a separate agenda item.
Fiscal Impact
The proposed Fiscal Year 2024 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 within account # 1001-43800-101-530667 (Public Works-Forestry, External Support).
A total of $205,000.00 ($100,000.00 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 allocated toward the contract with A & B Landscaping and Tree Service, Inc. A new agreement with another tree pruning and removal contractor is proposed under another agenda item to utilize the remainder of these budgeted funds.
DEI Impact
N/A
Alternatives
The Board can delay action to gain additional information.
Previous Board Action
The Village Board has approved tree removal and stump grinding contractor agreements annually.
Citizen Advisory Commission Action
N/A
Anticipated Future Actions/Commitments
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.
Intergovernmental Cooperation Opportunities
The Park District of Oak Park was invited to participate in the bid process. They included tree removal and pruning specifications in the bid package and collected pricing for their proposed 2024 work.