Submitted By
Rob Sproule, Public Works Director
Reviewed By
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Agenda Item Title
Title
A Resolution Approving an Independent Contractor Agreement with Davis Tree Care and Landscape, Incorporated for Village Wide Parkway Tree Pruning and Removal Services for Fiscal Year 2024 in an Amount Not to Exceed $450,000.00 with an Option to Renew for Two Additional One-Year Terms and Authorizing its Execution
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Overview
Overview
The Public Works Department is responsible for parkway tree pruning and removal and uses a contractor to assist in these efforts. Davis Tree Care and Landscape, Incorporated has previously performed this work for the Village and submitted the low bid for this work 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 Davis Tree Care and Landscape, Incorporated for FY 2024 parkway tree pruning and removal services.
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Recommendation
Recommendation
Adopt the Resolution.
Background
The Village has over 18,000 public trees on parkways and in other public spaces. The Village has utilized contractors to help prune a portion of these trees annually. Previously, the Village maintained a three (3) year pruning cycle where one-third (1/3) of all village-owned trees are pruned each year. All trees within a specified geographical area are pruned by the contractor in a single season.
When a request for bids was issued in August 2023, Davis Tree Care and Landscaping, Incorporated was a low bidder; however, their price had increased by 90% since this work was last bid in 2020. To manage this increase in the 2024 budget, we are proposing a reduction in service. Staff’s goal for FY 2024 is for the contractor to prune all parkway trees between Chicago Avenue and Division Street. This would put the Village on a six (6) year pruning cycle, where 1/6 of the Village’s trees are pruned annually. If the contractor finishes and time allows they will also prune additional trees in the area north of Division Street. This would put the Village on a four (4) year pruning cycle where 1/4 of the Villages trees would be pruned annually. Staff plans to internally review the current cycle pruning program and may present a new program for 2025.
In addition, each year a portion of those trees need to be removed 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.
Based on past experience over the last several years, staff determined that a single contractor can have difficulty keeping pace with tree 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.
In August 2023, Village staff requested bids for three (3) separate tree maintenance services (pruning, removal, and stumping) under a “Comprehensive Tree Maintenance Bid.” Davis Tree Care and Landscape, Incorporated of Forest Park, IL is recommended as one of the low responsive bidders for Parkway Tree Pruning and Removal Services.
Staff recommends approval of the new agreement with two (2) contractors for parkway tree removal, stump removal, cycle pruning and emergency services. Davis Tree Care and Landscape, Incorporated has completed this work for the Village in a professional manner and is recommended to continue to provide these services to the Village. A new agreement with another contractor is proposed under another agenda item to perform the remainder of these services.
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 cleanup, and $400,000.00 to perform parkway tree pruning within account # 1001-43800-101-530667 (Public Works-Forestry, External Support).
A total of $450,000.00 ($400,000.00 for parkway tree pruning, $25,000.00 for parkway tree removal, and $25,000.00 for storm cleanup) from this account is proposed to be allocated toward the contract with Davis Tree Care and Landscape, Incorporated. A new agreement with another 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 pruning and removal 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 pruning and removal 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.