Regular Village Board meetings are typically held at 7:00 p.m., the first three Tuesdays of each month in Council Chambers of Village Hall (room 201), 123 Madison St. When a Regular Meeting falls on a holiday, the meeting typically is held the following night. The Village Board also meets in special sessions from time to time. However, dates and times of Special Meetings can vary and may change.

File #: RES 17-707    Name:
Type: Resolution Status: Passed
In control: President and Board of Trustees
On agenda: 12/11/2017 Final action: 12/11/2017
Title: A Resolution Approving an Independent Contractor Agreement with Davis Tree Care and Landscape, Incorporated for Fiscal Year 2018 Parkway Tree Pruning in an Amount not to Exceed $200,000.00 and Authorizing its Execution
Attachments: 1. Resolution-Tree Pruning-Davis Tree Care, 2. Independent Contractor Agreement-Tree Pruning-Davis Tree Care, 3. Attachment-Tree Pruning-Bid Summary, 4. Attachment-Tree Pruning-Davis Bid, 5. Attachment-Tree Pruning-SOS-Davis

Submitted By                     

John P. Wielebnicki, Director of Public Works

 

Reviewed By

CLP

 

Agenda Item Title

Title

A Resolution Approving an Independent Contractor Agreement with Davis Tree Care and Landscape, Incorporated for Fiscal Year 2018 Parkway Tree Pruning in an Amount not to Exceed $200,000.00 and Authorizing its Execution

 

End

Overview

Overview

Each year the Village budgets for tree pruning in order to maintain good tree health, mitigate hazards in the public right-of-way from dead, weak, and interfering branches, and maintain clear sight lines and proper pedestrian and vehicular, and structure clearances.  In order to reduce the high frequency of requests for pruning, proactively treat hazardous tree situations, and decrease the severity and cost of cycle pruning, a four-year pruning cycle was implemented in 2003. This agreement will allow the village to enter into a contract for the pruning of one quarter of those trees. 

 

Body

Staff Recommendation

Approve the Resolution.

 

Fiscal Impact

The proposed FY 2018 budget recommends a total of $200,000.00 for Parkway Tree Pruning in the General Fund, External Support account no. 1001-43800-741-530667.

 

Background

The Village’s tree pruning program is a 4 year pruning cycle where every village owned tree over 6” should be pruned during one of those years.  All trees within a specified geographical area are pruned in a single season.  All pruning is done by a contractor.  The 2018 pruning area includes all trees located within the area bounded by North Avenue to Division Street from Austin Boulevard to Harlem Avenue and Division Street to Chicago Avenue from N. East Avenue to Harlem Boulevard. 

 

Bids were received in September 2017.  Davis Tree Care, with a bid of $177,990.00, came in as the low responsive bid.  This bidding for this work was based on an estimate from the Village inventory system.  Staff is requesting increasing the contract amount to cover possible additional charges for the pruning based on the real world conditions.  The work on this contract is scheduled to begin on January 2, 2018 and should be complete by April 13, 2018.

 

Alternatives

The Board can delay action to gain additional information.

 

Previous Board Action

The Village Board has approved contractors for this service since 2003.

 

Citizen Advisory Commission Action

N/A.

 

Anticipated Future Actions/Commitments

It is anticipated that the Department of Public Works will continue to bring this agreement to the Village Board annually.

 

Intergovernmental Cooperation Opportunities

None at this time.

 

Performance Management (MAP) Alignment

This work is in alignment with the Governance Priority established for the Department of Public Works for Department for Maintenance and Service Programs.