Submitted By
John P. Wielebnicki, Director of Public Works
Reviewed By
CLP
Agenda Item Title
Title
A Resolution Approving an Independent Contractor Agreement with A & B Landscaping and Tree Service, Inc. for Fiscal Year 2018 Parkway Tree Removal in an Amount not to Exceed $190,000.00 and Authorizing its Execution
End
Overview
Overview
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 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 that bill at different rates depending on the season. Tree removal contractors are also called on to provide emergency services such as storm damage clean-up and emergency tree removal.
Body
Staff Recommendation
Approve the Resolution.
Fiscal Impact
The proposed FY 2018 budget recommends a total of $350,000.00 for Parkway Tree Removal and $50.000.00 for Storm Clean-up in the General Fund, External Support account no. 1001-43800-741-530667.
Background
The majority of tree removals within the Village have historically been contracted out. Tree removal contracts assist the village in a number of ways. They reduce loss by allowing staff to focus on identification of diseased trees and preventive care. They reduce liability by allowing contractors with appropriate equipment and staff to remove larger trees. Lastly, they enhance in-house customer service by enabling crews to respond to pruning and other requests more quickly and efficiently.
In 2011, the village began to bid out two separate season rate groups for removal. The development of these winter removal rates has resulted in significant cost saving for the village.
A&B Landscaping and Tree Service, Inc. and Davis Tree Care, Inc. were the low and second low bidder in the summer and winter rate groups.
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 assure removal within a timely manner and meeting our goals before the end of the contract period.
The Forestry Division would like to contract with both contractors with a not to exceed amount of $190,000.00 for each contractor for parkway tree removal and emergency services. Services will be rendered and paid for based on the appropriate seasonal rate group. The contract for Davis Tree Care is under a separate agenda item.
Alternatives
The Board can delay action to gain additional information.
Previous Board Action
The Village Board has approved tree stump removal contractor agreements annually.
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.