Submitted By
John P. Wielebnicki, Public Works Director
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Approving an Amendment to the Renewal of the Independent Contractor Agreement with A & B Landscaping And Tree Service, Inc. for Fiscal Year 2020 Parkway Tree Removal Services to Change the Not to Exceed Amount from $150,000 to $175,000.00 and Authorizing its Execution
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Overview
Overview
In response to the severe storm that moved through the Village on August 10, 2020 and the significant cost of clean-up, staff is requesting an Amendment to the Renewal Agreement with A&B Landscaping and Tree Service, Inc. increasing the agreement from $100,000.00 to $175,000.00.
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Recommendation
Recommendation
Approve the Resolution.
Fiscal Impact
On November 18, 2019, the Village Board approved an agreement with A&B Landscaping and Tree Service (A&B) for $150,000.00. On June 15, 2020 the Village Board approved a budget amendment to reduce this agreement from $150,000.00 to $100,000.00 as a result of the impacts of COVID-19.
The Fiscal Year 2020 General Fund, Public Works Department, Forestry Division Operating Budget provides funds in account 1001-43800-741-530667 for external support for all tree removal, emergency tree service, tree stumping, tree pruning and tree waste disposal. To date, approximately $25,000.00 remains unallocated in this fund.
If approved, the total amended contract cost with A&B in 2020 would not exceed $175,000.00, including the allocation of the remaining $25,000.00. The additional $50,000.00 would need to come from fund balance. Staff will be submitting a third quarter budget amendment to transfer the necessary funds for this contract amendment.
Background
On August 10, 2020 the Village experienced a severe thunderstorm with significant winds. The storm damaged a number of trees within the Village. Forestry staff and contractors continue to clean up from the event. A&B is one of the Village’s Emergency Response Contractors. They have had multiple crews in the Village each day after the event removing debris and alleviating hazards.
Prior to the start of the event, there was approximately $65,000.00 left on the A&B purchase order for 2020. It is estimated that the cost of assistance from the contractor for the clean-up will exceed that amount. Staff was given emergency approval on August 19, 2020 to keep the contractor working in excess of their contract amount based on the available funds within the existing budget line.
It is estimated that the $25,000.00 currently available will not be enough to cover the necessary clean up from the storm including removals that must be taken down after the initial sweep. Staff is requesting an additional $50,000.00 from fund balance through a third quarter budget amendment to make up the shortfall.
Alternatives
The Village Board could delay action to gain additional information.
Previous Board Action
The Village Board has approved similar amendments for emergency situations in the past.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
Depending on future storms staff may need to request additional funding from the Village Board.
Intergovernmental Cooperation Opportunities
None at this time.