Submitted By
John P. Wielebnicki, 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 in 2021 in an Amount Not to Exceed $350,000.00 and Authorizing its Execution
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Overview
Overview
Pruning - 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 and in 2019 the Village transitioned to a three year cycle pruning program to improve the management of the urban forest and lessen the impact of a single pruning on the parkway trees. This agreement allows the village to enter into a contract for the pruning of one third of those trees.
Removal - 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. The Village contracts for these services. Tree removal contractors are also called on to provide emergency services such as storm damage clean-up and emergency tree removal. This contract with Davis will also include the removal of parkway trees.
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Recommendation
Recommendation
Approve the Resolution.
Fiscal Impact
The proposed Fiscal Year 2021 budget recommends a total of $300,000.00 for Parkway Tree Pruning, $150,000.00 for Parkway Tree Removal, and $50,000.00 for Storm Clean-up in the General Fund, External Support account no. 1001-43800-741-530667.
A total of $350,000.00 from this account is proposed to be awarded to Davis Tree Care and Landscape, Incorporated for these services: $300,000 for Parkway Tree Pruning, $25,000.00 for Parkway Tree Removal and $25,000.00 for Storm Clean-up. An agreement with another tree removal contractor is proposed under another agenda item.
Background
The Village has over 18,000 public trees on parkways and in other public spaces. As the caretaker of this urban forest, the Village has historically maintained these with a proactive pruning and removal program in addition to other maintenance practices. In September 2020 Village staff requested bids for three separate Fiscal Year 2021 tree maintenance practices (pruning, removal, and stumping) under a “Comprehensive Tree Maintenance Bid” for services in 2021. Davis Tree Care and Landscape, Incorporated of Forest Park, IL was approved as the low responsive bidders for Parkway Tree Pruning and one of the low bidders for Parkway Tree Removal Services.
The Village’s tree pruning program is a three year pruning cycle where every village owned tree over 2” 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 2021 pruning area includes all trees located within the area bounded by North Avenue to Chicago Avenue from Austin Boulevard to Harlem Avenue. The work on this contract would be scheduled to begin on January 4, 2021 and should be complete by April 16, 2021.
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 that invoices 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.
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 the goals before the end of the contract period.
The Public Works Department recommends contracting with two contractors for parkway tree removal and emergency services. Services will be rendered and paid for based on the appropriate seasonal rate group. Davis Tree Care and Landscape Incorporated has completed this work for the Village in a professional manner and is recommended to continue to provide the Village this service. The contract for the other contractor, A&B Landscaping and Tree Service, Inc., is under a separate agenda item.
Alternatives
The Board can delay action to gain additional information.
Previous Board Action
The Village Board approved funding for the program as part of the Fiscal Year 2021 budget and has approved tree removal contractor agreements annually.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
It is anticipated that the Public Works Department will be bringing this agreement to the Village Board annually.
Intergovernmental Cooperation Opportunities
The Park District of Oak Park and the Library were invited to participate in the bid process and include their proposed 2021 work in the bid package. The Park District included removal and pruning specifications in the bid package and collected pricing.