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 A & B Landscaping and Tree Service, Inc. for Village Wide Parkway Tree Removal and Stumping Services in 2021 in an Amount Not to Exceed $270,000.00 and Authorizing its Execution
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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. 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 A & B will also include the removal of parkway tree stumps generated by all parkway tree removal work.
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Recommendation
Recommendation
Approve the Resolution.
Fiscal Impact
The proposed Fiscal Year 2021 budget recommends a total of $150,000.00 for Parkway Tree Removal, $50,000.00 for Storm Clean-up, and $120,000.00 for Parkway Tree Stumping in the General Fund, External Support account no. 1001-43800-741-530667.
A total of $270,000.00 from this account is proposed to be awarded to A&B Landscaping and Tree Service, Inc. for these services: $125,000 for Parkway Tree Removal, $25,000.00 for Storm Clean-up, and $120,000 for Parkway Tree Stumping. An agreement with another tree removal contractor is proposed under another agenda item.
Background
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. A&B Landscaping and Tree Service, Inc. of Riverside, IL was approved as one of the low responsive bidders for Parkway Tree Removal and Stumping Services.
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 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. A&B Landscaping and Tree Service, Inc. 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, Dave Tree Care and Landscape, Inc., is under a separate agenda item.
Tree Stump Grinding is a necessary part of the tree removal process. At one time in the past tree stump grinding was included as an incidental service to the tree removal price. Staff has found that the Village is better served by contracting out for these services on their own. Stumps are removed in a more timely and efficient manner at a lower cost. A&B Landscaping and Tree Service came in as the low bidder for this work.
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.