Submitted By
Rob Sproule, Public Works Director
Reviewed By
A.M. Zayyad
Agenda Item Title
Title
A Resolution Approving the Renewal of the Independent Contractor Agreement with A & B Landscaping and Tree Service, Inc. for Village Wide Parkway Tree Removal and Stumping Services in an Amount Not to exceed $255,000.00 and Authorizing its Execution
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Overview
Overview
The Public Works Department is responsible for Parkway Tree Removal and Stumping. To assist in this effort, a contractor is utilized. A & B Landscaping and Tree Service, Inc performed this work over the two years following a competitive bidding process. The Agreement provides for two possible one (1) year renewals. It is proposed to exercise the second of the two possible renewals with A&B Landscaping and Tree Service, Inc. for Fiscal Year 2023 Parkway Tree Removal and Stumping Services.
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Recommendation
Recommendation
Approve the Resolution.
Fiscal Impact
The proposed Fiscal Year 2023 General Fund budget includes $150,000.00 to perform Parkway Tree Removal, $50,000.00 to perform Storm Clean-up, $100,000.00 to perform Parkway Tree Stumping, and $5,000.00 to perform Private Property Tree Violation Removals in the General Fund, Forestry Division External Support account no., 1001-43800-101-530667.
A total of $255,000.00 ($125,000.00 for Parkway Tree Removal, $25,000.00 for Storm Clean-up, $100,000.00 for Parkway Tree Stumping, and $5,000.00 for Private Property Tree Violation Removals) from this account is proposed to be awarded to A&B Landscaping and Tree Service, Inc. A renewal agreement with another tree pruning and removal contractor is proposed under another agenda item to utilize the remainder of these funds.
Background
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 and the stumps ground out 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. Tree removal contractors are also called on to provide emergency services such as storm damage clean-up and emergency tree removal.
In September 2020 Village staff requested bids for three separate tree maintenance services (pruning, removal, and stumping) under a “Comprehensive Tree Maintenance Bid”. A&B Landscaping and Tree Service, Inc. of Riverside was approved as one of the low-responsive bidders for Parkway Tree Removal and Stumping Services.
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.
Staff recommends renewing the agreement with our two current contractors for parkway tree removal, stump removal, cycle pruning, and emergency services. 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 with this service. The contract for the other contractor, Davis Tree Care, and Landscape, Incorporated, is under a separate agenda item.
Alternatives
The Board can delay action to gain additional information.
Previous Board Action
The Village Board has approved this contractor’s work renewals for this type of work annually in the past.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
It is anticipated that the Public Works Department will continue to request Village Board approval for contracts for parkway tree removal and stumping services in the future.
Intergovernmental Cooperation Opportunities
N/A.