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 Davis Tree Care and Landscape, Incorporated for Village Wide Parkway Tree Pruning and Removal Services in an Amount Not to Exceed $350,000.00 and Authorizing its Execution
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Overview
Overview
The Public Works Department is responsible for Parkway Tree Pruning and Removal. To assist in this effort, a contractor is utilized. Davis Tree Care and Landscape, Incorporated 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 Davis Tree Care and Landscape, Incorporated for Fiscal Year 2023 Parkway Tree Pruning and Removal 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, and $300,000.00 to perform Parkway Tree Pruning in the General Fund, Forestry Division External Support account no., 1001-43800-101-530667.
A total of $350,000.00 ($300,000.00 for Parkway Tree Pruning, 25,000.00 for Parkway Tree Removal, and $25,000.00 for Storm Clean-up) from this account is proposed to be awarded to Davis Tree Care and Landscape, Incorporated. A renewal agreement with another tree removal and stumping 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 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.
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. The Village contracts with multiple contractors for removals to assure trees are removed within a timely manner and meet goals before the end of the contract period.
In addition, the Village maintains a three (3) year pruning cycle where one-third (1/3) of all village-owned trees are pruned each year. All trees within a specified geographical area are pruned in a single season. Pruning is done by a contractor. The proposed fiscal year 2023 pruning area includes approximately 5,100 trees located within the area bounded by Madison Street to Chicago Avenue from Austin Boulevard to Harlem Avenue.
In September 2020 Village staff requested bids for three separate tree maintenance services (pruning, removal, and stumping) under a “Comprehensive Tree Maintenance Bid”. Dave Tree Care and Landscape, Incorporated of Forest Park, IL was approved as one of the low-responsive bidders for Parkway Tree Pruning and Removal Services.
Staff recommends renewing the agreement with our two current contractors for parkway tree removal, stump removal, cycle pruning, and emergency services. 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 with this service. The contract for the other contractor, A&B Landscaping and Tree Care, Inc., 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 pruning and removal services in the future.
Intergovernmental Cooperation Opportunities
N/A.