CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Bid 21-040, Tree Removal and Stump Grinding, to NJ Ryan Tree and Landscape LLC. and Steve Piper and Sons, Inc. for an amount not to exceed $152,500, and for a one-year term
body
DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
To prevent the spread of the Emerald Ash Borer, in 2012, the Department of Public Works (DPW) developed an aggressive multi-year treatment plan for all healthy ash trees that are located in the City’s parkways. This multi-year plan consists of coordinating with the State of Illinois, the townships, and the Naperville Park District as well as removing infested ash trees and inspecting and treating healthy ash trees.
In January 2021, DPW issued Bid 21-040, Tree Removal and Stump Grinding, to contract with experienced and qualified forestry contractors for tree and stump removal services upon the right-of-way of any street or alley and upon property owned or maintained by the City. Specifications were developed for contracted tree removal, stump grinding, and restoration to supplement the work of the City’s in-house crews and to meet the demand for parkway tree removals. All infested trees must be removed within ten days of notification by the City.
DISCUSSION:
The total award amount is different than the bid amount because the bid totals were based on an estimated number of units. The actual number of units accepted reflects the budgeted funds available for this work.
|
Advertisement Date: |
01/14/21 |
Notices Sent: |
94 |
|
Opening Date: |
02/01/21 |
Planholders: |
14 |
|
|
|
Proposals Received: |
05 |
Bids were received from the following vendors:
|
Vendor Name |
Group A - Tree/Stump Removal and Restoration |
Group B - Additional Stump Removal |
|
NJ Ryan Tree and Landscape Inc. |
$160,100 |
$35,000 |
|
Steve Piper and Sons, Inc. |
$261,000 |
$33,000 |
|
Homer Tree Care, Inc. |
$310,600 |
$82,500 |
|
J.P.C Tree Care LLC |
$351,400 |
$72,000 |
|
Landscape Concepts Management |
$335,450 |
$50,625 |
Firms were invited to bid on Group A: Tree Removal, Stump Removal & Restoration, Group B: Additional Stump Grinding or both. The bid was structured to give the City the ability to award the tree removal contract to more than one vendor if in the best interest of the City. It is recommended that Group A be awarded to NJ Ryan Tree & Landscaping Service as the primary contractor and Steve Piper & Sons as a secondary contractor.
The City received separate pricing for stump grinding and restoration for trees that are removed by in-house crews. The work will be assigned in the following manner:
• If the need for infested tree removals and stump grinding is more than the City in-house crews and NJ Ryan Tree & Landscaping Service can complete within the necessary timeframes, staff will request the work be completed by Steve Piper and Sons.
• Steve Piper & Sons will be the primary contractor for Group B - Additional stump grinding removal if needed.
The term of this contract is from date of award to December 31, 2021 with three, one-year options to extend.
FISCAL IMPACT:
CIP #: PA040
Tree removal, stump grinding, and restoration is expensed to the operational service and infrastructure accounts listed below. A total of $52,500 is budgeted for contract tree removal in 2021. Tree Removal of ash trees is expensed to the Capital Improvement Program as part of PA040, Emerald Ash Borer Removal and Replacement Program, line below. The 2021 budget for PA040 is $235,000 and includes tree removal and replacement. Staff estimates $100,000 will be used for tree removal. The total award of $152,500 is within the budgeted amount for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31251100-531308 |
General Fund |
$1,816,345 |
|
31252200-551502 |
Capital Projects Fund |
$720,000 |