CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Option Year Two to Contract 18-013, Tree Planting Services, to The Fields of Caton Farm for an amount not to exceed $466,000
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Department of Public Works (DPW) is responsible for the various parkway tree planting programs the City offers to its residents. For the past several years, these programs included:
• Parkway tree planting required by Landscape Ordinance (93-14) for new constructed homes,
• A tree replacement program for parkway trees that have died, and
• A replacement tree planting program for Ash trees that have been removed due to the Emerald Ash Borer, (CIP Project PA040).
In March 2018, the City Council awarded Contract 18-013 for a one-year term and renewed the contract for option year one on February 5, 2019. Under this contract, City staff is able to inspect and select the trees at the nursery prior to delivery. The contract includes tree selection, delivery, planting and one-year warranty which has proven to be beneficial to the City.
In May 2018, the City Council approved a 50/50 cost share program for the replacement trees beginning with the fall 2018 planting program. On average, the City replaces between 700 and 800 trees per year with this program. At current pricing, this will generate approximately $115,500 annually in revenue.
DISCUSSION:
During the first extension of the contract, The Fields of Caton Farm planted approximately 1,300 ball and burlap or container grown parkway trees. In addition to the trees planted as part of the replacement programs, 150 trees were planted on Diehl Rd, Aurora Avenue, Fort Hill Drive, Rickert Road, and West Street as part of CIP PA020, the multi-year tree planting program for arterial and collector streets.
Based upon the vendor’s performance, DPW would like to extend the contract for the second option year. The vendor has agreed to maintain the rates and terms provided for under the contract. In 2020, the City expects to plant more than 1,300 trees with 700 trees planted as part of the 50/50 cost share program, 500 trees planted via the landscape ordinance and another 100 - 150 trees planted on arterial and collector streets as part of CIP PA020 (Annual Tree Planting Program). Of the budgeted $466,000, the City will be reimbursed $300,500, with developers reimbursing $185,000 and residents reimbursing $115,500 for the planting of replacement trees.
The term of the second option year is February 1, 2020 to January 31, 2021 with one, one-year option remaining on the agreement.
FISCAL IMPACT:
CIP #: PA020 and PA040
Tree Planting services are budgeted across several funds including the General Fund and Capital Project Fund. In 2020, the City budgeted $99,000 for replacement parkway trees and $185,000 for developer planted trees. Developer trees are 100% reimbursed by the developer as part of a newly constructed home per the landscape ordinance. Replacement trees are reimbursed 50% by residents. The capital funds utilized for the tree planting program are related to PA040, Emerald Ash Borer Program and PA020, Annual Tree Planting Program. The 2020 budget for PA040 is $287,000 and includes tree removal and replacement. Staff estimates that $132,000 will be used for tree planting. The 2020 budget for PA020 is $50,000. The total award of $466,000 is within the budgeted amount for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31251100-541404 |
General Fund |
$220,000 |
|
31251100-531308 |
General Fund |
$1,798,700 |
|
31252200-551502 |
Capital Project Fund |
$1,342,000 |