CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Change Order #1 to Option Year #4 of Contract 21-382, Parkway Tree Trimming Services, to NJ Ryan Tree & Landscape and Steve Piper and Sons, Inc. for an amount not to exceed $70,000 and a total award of $570,000
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Dan Randolph, P.E., Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Department of Public Works (DPW) is responsible for the care and maintenance of approximately 72,000 parkway trees throughout the City. Industry best practices recommend a five to seven-year trimming cycle, which equates to maintenance on more than 10,000 trees per year. The City relies on contractors to complete the majority of trimming, supplemented with in-house labor.
On January 4, 2022, the City Council approved the award of Bid 21-382, Parkway Tree Trimming Services, to NJ Ryan Tree & Landscape and Steve Piper and Sons for a one-year term from date of award through December 1, 2022, with four one-year options to extend. The City Council approved the second, third, and fourth option years in November 2023, December 2024, and November 2025, respectively.
DISCUSSION:
Due to the need to respond to multiple severe summer storms this year, DPW staff was unable to supplement planned tree trimming. To substantially accomplish the minimum trimming goal for 2026, additional contracted labor is required. This Change Order requests funding to trim an additional 1,000 trees. With this additional funding, DPW would increase its 2026 trimming program to 9,773 trees, helping reduce the backlog and improve the overall health, safety, and appearance of the City's urban forest.
FISCAL IMPACT:
CIP #: N/A
Parkway tree trimming is expensed to the Operational Service account listed below. A total of $500,000 has been budgeted in 2026 budget for contracted tree trimming. The requested change order of $70,000 exceeds the budgeted amount for this expense. However, it is anticipated that this change order can be accommodated within the 2026 budget due to underspending in other areas. Staff will continue to monitor the budget and make adjustments to spending as needed in order to support this change order.
|
Account Number |
Fund Description |
Budget Amount |
|
31251100-531308 |
General Fund |
$2,391,805 |