CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the Award of Bid 17-169, Parkway Tree Trimming, to Steve Piper and Sons for an amount not to exceed $150,000 and for a one-year term.
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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 - Operations Division is responsible for the care and maintenance of more than 70,000 parkway trees throughout the City. In order to maintain a healthy urban forest, the department conducts routine trimming of approximately 4,000 parkway trees annually, weather permitting. The City of Naperville's tree trimming program is intended to promote healthy, safe and attractive growth. Any trees planted in the parkway by the City or by private homeowners are the property and the responsibility of the City of Naperville to maintain.
The selected contractor will be paid for trimming on a per tree basis according to the diameter classification of each tree pruned. A good time to trim trees is in the winter and early spring when the trees are not completely leafed out. To maintain a healthy urban forest, a six-year trimming cycle is recommended as a best management practice, which requires the City to trim more than 11,500 trees each year.
Due to a reduction in the number of trees trimmed by both the contractor and in-house staff since 2010, the department is now on an eight- to nine-year tree trimming cycle. This has resulted in more than 1,100 service requests for trimming and downed branches per year. The Operations Division’s goal is to return to trimming the parkway trees on a six- to seven-year cycle. A more systematic approach to tree trimming will reduce service requests for trimming and downed branches as well as decrease tree related liability claims for property damage.
DISCUSSION:
Advertisement Date: 09/19/17 Notices Sent: 76
Opening Date: 10/05/17 Planholders: 8
Bidders: 3
The following bids were received:
|
Company Name |
Bid Amount |
Option #1 |
|
Steve Piper & Sons, Inc. |
$94,175 |
$81,184.75 |
|
Kinnucan Company |
$186,050 |
$102,125 |
|
Winkler’s Tree Service, Inc. |
$223,863 |
$122,500 |
This contract was established to supplement the in-house tree trimming program and to trim between 3,000 and 4,000 trees per year. Under the current tree trimming cycle, the Department of Public Works intends to have the contractor trim parkway trees in the following subdivisions during the first year of the contract: Cedar Glen, Old Farm, Winchester Place, Brookwood Trace, Spring Brook Crossing, and Brook Crossing. The pricing received through the base bid represents an 8% decrease compared to costs in the existing contract. The award amount reflects the budgeted amount for tree trimming and will allow for trimming more than 4,000 trees in 2018.
The bidders were also asked to provide optional costs for deadwood and clearance trimming (primarily of ash trees) in designated subdivisions between the months of May through September. These costs are not part of the base bid shown above, but a portion of the option amount is included in the award amount.
Approximately 35% of the trees being trimmed under this contract are ash trees; $50,000 of the total award will be funded through CIP project PA040, Emerald Ash Borer (EAB) Program with the remaining $100,000 funded through DPW’s General Fund budget. The EAB trimming supplements our annual city-wide tree trimming program, allowing the City to trim trees in more neighborhoods, which reduces our cycle time.
The term of the award is one year from December 1, 2017 through November 30, 2018 with four additional one-year renewal options.
FISCAL IMPACT:
CIP#: PA040
Tree Trimming is expensed to the Support Services and Capital Improvement accounts below. The budget amounts shown below reflect CY2018 proposed budget amounts, as the majority of the contract period and expenditures will fall in CY2018. A total of $100,000 has been budgeted for contract tree trimming in the General Fund account below in CY2018. Tree Trimming is related to CIP PA040, Emerald Ash Borer Program, which includes funding for EAB related tree removals and replacements, as well as tree trimming. Funds are also budgeted for this expense for the remainder of CY2017.
|
Account Number |
Fund Description |
Proposed Budget Amount |
|
010-4230-431.30-29 |
General Fund |
$1,693,960 |
|
301-4230-431.70-89 |
G.O. Bond Fund |
$1,503,750 |