CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Option Year #3 to Contract 22-038, Tree Planting Services, to The Fields on Caton Farm, Inc. for an amount not to exceed $500,000
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The City Council awarded Contract 22-038, Tree Planting Services, to The Fields on Caton Farm, Inc. on February 15, 2022, for a one-year term through December 31, 2022, with three, one-year options to extend. The City Council awarded Option Year #1 on February 7, 2023 and Option Year #2 on February 6, 2024. This contract is for the purchase and planting of approximately 1,500, 2 - 2.5-inch ball and burlap or container grown parkway trees. This includes a spring planting and a fall planting. Under the contract, City staff inspects and selects trees at the nursery prior to delivery. The contract includes tree selection, delivery, planting and a one-year warranty. This system has proven beneficial for the City.
DISCUSSION:
During the second Option Year of the contract, The Fields of Caton Farm planted approximately 1,200 parkway trees. In addition to the trees planted as part of the replacement program, trees were planted on Whispering Hills, Fort Hill, Bailey, Naper, and at the train stations as part of the multi-year tree planting program for arterial and collector streets (CIP# PA020).
Based on the vendor’s performance, the Department of Public Works would like to extend the contract for the third Option Year. The vendor agreed to maintain the rates and terms provided under the contract. In 2025, the City plans to plant more than 1,200 trees.
The term of the third Option Year is January 1, 2025, to December 31, 2025, with no option years remaining.
FISCAL IMPACT:
CIP #: PA020 - Annual Tree Planting Program
Tree planting services are expensed to the account numbers listed below. The 2025 budget includes $225,000 for replacement parkway trees and $200,000 for developer-planted trees. The contract also includes $25,000 for trees sold at the annual Arbor Day Tree Sale. Additionally, the budget includes $50,000 in the Capital Improvement program for annual tree planting related to PA020.
Developer-planted trees are reimbursed 100% by the developer as part of newly constructed homes per the landscape ordinance. Replacement trees are partially reimbursed by residents through the 50/50 cost-share program. Of the budgeted $500,000, the City will be reimbursed $312,500, with developers reimbursing $200,000 and residents reimbursing $112,500 for the planting of replacement trees.
The requested award is within the proposed budgeted amount for this program.
|
Account Number |
Fund Description |
Proposed Budget Amount |
|
31251100-541404 |
General Fund |
$235,000 |
|
31251100-531308 |
General Fund |
$2,615,555 |
|
31252200-551502 |
Capital Project Fund |
$1,950,000 |