CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Option Year One to Contract 17-169, Parkway Tree Trimming, to Steve Piper and Sons for an amount not to exceed $150,000
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
In November 2017, the City Council approved the award of Contract 17-169, Parkway Tree Trimming, to Steve Piper and Sons for a one year term with four, one-year options to extend. 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.
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 Department of Public Work’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:
Steve Piper and Sons has provided good service during the initial term of the contract and has agreed to renew the contract for an additional year. Piper originally requested a 10% increase associated with labor cost increases. City staff negotiated a 3% increase.
This contract was established to supplement the in-house tree trimming program and to trim between 5,000 and 6,000 trees per year depending on the size of the trees. Under the current tree trimming cycle, DPW intends to have the contractor trim parkway trees in the following subdivisions during the first option year: Crestview Knolls, Clow Creek, Saddle Creek, Harmony Grove, High Meadow, South Pointe, and University Heights. There are currently more than 200 service requests for trimming in these areas. In addition, Steve Piper and Sons will provide deadwood and clearance trimming (primarily of ash trees) in designated subdivisions between the months of May through September if requested. It is anticipated that DPW will reach a seven-year trimming cycle by the end of 2020 because of the assistance of trimming through this contract.
The term of the first extension is December 1, 2018 through November 30, 2019, with three option years remaining.
FISCAL IMPACT:
CIP#: PA040
Parkway Tree Trimming is expensed to the operational service and infrastructure accounts below. A total of $100,000 has been budgeted for contract tree trimming in the General Fund account below in 2018. Parkway Tree Trimming is related to PA040, Emerald Ash Borer Program, which includes funding for EAB related tree removals and replacements, as well as tree trimming. A total of $368,750 has been budgeted for PA040 in 2018. This extension will occur primarily in 2019 and funds have been requested for this term. The requested award of $150,000 is within the budgeted amount for this expense.
|
Account Number |
Fund Description |
Budget Amount |
|
31251100-531308 |
General Fund |
$1,388,045 |
|
31252200-551502 |
Capital Projects Fund |
$498,750 |