CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Bid 22-038, Tree Planting, to The Fields on Canton Farm, Inc for an amount not to exceed $482,000, 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 (DPW) is responsible for the various parkway tree planting programs the City offers to its residents. For the past several years, these programs have included:
1. Parkway tree planting required by Landscape Ordinance (93-14) for new constructed homes,
2. A tree replacement program for parkway trees that have died, and
3. A replacement tree planting program for Ash trees that have been removed due to the Emerald Ash Borer, (CIP Project PA040)
In January 2021, DPW issued Bid 22-038, Tree Planting, for the planting of approximately 1,500 2”- 2.5” (predominantly), ball and burlap or container grown, parkway trees during the period between April 1, 2022 and November 30, 2022. This includes one spring planting between the dates of April 1, 2022 and May 30, 2022, and a fall planting between the dates of October 1, 2022 and November 30, 2022.
This contract is for the purchase and planting of trees. The prices quoted include the tree, delivery, planting, and a one-year warranty. The City inspects and selects the trees to be supplied at the nursery site prior to being planted. The warranty of the trees has proved to be valuable, as the City has replaced as many as 200 trees in one year under this warranty in the past.
On May 1, 2018, the City Council approved a 50/50 Cost Share program for replacement trees beginning with the fall 2018 planting program. On average, the City replaces approximately 800 trees per year. At the current pricing, this will generate $132,000 annually in revenue to offset costs.
DISCUSSION:
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Advertisement Date: |
01/14/2022 |
Notices Sent: |
120 |
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Opening Date: |
02/01/2022 |
Planholders: |
11 |
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Proposals Received: |
01 |
Bids were received from the following vendors:
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Vendor Name |
Proposed Cost |
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The Fields on Caton Farm, Inc. |
$599,025 |
The Fields on Caton Farm, Inc. is being recommended for award. The City only accepts bids directly from local nursery businesses within USDA Zone 5 and/or a 200-mile radius of the City of Naperville who have at least 100 acres of quality shade tree nursery stock of suitable size and species. This requirement ensures that growing conditions are similar to the climate in Naperville, which in turn helps the trees survive after being planted. Other nurseries indicated that they did not have the stock necessary to provide the bid.
The average cost to purchase and plant a new tree under the City’s previous tree planting agreement was $330. The average price for this contract is $340. Based on the pricing received and the approved budget of $482,000, of which $190,000 will be reimbursed by developers, the City will be able to plant approximately 1,400 trees.
The contract term is from date of award through December 31, 2022 with three one-year options to renew.
FISCAL IMPACT:
CIP #: PA020 and PA040
Tree planting services are budgeted across several funds including the General Fund and Capital Project Fund. In 2022, the City budgeted $102,000 for replacement parkway trees, $25,000 for trees in the area hardest hit by the June 2021 tornado, and $190,000 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 contract also includes $25,000 for trees for the annual Arbor Day Tree Sale. The capital funds utilized for the tree planting program are related to PA040, Emerald Ash Borer Program and PA020, Annual Tree Planting Program. The 2022 budget for PA040 is $175,000 and includes tree removal and replacement. Staff estimates that $90,000 will be used for tree planting. The 2022 budget for PA020 is $50,000. The total Award of $482,000 is within the budgeted amount for this expense.
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Account Number |
Fund Description |
Total Budget Amount |
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31251100-541404 |
General Fund |
$225,000 |
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31251100-531308 |
General Fund |
$1,862,660 |
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31252200-551502 |
Capital Project Fund |
$2,705,000 |