CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Bid 18-013, Tree Planting Services, to The Fields on Caton Farm, Inc. for an amount not to exceed $444,250 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 that the City offers to its residents. For the past several years, these programs included:
• Parkway tree planting required by Landscape Ordinance (93-14) for newly constructed homes,
• A free tree replacement program for parkway trees that have died, and
• A replacement tree planting program for Ash trees that have been removed due to the Emerald Ash Borer, (CIP Project PA040).
As part of the 2018 budget process, two changes were made to the City’s tree planting programs. The first being that the “free tree replacement program” was reduced from $80,000 to $40,000 to help contain General Fund cost increases. An alternative program with a cost share component is being developed by staff and a report will be brought forth to obtain council consensus. Staff will then begin communication to residents in preparation for the fall planting season. The second change was the reinstatement of the arterial tree planting program. For 2018, approximately 100 trees will be planted near 95th Street and Wolf’s Crossing under this program.
The Department of Public Works bid the planting of approximately 1,500 2”- 2.5” (predominantly), ball and burlap or container grown, parkway trees during the course of the period between April 1, 2018 and November 30, 2018. This includes one spring planting between the dates of April 1, 2018 and May 30, 2018, and a fall planting between the dates of October 1, 2018 and November 30, 2018.
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.
DISCUSSION:
Advertisement Date: 02/09/2018 Notices Sent: 88
Opening Date: 02/12/2018 Planholders: 16
Bids Received: 3
The following firms submitted bids:
|
Vendor |
Bid Amount |
|
The Fields on Canton Farm, Inc. |
$515,675 |
|
St. Aubin Nursery |
$915,070 |
|
Alaniz Landscape Group |
Non-Responsive |
The Fields on Caton Farm, Inc. is being recommended for award. Alaniz Landscape Group was determined to be non-responsive because the vendor did not meet the City’s specification as advertised: Supplier owned or operated a local nursery. 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.
The average cost to purchase and plant a new tree under this contract is $330. Based on the pricing received and the approved budget of $444,250, of which $185,000 will be reimbursed by developers, the City will be able to plant approximately 1,350 trees.
The contract term is from date of award through December 31, 2018 with three one-year options to renew.
FISCAL IMPACT:
CIP #: PA040 & PA020
Tree planting services are budgeted across several funds including the General Fund, Capital Improvement Fund and the Bond Fund. The budgets for the programs are allocated per the table below.
|
Program/Funding |
Construction |
Replacement |
Arterial |
Total |
|
EAB Replacement (CIP) |
|
$ 181,750 |
|
$ 181,750 |
|
Arterial (CIP) |
|
|
$ 37,500 |
$ 37,500 |
|
Replacement (General) |
|
$ 40,000 |
|
$ 40,000 |
|
Developer (Bond Fund) |
$ 185,000 |
|
|
$ 185,000 |
|
Total |
$ 185,000 |
$ 221,750 |
$ 37,500 |
$ 444,250 |
In 2018, the City budgeted $40,000 for replacement parkway trees and $185,000 for developer planted trees. Developer trees are 100% reimbursed by the developer as part of a newly constructed home per the landscape ordinance. The capital funds utilized for the tree planting program are related to Emerald Ash Borer Program (project #PA040), and Arterial Tree Planting Program (project # PA020). The 2018 budget for PA040 is $368,750 and includes tree removal and replacement. Staff estimates that $181,750 will be used for tree planting. In addition, the 2018 budget for PA020 is $37,500. The total award of $444,250 is within the budgeted amount for this expense. Future cost share options will be presented to the City Council in April for review and approval.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31251100-541404 |
General Fund |
$220,000 |
|
31251100-531308 |
General Fund |
$1,388,045 |
|
31252200-551502 |
Capital Projects Fund |
$498,750 |
|
31252300-551502 |
G.O. Bond Fund |
$1,368,500 |