CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Option Year One to Contract 22-038, Tree Planting, to The Fields on Canton Farm, Inc for an amount not to exceed $472,000
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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 February 2022, the City Council approved the award of Bid 22-038, Tree Planting, to The Fields on Canton Farm for the purchase and planting of approximately 1,500 2”- 2.5” (predominantly), ball and burlap or container grown, parkway trees. This included a spring planting and a fall planting. The term of the contract was from date of award through December 31, 2022 with three one-year options to renew. 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.
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:
During the initial contract, The Fields of Caton Farm planted approximately 1,000 ball and burlap or container grown parkway trees. In addition to the trees planted as part of the replacement programs, trees were planted on 87th Street, Brookdale Road, Washington Street, Aurora Avenue, Diehl Road, Naper Blvd, North Aurora Road, and West Street as part of the multi-year tree planting program for arterial and collector streets (CIP PA020).
Based upon the vendor’s performance, DPW would like to extend the contract for the first option year. The vendor agreed to maintain rates and terms provided under the contract. In 2023, the City expects to plant more than 1,400 trees. Of the budgeted $472,000, the City will be reimbursed $332,000, with developers reimbursing $200,000 and residents reimbursing $132,000 for the planting of replacement trees.
The term of the first option year is February 1, 2023 to January 31, 2024 with two additional option years remaining.
FISCAL IMPACT:
CIP #: PA020 and PA040
Tree planting services are budgeted across several funds including the General Fund and Capital Project Fund. In 2023, the City budgeted $107,100 for replacement parkway trees and $200,000 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 2023 budget for PA040 is $175,000 and includes tree removal and replacement. Staff estimates that $90,000 will be used for tree planting. The 2023 budget for PA020 is $50,000. The total Award of $472,000 is within the budgeted amount for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31251100-541404 |
General Fund |
$235,000 |
|
31251100-531308 |
General Fund |
$1,947,670 |
|
31252200-551502 |
Capital Project Fund |
$3,575,000 |