CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Option Year #4 to Contract 21-382, Parkway Tree Trimming Services, to NJ Ryan Tree & Landscape and Steve Piper and Sons, Inc. for an amount not to exceed $500,000 and for a one-year term
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DEPARTMENT: Department of Public Works
SUBMITTED BY: John Rutkowski, Interim Director of Public Works
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Department of Public Works (DPW) is responsible for the care and maintenance of more than 70,000 parkway trees throughout the City. Industry best practices recommend a six-year trimming cycle, which equates to maintenance on more than 11,500 trees per year. With the City’s growth and the planting of additional right-of-way trees, DPW has been unable to perform all the tree trimming services in-house. In 2000, the City began using outside contractors to supplement the in-house tree trimming program.
On January 4, 2022, the City Council approved the award of Bid 21-382, Parkway Tree Trimming Services, to NJ Ryan Tree & Landscape and Steve Piper and Sons for a one-year term from date of award through December 1, 2022 with four, one-year options to extend.
On November 21, 2023, the City Council approved the second option year with a term of December 1, 2023 to November 30, 2024, with two one-year options available. On April 16, 2024, the City Council approved Change Order #1 for additional cycle trimming. On August 20, 2024, the City Council approved Change Order #2 for storm damage clean-up assistance and trimming along Naper Boulevard from Ogden Avenue to Chicago Avenue. On December 3, 2024, the City Council approved the third option year with a term of December 1, 2024 to November 30, 2025.
Due to a reduction in the number of trees trimmed by both the contractor and in-house staff since 2010, DPW is now on an eight-year tree trimming cycle. This has resulted in more than 1,100 service requests for trimming and downed branches per year.
DPW’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:
During the third Option Year, the contractors trimmed parkway trees in the following neighborhoods: Cress Creek, Brookdale, Brush Hill, Wil-O-Way, Jefferson Estates, River Bend, Devonshire, and Century Farms.
Based on the vendors’ performance, DPW recommends extending the contract for the fourth Option Year. NJ Ryan Tree & Landscape agreed to maintain the same rates and terms. Steve Piper and Sons has requested a 3% increase to cover labor cost increases. During the fourth Option Year, the contractors will trim parkway trees in the following neighborhoods: Country Lakes, Atwater, Wil-O-Way, Jefferson Estates, Maplebrook, Wildflower, Ivy Ridge, Lakewood Crossing, Buttonwood, Springbrook Estates, Hobson West, and Olympic Terrace.
In order to ensure that all of the tree trimming is completed in the required timeframes, NJ Ryan Tree & Landscape will complete approximately 75% of the contract areas and Steve Piper and Sons will complete 25% of the contract areas.
The term of the fourth Option Year is from December 1, 2025, to November 30, 2026, with no Option Years remaining.
FISCAL IMPACT:
CIP #: N/A
Parkway tree trimming is expensed to the Operational Service account listed below. A total of $500,000 has been included as part of the proposed 2026 budget for contracted tree trimming. The requested award of $500,000 is within the proposed budget amount for this expense. Staff will ensure this is included in the final 2026 budget.
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Account Number |
Fund Description |
Proposed Budget Amount |
|
31251100-531308 |
General Fund |
$2,391,805 |