CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Bid 25-228, Tree Planting Services, to The Fields on Caton Farm, Inc. for an amount not to exceed $500,000 and for a one-year term
body
DEPARTMENT: Department of Public Works
SUBMITTED BY: John Rutkowski, Interim Public Works 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 have included:
1. Parkway tree planting required by Landscape Ordinance (93-14) for newly constructed homes,
2. A tree replacement program for parkway trees that have died,
3. An annual tree planting program for arterial and collector streets (CIP Project PA020)
In September 2025, DPW issued Bid 25-228, Tree Planting Services, 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, 2026, and November 30, 2026. This includes one spring planting and one fall planting.
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 before they are planted. The warranty on the trees has proven valuable, as the City has replaced as many as 200 trees in a single year under this warranty in the past.
DISCUSSION:
|
Advertisement Date: |
09/24/2025 |
Notices Sent: |
170 |
|
Opening Date: |
10/22/2025 |
Planholders: |
21 |
|
|
|
Proposals Received: |
02 |
Bids were received from the following vendors:
|
Vendor Name |
Proposed Cost |
|
The Fields on Caton Farm, Inc. |
$599,675.00 |
|
Beary Landscaping |
$1,033,210.41 |
The Fields on Caton Farm, Inc. is being recommended for the 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 that 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 $390. Based on the pricing received and the proposed budget of $500,000, of which $200,000 will be reimbursed by developers, the City will be able to plant approximately 1,300 trees.
The contract term is from the date of award through December 31, 2026, with four one-year options to extend.
FISCAL IMPACT:
CIP #: PA020
Tree planting services are budgeted across several funds including the General Fund and Capital Project Fund. In 2026, Public Works proposed budgets of $225,000 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. Additionally, this award supports expenses related to PA020, the Annual Tree Planting Program which has a proposed budget of $50,000 for 2026. The total Award of $500,000 is within the budgeted amount for this expense.
On May 1, 2018, the City Council approved a 50/50 cost-share program for the replacement of 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.
|
Account Number |
Fund Description |
Total Proposed Budget Amount |
|
31251100-541404 |
General Fund |
$235,000 |
|
31251100-531308 |
General Fund |
$2,391,805 |
|
31252200-551502 |
Capital Project Fund |
$1,925,000 |