CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Option Year Three to Contract 18-013, Tree Planting Services, to The Fields of Caton Farm for an amount not to exceed $433,000
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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 included:
• parkway tree planting required by Landscape Ordinance (93-14) for newly constructed homes,
• a tree replacement program for dead parkway trees, and
• a replacement tree planting program for Ash trees that were removed due to the Emerald Ash Borer (CIP PA040).
In March 2018, the City Council awarded Contract 18-013 for a one-year term. The Council also renewed the contract for option year one on February 5, 2019 and option year two on January 21, 2020. 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.
In May 2018, the Council approved a 50/50 cost share program for replacement trees beginning with the fall 2018 planting program. On average, the City replaces between 700 and 800 trees per year with the program. At current pricing, this will generate approximately $100,000 in annual revenue.
DISCUSSION:
During option year 2, The Fields of Caton Farm planted approximately 1,175 ball and burlap or container grown parkway trees. In addition to the trees planted as part of the replacement programs, 190 trees were planted on 87th Street, 91st Street, Washington Street, Naper Blvd, and 95th 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 third option year. The vendor agreed to maintain rates and terms provided under the contract. In 2021, the City expects to plant more than 1,100 trees with 600 trees planted as part of the 50/50 cost share program, 500 trees planted via the landscape ordinance and another 100-150 trees planted on arterial and collector streets as part of CIP PA020. Of the budgeted $433,000, the City will be reimbursed $284,000, with developers reimbursing $185,000 and residents reimbursing $99,000 for the planting of replacement trees.
The term of the third option year is February 1, 2021 to January 31, 2022 with no additional option years remaining.
FISCAL IMPACT:
CIP: PA020 and PA040
Tree planting services are expensed to three accounts listed below depending on the nature of the purchase. A total of $594,000 is tentatively budgeted for the various components of the tree program in 2021, pending Council approval. This includes $99,000 for replacement parkway trees and $185,000 for developer planted trees, which are 100% reimbursed by the developer as part of the City’s landscape ordinance. Replacement trees for residents are reimbursed at 50%. The City also has $285,000 budgeted for the annual capital improvement program under PA020 and PA040.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31251100-541404 |
General Fund |
$220,000 |
|
31251100-531308 |
General Fund |
$1,816,345 |
|
31252200-551502 |
Capital Project Fund |
$720,000 |