CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Change Order #1 to Contract 21-040, Tree Removal and Stump Grinding, to D Ryan Tree and Landscape LLC for an amount not to exceed $127,000 and a total award of $279,500 (Item 1 of 2)
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The other related item on the City Council agenda is:
• 21-0886, Approve the award of Change Order #1 to Contract 20-087, Brush Collection Services, to Steve Piper and Sons and Trees “R” Us, Inc. for an amount not to exceed $170,000 and a total award of $580,090
In March 2021, the City Council approved Bid 21-040, Tree Removal and Stump Grinding, to contract with experienced and qualified forestry contractors for tree and stump removal services upon the right-of-way of any street or alley and upon property owned or maintained by the City. This contract is for contracted tree removal, stump grinding, and restoration to supplement the work of the City’s in-house crews and to meet the demand for parkway tree removals.
The term of this contract is from March 1, 2021 to December 31, 2021 with three, one-year options to extend.
DISCUSSION:
On June 20, 2021, a tornado touched down in Naperville causing severe damage to the area just south of 75th Street and Ranchview Drive. Immediately following the tornado, D Ryan Tree and Landscape LLC assisted with the emergency storm damage clean-up of downed trees and brush in the roadways. This included the removal of the tree that fell on Fire Station #2.
DPW also conducted a special brush collection for the area most affected by the tornado from June 28 to July 3. Generally, the special collection area included homes south of 75th Street between Plainfield-Naperville Road and Yackley Avenue with collection occurring in some neighborhoods as far south as Royce Road.
This change order is requested to fund the emergency clean-up and special collection that was conducted by D Ryan Tree and Landscape LLC following the tornado. Pricing for the tree removals was based on contract pricing. For the special brush collection and emergency storm clean-up, the contractor billed an hourly rate agreed upon by the City based on the crew size and equipment being used.
FISCAL IMPACT:
CIP #: N/A
The costs incurred as a result of the tornado are expensed to the operational services account below. Due to the unforeseen nature of the event, these accounts will likely exceed budgeted amounts in 2021. The additional expenses may be accommodated by underspend in other accounts within the General Fund; however, if total General Fund expenditures exceed the approved budget at year-end, a budget amendment would be required. It does not appear that the City will be able to recoup clean-up costs as the event did not receive a state or federal disaster declaration. Staff is working with our insurance carrier to determine what, if any, costs are reimbursable under the City’s property insurance policy.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31251100-531308 |
General Fund |
$1,816,345 |