CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Option Year Two to Contract 22-038.2, Tree Planting, to The Fields on Caton Farm, Inc for an amount not to exceed $477,000
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The City Council awarded Contract 22-038, Tree Planting Services, to The Fields on Caton Farm, Inc on February 15, 2022 for a 1-year term from February 15, 2022 to December 31, 2022, with 3, 1- year options to extend. This was 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 City Council awarded Option Year One on February 7, 2023 for a 1-year term from February 1, 2023 to January 31, 2024 with 2, 1-year options remaining. 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.
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
DISCUSSION:
During the first option year of the contract, The Fields of Caton Farm planted approximately 900 ball and burlap or container grown parkway trees. In addition to the trees planted as part of the replacement programs, trees were planted on Mill, Fort Hill, Brookdale Rd, Naper, 95th Street, and 87th 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 second option year. The vendor agreed to maintain rates and terms provided under the contract. In 2024, the City expects to plant more than 1,200 trees. Of the budgeted $477,000, the City will be reimbursed $335,000, with developers reimbursing $200,000 and residents reimbursing $135,000 for the planting of replacement trees.
The term of the second option year is January 1, 2024, to December 31, 2024, with one additional option year remaining.
FISCAL IMPACT:
CIP #: PA020 - Annual Tree Planting Program
Tree planting services are expensed to the account numbers listed below. The FY2024 budget includes $202,455 for replacement parkway trees and $200,000 for developer planted trees. Developer planted trees are reimbursed 100% by the developer as part of newly constructed homes 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, the budget includes $50,000 in the Capital Improvement program for Annual Tree Planting related to PA020.
The requested award is within the budget.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31251100-541404 |
General Fund |
$235,000 |
|
31251100-531308 |
General Fund |
$2,164,965 |
|
31252200-551502 |
Capital Project Fund |
$2,595,000 |