CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Bid 24-240, Tree Removal and Stump Grinding, to D Ryan Tree and Landscape Service LLC and Steve Piper and Sons, Inc. for an amount not to exceed $175,000 and for a one-year term
body
DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
In accordance with the Priority Plan, the City values the natural environment and cares for Naperville’s tree canopy in several ways including restoring, trimming and removing trees. In October 2024, the Department of Public Works issued Bid 24-240, 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. Specifications were developed 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. All infested trees must be removed within 10 days of notification by the City.
DISCUSSION:
|
Advertisement Date: |
10/18/24 |
Notices Sent: |
227 |
|
Opening Date: |
11/08/24 |
Planholders: |
31 |
|
|
|
Proposals Received: |
07 |
Bids were received from the following vendors:
|
Vendor Name |
Group A - Tree/Stump Removal and Restoration |
Group B - Additional Stump Removal |
|
D Ryan Tree and Landscape Service |
$140,700 |
$44,000 |
|
Steve Piper and Sons, Inc. |
$280,030 |
$25,000 |
|
Homer Tree Care, Inc. |
$315,600 |
$54,500 |
|
Fernandez Tree Service, Inc. |
$459,500 |
$76,000 |
|
Beary Landscape Management |
$611,000 |
$33,000 |
|
Kinnucan |
$882,500 |
$135,000 |
|
Alvarez, Inc. |
N/A |
$97,825 |
Firms were invited to bid on Group A: Tree Removal, Stump Removal & Restoration, Group B: Additional Stump Grinding or both. The bid was structured to give the City the ability to award the tree removal contract to more than one vendor if in the best interest of the City. It is recommended that Group A be awarded to D Ryan Tree & Landscaping Service as the primary contractor and Steve Piper & Sons as a secondary contractor.
The City received separate pricing for stump grinding and restoration for trees that are removed by in-house crews. The work will be assigned in the following manner:
• If the need for infested tree removals and stump grinding is more than the City in-house crews and D Ryan Tree & Landscaping Service can complete within the necessary timeframes, staff will request the work be completed by Steve Piper and Sons.
• Steve Piper & Sons will be the primary contractor for Group B - Additional stump grinding removal if needed.
The total award amount is different than the bid amount because the bid totals were based on an estimated number of units. The actual number of units accepted reflects the budgeted funds available for this work.
The term of this contract is from January 1, 2025 to December 31, 2025 with four, one-year options to extend.
FISCAL IMPACT:
CIP #: N/A
Tree removal, stump grinding, and restoration are expensed to the Operational Service account listed below. A total of $175,000 is included in the proposed budget for contract tree removal in 2025. The total award of $175,000 is within the budgeted amount for this expense. This is a not-to-exceed contract and the award amount matches the amount included in the budget; however, staff will monitor the budget throughout the year and can adjust the amount of work done to match available funding if necessary.
|
Account Number |
Fund Description |
Total Proposed Budget Amount |
|
31251100-531308 |
General Fund |
$2,615,555 |