CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Option Year One to Contract 21-382, Parkway Tree Trimming Services, to Steve Piper and Sons Inc. for an amount not to exceed $52,500 and for a one-year term
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
At the November 15, 2022 City Council meeting, staff presented a recommendation to award the first option year of Contract 21-382, Parkway Tree Trimming Services, to NJ Ryan Tree & Landscape and Steve Piper and Sons. The recommendation included a 7% percent increase for Steve Piper and Sons.
The City Council modified the award to approve NJ Ryan Tree & Landscape for an amount not to exceed $157,500 (75% of the award) and asked staff to renegotiate the increase with Steve Piper and Sons.
DISCUSSION:
Steve Piper and Sons has performed well during the initial term of the contract. After further discussions, Steve Piper and Sons has agreed to reduce their requested increase from 7% to 3% which will still provide assistance with the increase in their fuel costs. This will equate to an additional cost to the City of $1,575.
When this contract was let in 2021 the City received three bids. The next low bidder was more than double the cost of NJ Ryan Tree & Landscape and Steve Piper and Sons. If the City decides to do a supplemental bid for this portion of tree trimming, it is likely that pricing will increase substantially more than what Steve Piper and Sons has requested. As such, staff recommends approval of the 3% increase to help cover the rising costs of fuel and labor associated with this contract.
FISCAL IMPACT:
CIP #: PA040
Parkway tree trimming is expensed to the Operational Service and Infrastructure accounts listed below. A total of $150,000 has been proposed for contracted tree trimming in the General Fund account below in 2023. Parkway tree trimming is also related to PA040, Emerald Ash Borer Program, which includes funding for EAB-related tree trimming. A total of $175,000 has been requested for PA040 in 2023. The requested award of $52,500 is within the budgeted amount for this expense.
|
Account Number |
Fund Description |
Proposed Budget Amount |
|
31251100-531308 |
General Fund |
$1,947,670 |
|
31252200-551502 |
Capital Projects Fund |
$3,575,000 |