CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Bid 18-026, Tree Removal and Stump Grinding to D Ryan Tree & Landscaping Service for an amount not to exceed $120,960 and to Steve Piper and Sons for an amount not to exceed $65,000 for a total award of $185,960 and for a seven-month term
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
In order to prevent the spread of the Emerald Ash Borer, in 2012, the Department of Public Works (DPW) developed an aggressive multi-year treatment plan for all healthy ash trees that are located in the city’s parkways to reduce the devastating effect of the beetle in the community. This multi-year plan consists of removing infested ash trees, inspecting and treating healthy ash trees throughout the city, and coordinating our efforts with the State of Illinois, the townships, and the Naperville Park District.
The number of needed tree removals has grown from 500 trees in 2007 to more than 1,100 trees in 2017 because of the presence of the Emerald Ash Borer. In the coming fiscal year, we expect that the number of ash tree removals will be 500 and the number of non-ash tree removals will be approximately 500.
In order to supplement the work of our in-house crews to meet the increasing demand for parkway tree removals, specifications were developed for contracted tree removal, stump grinding, and restoration. In addition, the city received separate pricing for stump grinding and restoration for trees that are removed by in-house crews. There is no guarantee of work under this contract. The number of actual tree removals will be based on the needs of the city.
DISCUSSION:
Advertise Date: 02/08/18 Notices Sent: 138
Opening Date: 02/26/18 Planholders: 17
Bidders: 9
|
Firm Name |
Bid “A” Amount |
Bid “B” Amount |
Total Bid Amount |
|
D Ryan Tree & Landscape Service |
$172,800 |
$35,000 |
$207,800 |
|
Steve Piper and Sons |
$178,180 |
$28,250 |
$206,430 |
|
J.P.C. Tree Care Inc. |
$236,600 |
$53,000 |
$289,600 |
|
Homer Tree |
$265,940 |
$84,875 |
$315,815 |
|
GroundsKeeper Landscape |
$274,150 |
$140,050 |
$414,200 |
|
Trees R Us, Inc |
$299,200 |
$57,500 |
$356,700 |
|
Winkler’s Tree Service |
$333,000 |
$104,000 |
$437,000 |
|
Landscape Concepts Management |
$425,000 |
$58,750 |
$484,175 |
|
Asplundh Tree Experts Co. |
$1,287,659 |
No Bid |
$1,287,659 |
Firms were invited to bid on Group A: Tree Removal, Stump Removal & Restoration, Group B: Additional Stump Grinding or both.
The specifications require that all infested trees be removed within ten days of notification by the city. 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 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 the low bidder, and primary contractor, D Ryan Tree & Landscaping Service, can complete within the necessary timeframes, staff will go to the second low bidder and secondary contractor for Group A - Additional tree removal, stump removal and restoration, Steve Piper & Sons.
The term of the award is from May 1, 2018 through December 31, 2018, with two one-year options to renew.
FISCAL IMPACT:
CIP #: PA040
Tree removal, stump grinding, and restoration is expensed to the operational service and infrastructure accounts listed below. A total of $50,000 is budgeted for contract tree removal in CY2018. Tree Removal of ash trees is expensed to the Capital Improvement Program as part of PA040, Emerald Ash Borer Removal and Replacement Program, line below. The CY2018 budget for PA040 is $368,750 and includes tree removal and replacement. Staff estimates $137,000 will be used for tree removal. The total award of $185,960 is within the budgeted amount for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31251100-531308 |
General Fund |
$1,388,045 |
|
31252200-551502 |
Capital Projects Fund |
$498,750 |