CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Option Year One to Contract 18-026, Tree Removal and Stump Grinding, to D Ryan Tree & Landscaping Service and Steve Piper & Sons for an amount not to exceed $185,960
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
In order to supplement the work of the in-house forestry crews to meet the increasing demand for parkway tree removals due to the spread of the Emerald Ash Borer (EAB), 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. The specifications required that all infested trees be removed within ten days of notification by the city. The number of EAB infested tree removals has decreased from 700 in 2017 to an estimated 500 in 2018 and 2019. Staff anticipates that the number of removals related to EAB will continue to decrease in future years as the EAB pressure decreases.
In March 2018, the City Council approved the award of Contract 18-026, Tree Removal and Stump Grinding, to D Ryan Tree & Landscaping Service as the primary contractor and Steve Piper & Sons as a secondary contractor for the period of May 1, 2018 through December 31, 2018, with two, one-year options to renew.
DISCUSSION:
Both contractors performed well during the original contract term. As the primary contractor, D Ryan Trees & Landscaping Service was given the majority of the work, approximately 300 trees will be removed during the original term. Steve Piper & Sons assisted with a small number of tree removals on City sites.
Both contractors have agreed to a zero percent increase for the first option year. Staff anticipates that there will be approximately 1,000 tree removals in 2019 that will be removed thru a combination of in-house and contracted services. The total anticipated cost is $185,960. However, there is no guarantee of work under this contract. The number of actual tree removals will be based on the needs of the City.
The term of the first option year is January 1, 2019 through December 31, 2019, with one one-year extension remaining.
FISCAL IMPACT:
CIP #:PA040
Tree removal, stump grinding, and restoration is expensed to the operational service and infrastructure accounts below. A total of $50,000 has been budgeted in the General Fund for contracted tree removal in 2019. Removal of ash trees is related to PA040, Emerald Ash Borer Removal and Replacement Program, for which $346,250 has been budgeted in 2019. Staff estimates $137,000 will be used for tree removal. The requested award of $185,960 is within the budgeted amount for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31251100-531308 |
General Fund |
$1,607,225 |
|
31252200-551502 |
Capital Projects Fund |
$1,851,250 |