CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Option Year Two to Contract 18-026, Tree Removal and Stump Grinding, to D Ryan Tree and Landscaping Service and Steve Piper and Sons, Inc. for an amount not to exceed $155,000
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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 demand for parkway tree removals due to the spread of the Emerald Ash Borer (EAB), the Department of Public Works developed specifications for contracted tree removal, stump grinding and restoration services. In addition, the City received separate pricing for stump grinding and restoration for trees that are removed by in-house crews. Since 2017, the removal of EAB infested trees has decreased from 700 to 300 in 2019. Staff anticipates that the number of removals related to EAB will remain consistent in the upcoming year and anticipates the removal of 290 EAB infested trees in 2020.
The City Council awarded Contract 18-026 to D Ryan Tree and Landscaping (D Ryan) as the primary contractor and Steve Piper and Sons, Inc. (Steve Piper) as the secondary contractor in March 2018 for a one-year term with two one-year options to renew. On November 20, 2018, the City Council approved the first one-year extension from January 1, 2019 through December 31, 2019 with one, one-year option remaining.
DISCUSSION:
In total, the Department of Public Work, in coordination with D Ryan and Steve Piper, removed 865 trees in 2019 of which 290 were EAB related removals. During the first extension of the contract, D Ryan Tree and Landscaping and Steve Piper and Sons performed well. As the primary contractor, D Ryan Trees & Landscaping Service was given the majority of the work and removed 250 trees. Steve Piper & Sons also assisted with the removal of 40 trees. The contractors also assisted with stump grinding 50 trees that were removed by in-house staff.
Based upon the vendor’s performance, the Department of Public Works would like to extend the contract for the second and final option year. Both contractors have agreed to maintain the rates and terms provided for under the contract. Staff anticipates that 850 tree will be removed in 2020 thru a combination of in-house and contracted services.
The term of the second option year is January 1, 2020 to December 31, 2020, with no option years remaining.
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 2020. Tree Removal of ash trees is expensed to the Capital Improvement Program as part of PA040, Emerald Ash Borer Removal and Replacement Program, for which $287,000 has been budgeted in 2020. Staff estimates $105,000 will be used for tree removal. While the 2020 budget has not yet been approved, it is anticipated that there will be funds to accommodate the requested award.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31251100-531308 |
General Fund |
$1,798,700 |
|
31252200-551502 |
Capital Projects Fund |
$1,342,000 |