ACTION REQUESTED:
TITLE
Communication from the City Manager and Director of Public Works with a Request to APPROVE the Following City-Wide CONTRACTS with A CUT ABOVE TREE SERVICE and JIMAX LANDSCAPING for TREE AND STUMP REMOVAL and TREE TRIMMING BIDS 28-15 and 30-15 in the Following Categories:
A. Tree Removal by Service Route with A CUT ABOVE TREE SERVICE, in an Amount not to Exceed $135,228.50 (Bid #30-15);
B. Tree Removal by Size; Tree and Brush Trimming by Hourly Rates; and Stump Removal with A CUT ABOVE TREE SERVICE, in an Amount not to Exceed $175,000.00 (Bid #28-15);
C. Emergency Tree and Brush Trimming by Hourly Rates with JIMAX LANDSCAPING, in an Amount not to Exceed $30,000.00 (Bid #28-15).
BACKGROUND: The Purchasing Division solicited 18 bid requests to remove trees, brush and stumps on the public right-of-way.
A. Bid #30-15, Tree Removal by Service Route was to remove 242 trees greater than 12” in diameter that were identified by Davey Resource Group as having a maintenance need of removal and a risk factor of 6 or 7 on a scale of 1 to 10. Also included were 94 ash trees over 12” diameter that were identified by Davey Resource Group as being in poor condition. Trees 12” diameter and less that need to be removed are removed by in-house crews. This was a separate bid to appeal to the larger, out of town contractors who travel and remove large numbers of trees in a short period of time. The trees are arranged by service route so that the contractors can efficiently remove the tree in one area before moving on to the next area. Typically, trees removed by service route are more economical than tree removal by size. The Purchasing Division solicited eighteen bid requests and, on June 11, 2015, four responses were opened. A copy of this bid tabulation is Attachment 1. The work under Bid #30-15 will continue into 2016 up to the Not to Exceed services.
B. Bid #28-15, included Tree Removal by Size to remove trees that come to the attention of City Staff by personal survey or citizen identification. Often, these trees that are damaged by a storm can be removed in a timely manner without having to wait for another Tree Removal by Service Route bid. Tree and Brush Removal by Hourly Rates is for tree pruning and limb and brush removals where traffic control devices are obstructed. Additionally, they may have grown too close to private property or have been damaged by wind or storms. Emergency Tree and Brush Removal by Hourly Rates is to remove downed trees or limbs on an emergency basis. Typically this work is due to damage caused by a storm or high winds and it cannot wait to be scheduled during normal working hours. This contractor must respond within 2 hours of being notified. Stump Removal is to remove stumps, including backfill and cleanup. Public Works crews remove trees 12” diameter and less; however, Public Works does not have a stump grinding machine. Sometimes others, such as Ameren or property owners, may remove trees and leave the stumps. The Purchasing Division sent out eighteen bid requests and, on June 9, 2015, two responses were opened. A copy of the bid tabulation is Attachment 2.
Staff had some concerns about only receiving 2 responses to Bid #28-15 with only 1 bidder for Tree Removal by Size. Purchasing staff attempted to contact all the contractors who were solicited to inquire about why they did not submit a bid. Some contractors did not want to incur the cost for Workers Compensation insurance, some were not looking for new business, and some who bid in the past had said the prices were too low. A copy of the responses is Attachment 3. [The bid tab from Bid #02-12 is Attachment 4, and points out that the current Tree Removal by Size prices from Bid #28-15 are less than the low bid prices in 2012.]
The bid prices for Bid #28-15 will be honored by the Contractors through 2016.
Both contractors, A Cut Above Tree Service and JIMAX Landscaping, have successfully performed work for the City of Peoria in many areas.
Two severe thunderstorms hit Peoria this past June, which resulted in major storm damage including trees down on houses and blocking streets and alleys. Under the Emergency Tree and Brush Removal by Hourly Rates, A Cut Above Tree Service and JIMAX Landscaping were called to promptly remove these hazards.
FINANCIAL IMPACT: Funding for these expenditures is provided in the 2015 Operating Budget Account for Public Works, Forestry Service 101-3124-542-36-02.
NEIGHBORHOOD CONCERNS: It is important to remove unsafe trees from the public right of way.
IMPACT IF APPROVED: Hazardous trees can be removed and no longer pose a threat to citizens and property.
IMPACT IF DENIED: Hazardous trees on the public right of way could cause damage to citizens and property. Public agencies have been held liable for damage caused by trees that the agency recognized were hazardous and did not remove. The Public Works Department does not have the equipment to remove the larger trees.
ALTERNATIVES: As directed by Council.
EEO CERTIFICATION NUMBER: A Cut Above Tree Service has current EOO #03207-151231 and JIMAX Landscaping has current EOO #03104-160331.
WHICH OF THE GOALS IDENTIFIED IN THE COUNCIL’S 2014 - 2029 STRATEGIC PLAN DOES THIS RECOMMENDATION ADVANCE?
1. Financially Sound City Government, Effective City Organization
2. Attractive Neighborhoods with Character: Safe and Livable
WHICH CRITICAL SUCCESS FACTOR(S) FROM THE COMPREHENSIVE PLAN DOES THIS RECOMMENDATION IMPLEMENT?
1. Have an efficient government.
2. Keep taxes and fees competitive.
3. Reinvest in neighborhoods.
DEPARTMENT: Public Works