ACTION REQUESTED:
Title
Communication from the City Manager and Director of Public Works with a Request to Approve the Following CONTRACTS with A CUT ABOVE TREE SERVICE and JIMAX LANDSCAPING for TREE AND STUMP REMOVAL AND TREE TRIMMING BID 01-14 in the Following Categories:
A. Tree Removal by Service Route with A CUT ABOVE TREE SERVICE, not to exceed $37,760.00;
B. Tree Removal by Size with A CUT ABOVE TREE SERVICE, not to exceed $50,000.00;
C. Tree and Brush Trimming by Hourly Rates with A CUT ABOVE TREE SERVICE, not to exceed $50,000.00;
D. Emergency Tree and Brush Trimming by Hourly Rates with JIMAX LANDSCAPING, not to exceed $20,000.00;
E. Stump Removal with A CUT ABOVE TREE SERVICE, not to exceed $20,000.00.
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BACKGROUND: The Purchasing Division solicited 28 bid requests to remove trees, brush and stumps on the public rights of way. On January 29, 2014 seven bids were received and opened. The bid tabulation is attached.
In order to meet the City's goal of competitive prices and prompt service, the bids were broken down into five categories. The categories are summarized below:
1. TREE REMOVAL BY SERVICE ROUTE: This category is to remove dead or hazardous trees. The 83 trees on this list have been identified as the highest risk. The list is arranged by Service Route so that the contractor can arrange his work efficiently. Stump removal and restoration is included. As more dead or hazardous trees are identified by Public Works staff, another bid package will be released later this year.
2. TREE REMOVAL BY SIZE: This category is to remove trees and stumps that come to the attention of City Staff by personal survey or citizen identification. These trees will be removed in a timely manner without having to wait for another Tree Removal by Service Route bid process.
3. TREE REMOVAL AND BRUSH TRIMMING BY HOURLY RATES: This category is to prune trees and remove tree limbs and brush that obstruct traffic control devices, have grown too close to private property, or have been damaged by wind or storms.
4. EMERGENCY TREE AND BRUSH TRIMMING BY HOURLY RATES: This category 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 that cannot wait to be scheduled during normal working hours. The contractor must respond within 2 hours of being notified.
5. STUMP REMOVAL: This category is for stump removal, including cleanup. Public Works' crews typically remove trees less than 12" in diameter; however, Staff does not have a stump grinding machine. Sometimes others, such as Ameren or property owners, may remove trees and leave the stumps behind.
FINANCIAL IMPACT: Funding for these expenditures is provided in the 2014 Operating Budget Account for Public Services, Forestry Service 101-3124-542.36-02.
NEIGHBORHOOD CONCERNS: Funding for these expenditures is provided in the 2014 Operating Budget Account for Public Services, Forestry Service 101-3124-542.36-02.
IMPACT IF APPROVED: Hazardous trees will be removed and no longer pose a danger to citizens and property.
IMPACT IF DENIED: Hazardous trees on public rights of way could cause damage to citizens and property. Public Agencies have been held liable for damage caused by trees that the Agency knew were hazardous and did not remove.
ALTERNATIVES: As directed by Council.
EEO CERTIFICATION NUMBER: A Cut Above Tree Service has Current EOO #03207-140630 and Jimax Landscaping has Current EOO #03104-140331.
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. Support sustainability.
2. Reinvest in neighborhoods.
3. Have an efficient government.
DEPARTMENT: Public Works