Title
Resolution to Award a Contract to Asplundh Tree Expert Company for Tree Removal, Tree Pruning and Stump Removal along City Street Rights-of-Way ($175,875.00)
Memorandum
Attached for your review and action is a resolution to approve a $175,875.00 contract with Asplundh Tree Expert Company for street tree removal, tree pruning and stump removal. Asplundh Tree Expert Company was selected because of their skill and expertise in tree removals and stump removals.
The tree removal activities under this contract focus on the highest priority trees, those greater than 6" DBH (diameter at breast height) and listed as priority 1 or 2 removals in the city's tree inventory. Tree pruning activities focus on removing large dead, broken, hanging or diseased limbs for trees greater than 11" DBH and listed as priority 1 pruning in the tree inventory.
The city was divided into four work areas, as detailed in the bid documents, ITB 4348; bidders were able to bid on any or all areas. Two bids were received and opened on September 15, 2014. Asplundh Tree Expert Company will be awarded Areas 1 and 4, and Guardian Tree Experts will be awarded Areas 2 and 3. Work for these contracts will be completed by May 31, 2015.
Work to be completed by both contractors:
Tree Removals (Priority 1 and 2)
Current Backlog: 815 Trees
Asplundh Tree Expert: 255 Trees (>6" DBH)
Guardian Tree Experts: 253 Trees (>11" DBH)
Remaining Backlog: 307 Trees
Tree Pruning (Priority 1)
Current Backlog: 1000 Trees
Asplundh Tree Expert: 82 Trees (>11"DBH)
Guardian Tree Experts: 86 Trees (>21"DBH)
Remaining Backlog: 832 Trees
Stump Removals
Current Backlog: 2205 Stumps
Asplundh Tree Expert: 255 Stumps
Guardian Tree Experts: 79 Stumps
Remaining Backlog: 1871 Stumps
City Forestry staff will be working on the current backlog of tree removals, tree pruning and stump removals. This work is not reflected in the numbers above.
Budget/Fiscal Impact:
The work completed through this contract initiates a multi-phased approach to address the backlog of tree maintenance activities as described in the Urban and Community Forest Management Plan, adopted by City Council in June 2014 (R-14-0696). Funding was made available during the FY15 budget process, which provided a one-time $1,000,000.00 allocation of general fund surplus to the approved FY15 capital budget for purposes of this project.
Sustainability Framework
In addition to helping to address the tree maintenance backlog, the work completed under this contract also moves the city towards implementing recommendation #1 of the Urban and Community Forest Management Plan, to implement a proactive routine maintenance program; and furthers the Healthy Ecosystem and Sustainable Systems goals of the City's Sustainability Framework.
The resolution includes a 5% contract contingency in the amount of $8,795.00 to cover potential change orders to be approved by the City Administrator.
Staff
Prepared by: Kerry Gray, Urban Forest & Natural Resource Planner, Systems Planning Unit
Reviewed by: Craig Hupy, Public Services Area Administrator
Approved by: Steven D. Powers, City Administrator
Body
Whereas, Ann Arbor's urban and community forest is a defining and valued characteristic of the city that residents call "Tree Town," making it a desirable place to live, work and play;
Whereas, As described in the city's Urban and Community Forest Management Plan there is a backlog in street tree maintenance, including tree removal and tree pruning;
Whereas, Competitive bids for tree removal, tree pruning and stump removal were received on September 15, 2014;
Whereas, Asplundh Tree Expert Company, submitted the most responsive and responsible bid for Areas 1 and 4 at $175,875.00;
Whereas, Asplundh Tree Expert Company has received Human Rights approval on October 9, 2014 and complies with the Living Wage Ordinance; and
Whereas, Funding for the project is available through the one-time $1,000,000.00 allocation of general fund surplus to the approved FY15 capital budget;
RESOLVED, That City Council approve a contract with Asplundh Tree Expert Company for tree removal, tree pruning and stump removal in the amount of $175,875.00
RESOLVED, That a contingency amount of $8,795.00 (5%) be established within the project budget and that the City Administrator be authorized to approved additional change orders to the contract with Asplundh Tree Experts not to exceed $8,795.00;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute the contract after approval as to substance by the City Administrator and approval as to form by the City Attorney; and
RESOLVED, That the City Administrator be authorized to take all necessary administrative actions to implement this resolution.