Title
Resolution to Approve a General Services Agreement with PPM Tree Service & Arbor Care, LLC for Routine Street Tree Pruning & General Forestry Services ($830,500.00; RFP 24-26)
Memorandum
Attached for your review and action is a resolution to approve a one-year general services agreement with PPM Tree Service & Arbor Care, LLC (PPM) in the amount of $830,500.00 for routine street tree pruning and general forestry services.
RFP 24-26, Routine Street Tree Routine Pruning & General Forestry Services, was advertised on the City’s website and BidNet for the pruning of trees along City street rights-of-way. Eight proposals were received and opened on April 16, 2024. Based on its evaluation of the proposals, staff recommends approving a contract with PPM.
The tree pruning activities under the contract focus on pruning street trees to manage tree health, develop/improve structure, mitigate risk, provide clearance, and improve aesthetics. The work completed through this contract continues the routine street tree pruning cycle as described in the Urban and Community Forest Management Plan (UCFMP) adopted by City Council in June 2014 (R-14-0696).
The contract also includes pricing for on-call as needed general forestry services including, tree removal, stump grinding, brush clean up, and emergency response. This will allow for quicker response and cleanup of storm events.
Sustainability Framework: The Work completed under this contract continues to help the City towards fully implementing recommendation #1 of the Urban and Community Forest Management plan, to implement a proactive routine maintenance program. In addition, it will help further goals in the City’s Sustainability Framework, including Sustainable Systems, Clean Air and Water, and Healthy Ecosystems.
Budget/Fiscal Impact: Funding is available in the approved FY25 Stormwater Fund Operations and Maintenance Budget, Capital Project Budgets, or other funding sources as appropriate.
The resolution includes a 5% contingency in the amount of $41,525.00 to cover potential change orders to be approved by the City Administrator.
Staff
Prepared by: Tiffany Giacobazzi, Urban Forest & Natural Resource Planning
Coordinator, Public Works
Reviewed by: Paul Matthews, Public Works Manager
Sue McCormick, Interim Public Services Area Administrator
Approved by: Milton Dohoney Jr., 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,” make it a desirable place to live, work and play;
Whereas, Routine pruning of street trees is important for maintaining them as stormwater utility assets and ensuring they are healthy and continue to provide stormwater benefits;
Whereas, Routine tree pruning is also an important component of maintaining of a sustainable urban and community forest management program, and initiation of a routine street tree pruning cycle is a recommendation of the City Council adopted Urban and Community Forest Management Plan;
Whereas, Competitive proposals for routine street tree pruning & general forestry services were received by Purchasing on April 16, 2024;
Whereas, PPM Tree Service & Arbor Care, LLC, submitted a proposal that offered the most advantageous combination of low price and highest qualifications/experience in performing tree pruning & general forestry services as part of a municipal street tree pruning program;
Whereas, The contract provides for an extension of two (2) one-year terms, subject to the same terms, conditions and pricing of the original contract, if agreeable by the City and Contractor; and
Whereas, PPM Tree Service & Arbor Care, LLC complies with the City’s non-discrimination and Living Wage Ordinances;
RESOLVED, That City Council approve a one-year general services agreement with PPM Tree Service & Arbor Care, LLC in the amount of $830,500.00 for routine street tree pruning and general forestry services (RFP 24-26);
RESOLVED, That a contract contingency in the amount of $41,525.00 (5%) be established and the City Administrator be authorized to approve change orders to the contract to satisfactorily complete this project;
RESOLVED, That the City Administrator be authorized to extend the contract for up to two (2) additional one-year periods on the same terms and conditions, provided both parties agree to extension and subject to the availability of funding;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute said contract after approval as to form by the City Attorney and approval as to substance by the City Administrator; and
RESOLVED, That the City Administrator be authorized to take the necessary administrative actions to implement this resolution.