Title
Resolution to Ratify an Emergency Best Source Purchase Order with The Davey Tree Experts Company (Davey) for Branch Collection ($250,000) and Increase the Purchase Order Amount ($200,000) for Debris Cleanup related to the February 22 and March 3, 2023 Ice and Snow Storms and To Appropriate the Necessary Funding ($450,000) (8 Votes Required)
Memorandum
The February 22, 2023 ice storm and the following week's winter snowstorm occurring over March 3 and 4, 2023 caused significant and widespread damage to both City-owned and private trees. The City committed to assisting residents with debris cleanup from both storm events. Public Works brought Davey in to assist with cleanup as our own crews were diligently managing tree and branch removal from City-owned trees. Davey offers brush clean up and emergency tree maintenance to municipalities and have been the Pruning Contractor for Public Works for six years. They are familiar with our community, were able to mobilize quickly, and have performed effectively for us on past and current projects.
Progress has been slow due to the extensive damage to trees and amount of materials brought to the curb by residents for the City to service. Materials brought to the curb for disposal are not always staged in a manner that is easily placed into chippers, resulting in more time spent by crews. We have altered our approach to the cleanup by bringing in different equipment to remove larger debris piles and leaving only material that can be chipped. This has improved the pace of work, but much remains to be done. As of March 30th, storm debris removal from approximately one third of the City has been completed.
Therefore, Public Works requested the authorization of a Best Source Purchase Order to Davey in the amount of $50,000. This purchase order was subsequently increased to a total of $250,000 through an Emergency Best Source Purchase. The funds approved by the emergency best Source purchase order will be exhausted within a couple of weeks, and debris cleanup is anticipated to continue for approximately another month. Therefore, we request that City Council ratify the Emergency Best Source Purchase Order in the amount of $250,000.00 and also that City Council increase the total amount authorized for the purchase order by $200,000.00 to a total of $450,000.00.
As provided in the City of Ann Arbor’s Code of Ordinances, Title I, Chapter 14, Section 1:317, the Public Works Unit received authorization for an emergency purchase order to The Davey Tree Expert Company in the amount of $250,000.00.
The Davey Tree Expert Company complies with the requirements of the Conflict of Interest, Non-Discrimination, Prevailing Wage, and Living Wage ordinances.
Budget and Fiscal Impact: Funds for this emergency purchase order are available in the Solid Waste Fund Balance.
Staff
Prepared by: Alison Heatley, Assistant Public Works Manager
Reviewed by: Brian Steglitz, Public Services Area Administrator
Reviewed by: Jennifer Richards, Assistant City Attorney
Approved by: Milton Dohoney, Jr., City Administrator
Body
Whereas, The February 22 and March 3, 2023 snow and ice storms caused significant and widespread damage to city-owned and private trees;
Whereas, The City committed to assisting residents with debris cleanup from both storm events;
Whereas, Public Works crews were diligently managing tree and branch removal from City-owned trees;
Whereas, The Davey Tree Experts Company (Davey) offers brush clean up and emergency tree maintenance to municipalities and have been the Pruning Contractor for Public Works for six years;
Whereas, Davey is familiar with our community, were able to mobilize quickly, and have performed effectively for us on past and current projects;
Whereas, The City Administrator has exercised Title I, Chapter 14, Section 1:317 of the City of Ann Arbor Code of Ordinances for an emergency best source purchase order to Davey in the amount of $250,000.00 to branch and limb cleanup;
Whereas, Additional funds will be required to complete cleanup of the city and an increase to the emergency best source purchase order by $200,000.00 is necessary;
Whereas, Davey complies with the requirements of the Conflict of Interest, Non-Discrimination, Prevailing Wage, and Living Wage ordinances; and
Whereas, Funds for this emergency purchase order are available in the Solid Waste Fund Balance;
RESOLVED, That City Council ratifies the emergency purchase order issued by the City Administrator under Title I, Chapter 14, Section 1:317 of the City of Ann Arbor Code of Ordinances in the amount of $250,000.00 to fund branch and limb cleanup;
RESOLVED, That City Council authorizes an additional $200,000.00 in funds for a total emergency purchase order of $450,000.00 to fund branch and limb cleanup;
RESOLVED, That $450,000.00 be appropriated from the Unobligated Solid Waste Fund fund balance; thereby, increasing the revenue and expenditure budgets of the Solid Waste Fund; and
RESOLVED, That the City Administrator be authorized to take the necessary administrative actions to implement this resolution.
Sponsored by: Mayor Taylor