Title
Resolution to Award a Contract to PROCARE Tree Service LLC for Tree Pruning along City Street Rights-of-Way ($91,250.25)
Memorandum
Attached for your review and action is a resolution to approve a $91,210.25 contract with PROCARE Tree Service, LLC, d/b/a CHOP for street tree pruning.
The work completed through this contract continues a multi-phased approach being taken 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).
Budget/Fiscal Impacts
Funding was made available during the FY2015 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.
The tree pruning activities under this contract are focused on removing large dead, broken, hanging or diseased limbs of trees listed as priority 1 pruning in the tree inventory.
The work under this contract also moves the city towards implementing recommendation #1 of the Urban and Community Forest Management Plan "Implement a proactive routine maintenance program" and furthers the Healthy Ecosystem and Sustainable Systems goals of the City's Sustainability Framework.
The city was divided into four work areas, as detailed in the bid documents, ITB 4360; bidders were able to bid on any or all areas. Bid documents and specifications were distributed electronically to contractors. Two bids were received and opened on December 23, 2014. CHOP, with a bid of $91,250.25 to prune trees in all four areas, was the lowest responsible bidder.
Below is a summary of the work to be completed by CHOP and its impact on the current backlog.
Tree Pruning (Priority 1)
Current Backlog |
832 Trees |
Chop |
419 Trees |
Remaining Backlog |
413 Trees |
City Forestry staff will also be working towards addressing the current backlog of tree pruning. This work is not reflected in the numbers above.
The resolution includes a 5% contingency in the amount of $4,560.00 to cover potential change orders to be approved by the City Administrator.
Staff
Prepared by: Kerry Gray, Urban Forest & Natural Resource Planner, Systems Planning
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 pruning;
Whereas, Competitive bids for tree pruning were received on December 23, 2014;
Whereas, PROCARE Tree Service, LLC, d/b/a CHOP submitted the lowest responsible bid at $91,210.25;
Whereas, PROCARE Tree Service, LLC, d/b/a CHOP complies with the requirements of the City's nondiscrimination and living wage ordinances; 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 approves a contract with PROCARE Tree Service, LLC, d/b/a CHOP for tree pruning in the amount of $91,250.25;
RESOLVED, That a contingency in the amount of $4,560.00 (5%) be established within the project budget and that the City Administrator be authorized to approve change orders to the contract with CHOP in an amount not-to-exceed $4,560.00;
RESOLVED, That the funding for the contract and the contingency amount be made available without regard to fiscal year;
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.