Title
Resolution to Award a Contract to PROCARE Tree Service LLC for Tree Pruning along City Street Rights-of-Way ($46,050.00)
Memorandum
Attached for your review and action is a resolution to approve a $46,050.00 contract with PROCARE Tree Service, LLC d/b/a CHOP for street tree pruning.
ITB-4450 was issued on BidNet for Tree Pruning along City street rights-of-way. Two bids were received and opened on May 17, 2016. CHOP, with a bid of $46,050.00 was the lowest responsible bidder.
Sustainability Framework
This contract continues 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). The work completed under this contract 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.
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 without regard to fiscal year.
The tree pruning activities under this contract focus on removing large dead, broken, hanging or diseased limbs of trees listed as priority 1 pruning in the tree inventory.
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: 335 Trees
CHOP Work: 250 Trees
Remaining Backlog: 85 Trees
City Forestry staff is also working towards addressing the current backlog of tree pruning, and will address the remaining backlog.
The resolution also includes a request for a 5% contingency in the amount of $2,302.00 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: Tom Crawford, Interim 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 May 17, 2016;
Whereas, PROCARE Tree Service, LLC, d/b/a CHOP submitted the lowest responsible bid at $46,050.00;
Whereas, PROCARE Tree Service, LLC d/b/a CHOP, complies with the City’s non-discrimination and Living Wage ordinances;
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 without regard to fiscal year;
RESOLVED, That City Council approves a contract with PROCARE Tree Service, LLC, d/b/a CHOP for tree pruning in the amount of $46,050.00;
RESOLVED, That a contingency in the amount of $2,302.00 (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 $2,302.00;
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.