Title
Resolution to Approve a General Services Agreement with The Davey Tree Expert Company in the amount of $450,000.00 for Park Tree Care (ITB No. 4697)
Memorandum
Attached for your review and action is a resolution to approve a one-year not to exceed $450,000.00 general services agreement with Davey Tree Expert Company for Park tree care, with an option to extend the contract at the same terms and conditions for up to two additional one-year periods, subject to available budgeted funding and agreement by the City and contractor.
Work to be done under this contract includes tree pruning, tree removal, stump grinding, and emergency tree work in the City of Ann Arbor Parks and Natural Areas. In July of 2018 Park Operations moved from Public Services to Community Services, becoming a part of Parks & Recreation Services. City Forestry staff remained in Public Services and are budgeted in the Stormwater Fund and are focusing on work on City street trees. In order to manage park tree care, staff issued a bid for tree work in the Parks. After three successful years of pruning by The Davey Tree Expert Company, the contract was once again put out to bid on November 30, 2021. The focus of the work under this contract will be on pruning.
Routine tree pruning is an important component of a sustainable community forest management program. Trees pruned on a routine basis develop proper form and structure leading to a variety of benefits, including:
ð Lower cost per tree trimmed compared to reactive pruning done in response to storm damage, sight clearance or immediate hazards
ð Early identification and correction of insect/disease problems leading to less tree mortality
ð Reduction in storm related tree damage
ð Lower future maintenance costs
ð Reduction in tree-related service requests and improved customer service
ð Development of a healthy and sustainable urban and community forest
The Davey Tree Expert Company was the only bidder. After reviewing the submitted bid prices, staff determined that price increases were appropriate for a three-year interval between bids and based on their knowledge and experience pruning trees as part of a municipal street tree pruning cycle in the City of Ann Arbor, staff recommend moving forward with their bid.
Parks aims to prune in the region of 800 trees under this contract. Areas of highest need will be identified with an emphasis on neighborhood parks. The contract also includes funding for the removal of trees that are diseased or safety concerns. Some of the parks pruned in the previous three years include: Allmendinger, Burns, Brookside, Cranbrook, Depot, Glacier Highlands, Huron Highlands, Leslie, Maryfield/Wildwood, Meadowbrook, Mushroom, North Main, Scheffler, Veterans Memorial, Waterworks, West, Windemere, Wheeler and Wurster Parks.
Sustainability Framework: The work completed under this contract moves 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 Ecosystem.
Budget/Fiscal Impact: Funding is available for this contract in the approved FY23 Parks and Recreation Park Operation Millage Maintenance Budget and will be included in the budget plan for FY 24 and FY25.
The resolution includes a 10% contingency in the amount of $45,000.00 to cover potential change orders to be approved by the City Administrator.
The Park Advisory Commission unanimously recommended approval of this contract at their January 25, 2022 meeting.
Staff
Prepared by: Scott Spooner, Parks & Recreation Deputy Manager - Maintenance
Reviewed by: Josh Landefeld, Parks & Recreation Services Interim Manager
Derek Delacourt, Community Services Area Administrator
Approved by: Milton Dohoney, Jr. Interim City Administrator
Body
Whereas, Ann Arbor’s park 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, Routine tree pruning is an important component of a sustainable urban and community forest management program;
Whereas, Competitive bids for routine street tree pruning were received by Purchasing on November 30, 2021;
Whereas, The Davey Tree Expert Company submitted a bid and possesses the qualifications/experience in performing tree pruning needed as part of this contract;
Whereas, The Davey Tree Expert Company complies with the City non-discrimination and Living Wage Ordinances;
Whereas, The Park Advisory Commission unanimously recommended approval of this contract at their January 25, 2022 meeting; and
Whereas, The contract cost of $450,000.00 is available in the approved FY23 Park Operations Millage Maintenance budget;
RESOLVED, That City Council approve a general services agreement with The Davey Tree Expert Company in the amount of $450,000.00 for park tree pruning, removals, stump grinding, and emergency tree work in the parks and natural areas of the city (ITB No. 4697);
RESOLVED, That the Administrator may, in his discretion, extend the contract for up to two additional one-year periods under the same terms and conditions, contingent upon available funding;
RESOLVED, That a contingency amount of $45,000.00 (10%) be established within the project budget and the City Administrator be authorized to approve change orders to the general services agreement with The Davey Tree Expert Company, in order to satisfactorily complete this project;
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.