Title
2024 Fall Tree Planting Project
History
RFQ 21-007 “Tree Services 2021-2023” was issued by the Public Works Department on January 25, 2021, to establish a list of qualified contractors from which to solicit proposals for various Village tree-related projects, including tree installation, removal, trimming, stump removal, and emergency storm services. On March 1, 2021, six (6) tree contractors were approved by the Village Board, and master agreements were established with each company. All MSAs were renewed in 2023 and expire on December 31, 2025.
Additionally, to increase the number of pre-qualified contractors who could bid on Village tree planting projects, RFP 21-001 for Landscape Maintenance and Management included a provision for the planting of trees. The contract for this service was awarded and is currently held by Christy Webber and Company.
On September 10, 2024, contractors were issued a “2024 Fall Tree Planting List”. This list detailed the quantity, species, size (caliper), and location within Village parkways and parks where three hundred and fifty-seven (357) new trees are to be planted. The planting list was compiled by the Village Forester in collaboration with feedback from Village residents and data from the 2024 Tree Assessment and Inventory.
By the close of the proposal period on September 25, 2024, three (3) contractors had submitted proposals. All proposals are attached for reference. A summary of the proposal prices is provided below:
Davey Tree Expert Company: $217,770.00
Mid-America Tree and Landscape, Inc.: $219,555.00
Christy Webber Landscapes: $248,518.00
Based on proposal pricing, staff recommends accepting the proposal from Davey Tree Expert Company for $217,770.00 plus a 10% ($21,777.00) contingency for a total project cost of $239,547.00. Contingency is requested to address change orders made necessary by circumstances not reasonably foreseeable at the time of Board approval.
Financial Impact
Funding for tree plantings is available in Public Works account 1008010-443500.
Recommended Action/Motion
I move to approve the proposal from Davey Tree Expert Company for a total amount not to exceed $239,547.00 ($217,770.00 plus a 10% contingency of $21,777.00);
AND
Authorize the Village Manager to execute all related contracts, subject to Village Attorney review;
AND
Authorize the Village Manager to approve change orders not to exceed the contingency amount.