Title
2025 Spring 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 February 18, 2025, contractors were issued a “2025 Spring Tree Planting List”. This list detailed the quantity, species, size (caliper), and location within Village parkways where three hundred and thirty-nine (339) 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 Village’s 2024 Tree Assessment and Inventory.
By the close of the proposal period on March 5, 2025, three (3) contractors had submitted proposals. A summary of the proposal prices is provided below:
The Davey Tree Expert Company: $169,500.00
Mid-America Tree and Landscape, Inc.: $171,195.00
Christy Webber Landscapes: $213,770.00
V3 Companies: Opted to Not Submit a Proposal
Smitty’s Tree Service: Opted to Not Submit a Proposal
Winker Tree and Lawn Care: Opted to Not Submit a Proposal
Homer Tree Care: Opted to Not Submit a Proposal
Based on proposal pricing, staff recommends accepting the proposal from Davey Tree Expert Company for $169,500.00 plus a 10% ($16,950.00) contingency for a total project cost of $186,450.00. Contingency is requested to address change orders made necessary by circumstances not reasonably foreseeable at the time of Board approval.
Financial Impact
Funding in the amount of $275,000.00 for tree plantings is available in Public Works account 1008010-443500. A second tree planting will be scheduled in the Fall, 2025.
Recommended Action/Motion
I move to waive the competitive bidding process in favor of solicitation of competitive proposals and approve and authorize the execution of a Contractor Agreement between the Village of Orland Park and The Davey Tree Expert Company as the lowest cost qualified responsive proposal for the 2025 Spring Tree Planting Project for a cost of $169,500.00 plus a 10% contingency of $16,950.00 for a total not-to-exceed cost of $186,450.00;
AND
Authorize the Village Manager to execute all related contracts, subject to Village Attorney review;
AND
Authorize the Village Manager to approve change orders related to the contract within the authorized amount.