Title
Winter Tree Maintenance Projects
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. Master service agreements (MSAs) were subsequently established with each company. All MSAs were renewed in 2023 and expire on December 31, 2025.
On January 9, 2024, all six (6) pre-qualified contractors were issued exhibits and specifications for three (3) different Winter Tree Maintenance Projects: Road Improvement Project (RIP) Tree Maintenance, Winter Tree Removals, and Creek Tree Maintenance. By the close of the proposal period on February 2, 2024, proposals had been submitted by Smitty’s Tree Service, Homer Tree Care, Davey Tree Experts, and Winkler’s Tree Service. V3 Companies and Mid-America opted to not provide proposals. Proposals from all four (4) companies and project scopes of work are attached for reference. A summary of the proposal prices is provided below:
Smitty’s Tree Service
Road Improvement Project Tree Maintenance: $32,945.00 (low bid)
Winter Tree Removals: $81,950.00
Creek Tree Maintenance: $19,963.00 (low bid)
Homer Tree Care
Road Improvement Project Tree Maintenance: $50,425.00
Winter Tree Removals: $63,500.00 (low bid)
Creek Tree Maintenance: $35,000.00
Davey Tree Experts
Road Improvement Project Tree Maintenance: $46,685.00
Winter Tree Removals: $138,000.00
Creek Tree Maintenance: $48,750.00
Winkler Tree and Lawn Care
Road Improvement Project Tree Maintenance: $37,999.00
Winter Tree Removals: No Bid
Creek Tree Maintenance: No Bid
Based on proposal pricing, staff recommends accepting proposals Smitty’s Tree Service for Road Improvement Project Tree Maintenance and Creek Tree Maintenance, and the proposal from Homer Tree Care for Winter Tree Removals.
For Smitty’s Tree Service, the combined proposal price for the Road Improvement Project Tree Maintenance and Creek Tree Maintenance is $52,908.00. Staff requests a 10% ($5,290.80) contingency for a total cost for both projects not to exceed of $58,198.80 ($52,908.00 + $5,290.80).
For Homer Tree Care, the proposal price for Winter Tree Removals is $63,500.00. Staff requests a 10% ($6,350.00) contingency for these projects for a total cost not to exceed of $69,850.00 ($63,500.00 + $6,350.00).
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 maintenance is available in FY2024 NRF Operating account 1008010-443500.
Recommended Action/Motion
I move to approve the proposals from Smitty’s Tree Service for Road Improvement Project Tree Maintenance and Creek Tree Maintenance for a total cost not to exceed $58,198.80 ($52,908.00 plus a 10% contingency of $5,290.80);
AND
To approve the proposal from Homer Tree Care for Winter Tree Removals for a total cost not to exceed $69,850.00 ($63,500.00 plus a 10% contingency of $6,350.00);
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.