Title
2024 Fall Tree Removal 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 projects, RFP 21-001 for Landscape Maintenance and Management included a provision for tree maintenance. The contract for this service was awarded and is currently held by Christy Webber Landscapes.
On September 10, 2024, all qualified contractors were issued a “2024 Fall Tree Removal List”. This list detailed the quantity, size (caliper), and location within the Village where thirty (30) trees need to be removed due to senescence (old age), disease, or vehicular damage. These trees were determined by the Village Forester to be either too large or presented too many hazards for the Public Works Tree crew to remove.
By the close of the proposal period on September 25, 2024, five (5) contractors had submitted proposals. All proposals are attached for reference. A summary of the proposal prices is provided below:
Homer Tree Care: $25,815.00
Christy Webber Landscapes: $33,727.00
Smitty’s Tree Service: $33,900.00
Winkler Tree and Lawn Care: $38,500.00
Davey Tree Expert Company: $48,660.00
Based on proposal pricing, staff recommends accepting the proposal from Homer Tree Care for $25,815.00 plus a 10% ($2,581.50) contingency for a total project cost of $28,396.50. 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 removals is available in Public Works account 1008010-443500.
Recommended Action/Motion
I move to approve the proposal from Homer Tree Care for a total amount not to exceed $28,396.50 ($25,815.00 plus a 10% contingency of $2,581.50);
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.